Privacy

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Privacy

Who we are?

We are 1st Old Malden (St John the Baptist) Scout Group (the Group), commonly referred to as 1st Old Malden or just 1OM. We are a Registered Charity (No. 303761). We have two Beaver Colonies (Winnipeg and Yukon), two Cub packs (Cornwell and Kipling) and a Scout Troop.

What personal information do we hold?

  • Young members
    • Name
    • Gender
    • Date of birth
    • Health records
    • Photographs
  • Parents
    • Names
    • Contact details including email and phone numbers
    • Bank details (if you have provided us with them)
  • Adult helpers
    • Names
    • Contact details including email and phone numbers
    • Bank details (if you have provided us with them)
  • HQ hirers
    • Names
    • Contact details including email and phone numbers
    • Bank details (if you have provided us with them)
  • Young people on our waiting list
    • Their names and date of birth
    • Health details if provided
    • Parents contact details including email and phone numbers
  • The Group also holds a historic archive

 

How is personal information collected?

Personal information may be collected with the consent of the user by way of interactive submission on our website, email or paper application form.

How do we use this information?

There are various reasons why personal information is gathered which includes but is not limited to:

  • Managing your membership of the Group and the Scouting Association
  • Participation in Scouting events
  • Participation in events offered by the Group
  • Providing services offered by the Group
  • Provision on of relevant activities offered by other suppliers

 

Information gathered with the explicit consent of the user will only be used for the purpose for which it was intended except in those circumstances where the Group must provide it to fulfil statutory obligations. The Group may use personal details to contact individuals directly for the purposes of obtaining further information needed to fulfil the original purpose. We do not pass, or sell your data to any third party except to partners, including the Scout Association, who help us provide these services.

The Group may use personal information to contact members and individuals who have contacted us by electronic or physical means including but not limited to:

  • Sending e-mail
  • Telephoning users to obtain additional information and clarification
  • Other electronic and physical correspondence
  • 1st Old Malden Scout Group website may include links to other businesses.  We will never provide your contact details to these businesses unless you have given us explicit permission to do so.

 

How long is your personal information retained by us?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

  • Until advised that you no longer wish to remain on the waiting list
  • For as long as you are a member of the Group
  • For as long as we provide services to you
  • Retention periods in line with legal and regulatory requirements or guidance.

 

Where do we hold your information?

All personal information and details held on and processed by computers is situated in the European Union.

What should you do if your personal information changes?

You should tell us by writing to your Beaver, Cub or Scout Leader or emailing us at chairman@1omscouts.org.uk so that we can update our records

Do you have to provide your personal information to us?

We’re unable to provide you with our services to you if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.

Security

The Group will take reasonable precautions to ensure that the personal data it gathers will be kept securely and within the control of the Group at all times

Changes to this privacy notice

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you revisit our website at http://www.1omscouts.org.uk .

The current policy can also be obtained on request by emailing us.

Your data protection rights

Where the Group are using your personal data on the basis of your consent, you have the right to withdraw that consent at any time.

Right of access

You are entitled to request a copy of the data we hold on you.

You will need to provide information that will help us confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.

Once we have all the information necessary to respond to your request we’ll provide your information to you within one month.  This timeframe may be extended by up to two months if your request is particularly complex.

What to do if you’re not happy

In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissions Office (ICO) if you have any questions about Data Protection. You can contact them using their help line 0303 123 113 or at www.ico.org.uk.

Contact us

If you have any questions or comments about this privacy policy, or if you wish to exercise your rights you can contact us at chairman@1omscouts.org.uk

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