Note: Our district privacy policy and notice are currently under review, this document acts as an interim notice for data collected via our Website until changes can be integrated into the district notice. Data collected and held by Warrington East Scouts may be covered by our main district privacy notice or other event/service specific notices. Please use the contact us form if you have a question about what we hold or how we manage your existing data.

Introduction

Warrington East Scouts takes data protection very seriously and will take steps to ensure that information collected is accurate, stored securely and only retained for as long as necessary. We data will not be shared outside of the Scout Association (The Scouts), unless required to deliver Scouting activities, without your further consent.

Our Basis for Collecting and Processing Data

In the case of our members, processing of personal data is necessary for the purposes of the legitimate interests pursued by Warrington East Scouts, for example to enable us to run the district team, to manage our volunteers, to run events and to otherwise provide a voluntary service for the benefit of our members and/or the public. There is some additional data we are required to collect as a legal obligation (for example data to process volunteers DBS checks that would not be otherwise covered by legitimate interests).

Where we cannot rely on the reasons above, we obtain consent before processing any personal data.

What we collect

When browsing the website

Our data collection when you browse the website as an end user is very limited.

We do not place cookies or other tracking technologies to track you, however we do use some 3rd plugins to provide interactive content, such as our group locator and embeded videos, which may place 3rd party cookies or trackers if you accept cookies on our cookie notice and interact with these page elements. This data is collected and managed by the 3rd parties directly and we do not use it. We only allow it’s collection to enable functionality for your benefit when browsing our site.

Your IP address, User agent (details of the web browser you use) and in some cases details of the website or search that you used to find us (the referrer) are captured by our Web Hosting providers servers when you visit the site. While this is potentially personally identifiable information, we do not use this logs in combination with any other data to link the IP address, Browser or referrer to you as a person, nor do we analyse log data to identify you. This data is used solely for the management of our website.

You can see details about cookies we set and 3rd party cookies that may be set when using our site in our Cookie Policy

If you fill out a form, or send us a message

If you fill out a form, or send us a message or enquiry we will collect additional data about you, as supplied in the communication. This data will be in relation to applying for membership for yourself or a young person, making an enquiry, or your role as an adult volunteer. We may gather the following kind of information:

  • Your name and home address
  • Contact information including email address, phone numbers and/or social media links
  • Information about your role or desired role with Warrington East Scouts or one of our groups/units.
  • Information about your children if you make a joining enquiry, such as name, age, address
  • Health information and details for use in case of emergency whilst you take part in any of our activities or events
  • Your current role in the Scouts and any previous ones
  • Demographic information such as the area of your involvement in the Scouts
  • Other information relevant to your membership of the Scouts or to participation in Scout activities

We require this information to understand your needs and provide you with a better service, and for our internal record keeping.  We may use the information:

  • To enable us to provide a voluntary service for the benefit of our members and/or the public;
  • To improve our activities and services
  • To manage Scout activities of all kinds
  • To send regular updates via email about activities, training, funding, events and news stories
  • To keep internal membership records up to date
  • For our financial records

If you have a login to manage this website

In addition to the above we will maintain basic user details for you within the admin system to identify you and management activities you have undertaken (e.g. Name, email address, logs), or to forward messages to you.

Security

We process personal data, whether held digitally or in hard copy, in a manner that ensures appropriate security.

We check the terms and conditions and privacy notice of any cloud storage provider, email provider, web server, online survey tool etc to ensure that personal data in our care is not compromised and that service providers we use are UK GDPR/DPA compliant.

Data Subjects’ Rights

As a Data Subject you have rights over your own data, these are:

  • The right to be informed – The right to know what data we hold about you and how we use it. We do so
    via this notice, and further information is available on request.
  • The right of access – You have the right to obtain a copy of the data we hold about you.
  • The right to rectification – We must keep the data we hold about you up-to-date. You have the right to request we correct incorrect data.
  • The right to erasure – we must erase data if no longer needed, or in certain cases if you request we do so, for example if we have collected the information using consent as our legal basis and you withdraw consent.
  • The right to restrict processing – in some circumstances we must suspend or cease processing your data if you object to us doing so.
  • The right to data portability – in some cases where you have supplied data to us directly, if processing is carried out automatically, you have the right to request an electronic copy of the data.
  • The right to object or withdraw consent – You may object where we have collected data using the “legitimate interests” basis. If you have provided data
    under the “consent” basis you cannot object but instead you can withdraw consent.

If you would like to exercise one your rights, you can contacting us using the Contact Us option above, or by emailing dataprotection@warringtoneastscouts.org.uk

Retention and Disposal of Data

We hold data for varying periods of time depending on the data:

We hold website log data for up to 12 months.

We hold information submitted by you via form for general enquiries for as long as it takes to process your enquiry for up to 6 months unless your enquiry leads to a volunteer role or membership of Warrington East Scouts or one of our groups, at that point your data will transfer to be managed under our main district privacy notice, and the Scout Association’s Data Privacy notice as dual data controllers. You will have the option to review these policies before your data is held under their terms. If your enquiry leads to joining a group they will also act as a data controller for some of your data which may include data originally submitted via our website, under their group privacy notice. You should ask the group for a copy of this when you make contact.

Remember the risks whenever you use the internet

You are solely responsible for maintaining the secrecy of any passwords or other account information. In addition, other internet sites or services that may be accessible through this site have separate data and privacy practices independent of us, and therefore we disclaim any responsibility or liability for their policies or actions.

Please contact those suppliers and others directly if you have any questions about their privacy policies.

Further Information

For any further information, please contact us via the contact us form on our website

This Privacy Policy was last updated on 13th June 2021