GDPR Privacy Notice

What do we do with your data?


This Privacy Notice is issued in accordance with the European Union General Data Protection Regulation and the Data Protection Act 2018. It covers all data processing undertaken within “2nd Waterlooville Scout Group, referred to within this notice as ‘the Group’.

Data Controllers

For those people who act as Data Controllers within the Group, please contact any Leader within the Group.

Why are we processing your data?

So that we can safely deliver Scouting within the Group to our Young People, each section (Beaver, Cub, Scouts and Explorers, and the Group Executive Committee) will need to hold basic information about each Young Person, their Parents/Guardians (these people are referred to as the Data Subjects).

What data will we process?

Some of the data the Group will collect is, but is not limited to:

  • Addresses
  • Name
  • Telephone Numbers
  • Email Addresses
  • Medical Conditions
  • Dietary Needs
  • 3rd Party Contact Information

Who will have access to the data?

The members of each Section’s Leadership Team and the Group’s Executive Committee will have access to the data they need to perform their roles.

When we run events in the Group, we will share information with an “InTouch Contact”. They are other volunteers who will act as a go-between at camps for the Group’s Leadership Team to contact Parents/Guardians in an emergency.

Where will the data be held?

Your data will be processed and stored as follows:

  • By the Group’s Leadership Team on their own home computers.
  • On the Group’s Leadership Team’s personal Cloud Storage.
  • Using Online Scout Manger, who’s Security Policy can be found here:
  • In physical (paper) records held by the leadership as required.

How long do we retain the data for?

We will retain your data for as long as the Data Subject remains a part of the Group. When the Data Subject leaves, we will destroy it appropriately. If you wish for this data to be transferred or removed, please speak to a Leader.

What is our Legal Basis for processing your data?

We must have a legal basis to process your personal data. Our legal basis is under Article 6 (1)(a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes.

We consider your consent to be given when you complete and return any documentation we send to you. This can include data capture forms when a new member joins the Group, Nights Away Activity Information Forms, or One Day Activity Information Forms. It will also include verbal consent.

Should you wish to withdraw your consent, it may be that this decision will prevent a data subject from being a member of the Scout Association as we cannot guarantee that we can comply with our rules on delivering safe scouting.

For any queries regarding this policy or your rights, please contact a member of the Group’s Leadership Team.