UK Scouts Website
St Marks Church Website
Banstead District Scouts Website
District website links

District Scout Shop

Email addresses for ;-

Group Scout Leader 
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All of the leaders 
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The chairman
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The treasurer
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Everyone in the group
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The group executive 
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1st Tattenhams Scout Group Privacy notice/policy

What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data 1st Tattenhams Scout Group process and for what purposes. 1st Tattenhams Scout Group are 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 Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with 1st Tattenhams Scout Group.


Who we are

1st Tattenhams Scout Group are a registered charity with the Charity Commission for England & Wales. The Data Controller for 1st Tattenhams Scout Group is the Group Executive Committee also referred to as the Board of Trustees, who are appointed at an Annual General Meeting and are Charity Trustees.
From this point on 1st Tattenhams Scout Group will be referred to as “we”.
Being a small charity, we are not required to appoint a Data Protection Officer.

The data we may process

The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership system Compass. In the case of adult members and volunteers, data may also be provided by third parties, such as the England & Wales - Disclosure and Barring Service (DBS).
Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.
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 young people are allocated to the appropriate Section for their age and 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.
- Training records - so that members can track their progression through the Scout programme or 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.

The lawful basis we process your data by


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 and as legitimate interests for your sensitive data.
We use personal data for the following purposes:
- to provide information about Scout meetings, activities, training courses and events to our members and other volunteers in 1st Tattenhams Scout Group
- 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 (including the processing of gift aid applications)
- to inform you of news, events, activities and services being run or attended by 1st Tattenhams Scout Group
- 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 data for the following purposes


- for the protection of a person’s health and safety whilst in the care of 1st Tattenhams Scout Group
- to respect a person’s religious beliefs with regards to activities, food and holidays
- for equal opportunity monitoring and reporting.


Our retention periods


We will keep certain types of information for different periods of time in line with our retention policy.
Ref to the Data retention policy held in the annex of this document.
The Scout Association’s Data Protection Policy can be found at https://members.scouts.org.uk/supportresources/71 and the Data Privacy Notice at https://scouts.org.uk/privacy-policy/

Sharing your information


Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment in the 1st Tattenhams Scout Group

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 the 1st Tattenhams Scout Group as well as with The Scout Association Headquarters as joint data controllers.

All data subjects
We will however share your personal information with others outside of 1st Tattenhams Scout Group 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 would require us to provide contact details to that organisation.
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

How we store your personal data

We generally store personal information in the following ways:
Compass - is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data.
On-line Scout Manager (OSM) - is the online membership system used for the collection and storage of members personal data.
In addition, adult volunteers will hold some personal data on local spreadsheets/databases.
Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:
- Gift Aid administration
- Event registration
- Health and contact records forms (for events)
- Events coordination with event organisers

Paper records for events are used rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice 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.

How we provide this privacy notice

A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.

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 Compass 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 by The Scout Association for legal reasons.
- The right to restrict processing – if you think that we are not processing your data in line with this privacy notice 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, it’s highly unlikely that this will be used by us.

Our Website Cookies

Forms related cookies
When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence.

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through our sites.
Site use Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.
For more information on Google Analytics cookies, see the official Google Privacy information page
https://privacy.google.com/businesses/compliance/#?modal_active=none

Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us through the Chair of the Board of Trustees.

1st Tattenhams Scout Group Data Retention Policy

  

SYSTEM OR PROCESS

(as identified in the Data Inventory)

Purposes of the data processing;

Categories of data subjects;

Examples of the data captured that drives the data categorisation

Where possible, the envisaged time limits for erasure of the different categories of data;

Lawful Process Article (see description below

Young Members Joining

Young members details are gathered as part of the Joining Process

SENSITIVE PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept until the Young Person leaves or Moves On from the Scout Group.

9(2)(c)

Adult Volunteers Joining

Adult Volunteer personal details are gathered as part of the joining process

SENSITIVE PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept for 2 months after the Adult Volunteer leaves The Movement. This may be retained indefinitely with TSA for safeguarding.

9(2)(e)

Away Day Events

Young Person / Adult Volunteer attendance at the event to be planned is gathered

SENSITIVE PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept for a 2 months period post the event then it is deleted / destroyed. This is in case an incident at an event requires this information.

9(2)(a)

Away Day Events Mgmt

Young person data in attendance is transferred to the 3rd Party Organiser

SENSITIVE PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept by the Events mgmt team for the period of the event, this is then deleted.

9(2)(a)

Moving On

Young Person Moves On To another Scout Group or District Explorer Unit. The Personal Data is copied to the waiting list and then transferred upon moving on.

SENSITIVE PERSONAL

Name, DOB, Address

Data is kept until the Young Person leaves or Moves On.

9(2)(h)

Transfer Waiting Lists

The details of Young People on a waiting list are transferred from one Scout Leader to another

PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

The list data is retained until the placements are made, then it is deleted

6(1)(f )

Young Member Data Validation

Young Person personal record is reviewed by Parent / Guardian an updated if required at the beginning of each term by the Young Persons Parent / Guardian using MyScout.

SENSITIVE PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept until the Young Person leaves or Moves On.

9(2)(c)

Young Persons details updates

Young Persons Data is updated periodically with details of achievements

PERSONAL

Name, DOB, Address, Health, Religion, Ethnicity

Data is kept until the Young Person leaves or Moves On.

6(1)(f )

Minibus Driver Information

Minibus drivers’ details are gathered including driving licence, penalty points and any medical conditions prevent the driving of the minibus to fulfil the requirements of Section 19 and our insurance

SENSITIVE PERSONAL

Name, DOB,

Data is kept for 12 months and is revalidated annually. Only those who drive the minibus need to provide data.

6(1)(a)

Gift Aid

Collection of Gift Aid declarations

SENSITIVE PERSONAL

Name, Address

Data is kept for a period of up to six years after the Young Person leaves or Moves On for audit purposes.

6(1)(a)

Gift Aid

Provision of Gift Aid Submission to HMRC

PERSONAL

Name, Address

Data may be retained by HMRC indefinitely;

6(1)(c)

Hire Forms

Records relating to Scout Ridge Hire

PERSONAL

Name, Address

Up to six years after hire for audit purposes.

6(1)(b)

Accident Forms

Complete accident forms to record accidents

SENSITIVE PERSONAL

Name, Address, Medical Record

Up to 12 months after incident.

6(1)(c)

 

Lawful Process

 

Article

Description

6(1)(a)

Consent of the data subject

6(1)(b)

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract

6(1)(c)

Processing is necessary for compliance with a legal obligation

6(1)(f )

Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject

9(2)(a)

Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law

9(2)(c)

Processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent

9(2)(e)

Processing relates to personal data manifestly made public by the data subject

9(2)(h)

Processing is necessary for the purposes of preventative or occupational medicine, for assessing the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or management of health or social care systems and services on the basis of Union or Member State law or a contract with a health professional

 

 

 

The Scout Group was founded during September 1954 during a meeting at St. Mark Church hall. The first Boy Scout Master was Mr. Rogerson and Wolf Cub Mistresses were Mrs. Hext and Mrs. Cripps.In 1960, with a loan of £4,000 from the Scout Association, the Group purchased the piece of land in Headley Drive, which was quite remote and adjacent to what then was designated as a future cemetery site, however as it can now be seen the area was developed as housing.A cedar wood building was purchased and erected on the land. This building still remains, although in need of restoration and known as the 'top hut', is at present used for storage.In 1968 Taylor Woodrow Ltd donated one of their disused building site portable building and this was erected on site and being larger than the original 'top hut' the Group facilities were improved. During the 1960’s the Boy Scouts met at the Group's HQ but with the Wolf Cubs continuing to meeting at St. Mark Church hall, however following the completion and fitting out of the donated building the Cubs moved their meetings to the Group's HQ in 1972 which enabled all the members to become one unified Group but continuing the link with St. Mark Church as the sponsor.During the 1960s Group's numbers grew requiring the Wolf Cub section to be divided into two packs, named Greenwood and Downland. In 1968 The Scouting Association's review of Scouting was introduced and in accordance with the majority of Scouts the Group's uniform changed from Scout shorts and 'pork pie' hats to long trousers and berets, Boy Scouts were renamed to Scouts, Wolf Cubs to Cubs, Senior Scouts to Venture Scouts, plus the section leadership names were changed from Master/Mistresses to Leaders.During the 1960/80 period the Groups site, being remote from housing, was able to be used for small camping groups and outside activities but this has been restricted as houses have been built.In 1980 the Scout Association permitted girls to join Venture Scouts, and this has now developed where girls can join all the Scouting sections and the Group conforms to this requirement. In 1985 the Scout Association formed a new section Beaver Scouts and the Group started their Beaver section in 1986. Over the past years the Group has conformed to the Associations changes following ongoing reviews and these have resulted in the head wear, caps & berets, being dropped from the uniform and more recently changes in trouser colour from mushroom to blue, section age changes, Venture Scouts becoming Explorer Scouts and a Network Scout section being formed. Age, weather and vandalism took its toll on the Group's building and so in 2006 yet another second-hand building was acquired to replace the Taylor Woodrow building and this is the current 'Pine-Log' building.  This is the Group's past, the future depends on you.

minibus

1st Tattenhams and the Banstead District Explorers (BDE) purchase a replacement Renault (16 seat + driver) from Chinthurst School. 

The Mini Bus is kept at our HQ and used on a regular basis by our Group / Unit and other users in the District. 

1st Tattenhams and the Banstead District Explorers share the running cost and operational responsibilities therefore have first call on usage, however it is open to other Scout Groups in the District to use for a donation.