Who is responsible for your information

3rd Newhaven Scout Group is an independent data controller for the personal information it collects and uses for local Scouting. The Group Trustee Board is responsible for making sure that information is handled lawfully, fairly and securely. The Scout Association is a separate data controller for information it processes through national services.

Questions about this policy or requests concerning your information should be sent through the contact page.

Our data-protection principles

We follow the seven UK GDPR principles. Personal information must be used lawfully, fairly and transparently; collected for clear purposes; limited to what is necessary; kept accurate; retained only as long as needed; kept secure; and handled in a way for which the group can demonstrate accountability.

Information we may collect

Depending on your relationship with the group, we may hold:

• names, dates of birth, addresses and contact details for young people, parents, carers, volunteers and enquirers
• membership, section, attendance, waiting-list and activity information
• emergency contacts and information needed to support health, dietary, accessibility, faith or additional needs
• volunteer role, training, qualification and safeguarding information
• photographs, video and stories where the appropriate permissions are in place
• contact-form messages and joining requests
• leader-account details, permissions, security records and administrative audit history
• technical information needed to secure and operate the website

Health, disability, faith and similar information may be special-category data. We collect it only when it is necessary to provide safe, inclusive Scouting and an appropriate legal condition applies.

Why we use personal information

We use personal information to provide and administer Scouting, manage membership and waiting lists, communicate with families and volunteers, plan safe activities, respond to enquiries, support inclusion, manage volunteers, meet safeguarding and legal responsibilities, protect the website and maintain accurate records.

Our legal bases may include legitimate interests in running safe and effective local Scouting, performance of an agreement, compliance with legal obligations, protection of vital interests and consent where consent is the appropriate basis. We do not use consent where another legal basis is more suitable, and consent may be withdrawn at any time where it is relied upon.

Sharing information

Access is limited to authorised volunteers who need the information for their role. We may share relevant information with The Scout Association, the District, County or other Scout units; Online Scout Manager; activity providers; insurers; professional advisers; website, email and hosting suppliers; and public authorities where this is necessary and lawful.

We do not sell personal information. When information is processed outside the UK, we require an appropriate legal safeguard or another lawful transfer mechanism.

Retention and accuracy

We keep information only for as long as it is needed for its purpose and any legal, safeguarding, insurance or accounting requirement. Records are reviewed and securely deleted or anonymised when no longer required. Please tell us when your details change so that our records remain accurate.

Security

We use role-based access, separate administrator permission, account verification, two-factor authentication where available, audit records, encrypted connections, backups and trusted service providers to protect information. Volunteers must keep account credentials private and report suspected loss, misuse or unauthorised access promptly.

Your rights

Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, transfer, or object to how it is used. You may also withdraw consent where processing is based on consent. Some rights are limited where the group must retain or use information for legal, safeguarding or other compelling reasons.

Contact the group first so we can investigate. You also have the right to complain to the Information Commissioner's Office.

Related Scouts policy

This local policy is adapted from the Scouts UK Data Protection Policy, which explains the wider approach used by The Scout Association and local Scouting. This policy should be reviewed by the Group Trustee Board whenever the group's processing changes.