DUNHAM PARK

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Data Protection Policy

1. What is this?

This Data Protection Policy describes the categories of personal data Dunham Park Scout Camp process and for what purposes. Dunham Park Scout Camp is committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR.
This Data Protection Policy applies to members, parents/guardians of youth members, volunteers, contractors, suppliers, supporters, donors and members of the public who will make contact with Dunham Park Scout Camp.

2. Who we are

Dunham Park Scout Camp is managed by Greater Manchester West County Scout Council a registered charity with the Charity Commission for England & Wales; charity number 508002. The Data Controller for Dunham Park Scout Camp is the Trustee Board who are appointed at an Annual General Meeting and are Charity Trustees. Any enquiries should be directed to county.office@gmwscouts.org.uk. From this point on Dunham Park Scout Camp will be referred to as “we”.

3. Data we may process

The majority of the personal information we hold, is provided to us directly by you verbally or in paper form, digital form or via our online systems. In the case of adult members and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service (DBS).

We may collect the following personal information:

  • Personal contact details such as name, title, address, telephone numbers and personal email address – so that we can contact you.
  • Date of birth – so that we can ensure that adults are old enough to take on an appointment with Scouting.
  • Gender – so that we can address individuals correctly and accommodate for any specific needs.
  • Emergency contact information – so that we are able to contact someone in the event of an emergency.
  • Government identification numbers e.g. national insurance, driving licence, passport – to be able to process volunteer criminal record checks.
  • Bank account details – so that we can make payments for volunteer expenses.
  • Training records – so that members can track their progression through the adult training scheme.
  • Race or ethnic origin – so that we can make suitable arrangements based on members cultural needs.
  • Health records – so that we can make suitable arrangements based on members medical needs.
  • Criminal records checks – to ensure Scouting is a safe space for young people and adults.
4. Lawful basis for processing

We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members, where such photographs place the data subject as the focal point of the shot. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.

We use personal data for the following purposes:

  • to provide information about activities, training courses and events to our members and other volunteers at Dunham Park Scout Camp
  • to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
  • to administer membership records
  • to fundraise and promote the interests of Scouting
  • to manage our volunteers
  • to maintain our own accounts and records
  • to inform you of news, events, activities and services being run by Dunham Park Scout Camp
  • to ensure and evidence your suitability if volunteering for a role in Scouting
  • to contact your next of kin in the event of an emergency
  • to ensure you have and maintain the correct qualifications and skills.

We use personal sensitive (special) data for the following purposes:

  • for the protection of a person’s health and safety whilst in the care of Dunham Park Scout Camp
  • to respect a person’s religious beliefs with regards to activities, food and holidays
  • for equal opportunity monitoring and reporting.
5. Our retention periods

We will keep certain types of information for different periods of time in line with The Scout Association’s Data Retention Policy which can be found here.

6. Sharing your information

Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment at Dunham Park Scout Camp
Adult volunteers
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure of The Scout Association for Dunham Park Scout Camp as well as with The Scout Association Headquarters as independent data controllers.
All data subjects
We will however share your personal information with others outside of Dunham Park Scout Camp where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will never sell your personal information to any third party.
Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations may require us to provide contact details and award nomination details, such as citations to that organisation. We may also shared data on award nominees for National Honours Awards, including the same data as above.
Where personal data is shared with third parties we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.

7. How we store your personal data

We generally store personal information in the following ways:
The Scout Association Online Membership System – this is used for the collection and storage of adult volunteer personal data.
Other digital systems – Planyo (our online booking system).
In addition adult volunteers may hold some personal data on local spreadsheets/databases.
Printed records and data – paper is sometimes used to capture and retain some data.
We minimise the use of paper to only what is required.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Policy, then we will provide you with an updated Policy explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Your rights

As a Data Subject, you have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the Information Commissioner’s Office (www.ico.org.uk).
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:

  • The right to be informed – you have a right to know how your data will be used by us.
  • The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
  • The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s online membership system.
  • The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held for legal reasons.
  • The right to restrict processing – if you think that we are not processing your data in line with this Data Protection Policy then you have the right to restrict any further use of that data until the issue is resolved.
  • The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
  • The right to object – you can object to the ways your data is being used.
  • Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input.
10. Who to contact

If you have any queries relating to this Data Protection Policy or our use of your personal data, please contact us
at county.office@gmwscouts.org.uk.