Our website address is: http://cumbriascouts.org.uk.
The new Data Protection Act 2018, formally known as General Data Protection Regulations (GDPR) comes into force on 25 May 2018. This governs the collection, recording, storage, use and disclosure of personal data, whether such data is held electronically or in manual form.
Cumbria County Scouts are committed to the principles and legislation of good data processing and sharing of personal information under this legislation.
More information in relation to Data protection can be found from the Information Commission’s Office. Additionally, information specific to Scouting and data protection can be found at the Scout Associations web site HERE
What personal data we collect and why we collect it
The Information we Collect
Cumbria County Scouts needs to collect personal information about people with whom it works with to carry out its scouting activities. Information collected includes present, past and prospective group members, volunteers, suppliers and other scout association contacts.
Information held may include name, address, email address, data of birth, personal and sensitive information (now called special categories, such as ethnic origins, sexual life, health issues and privileged information). In addition, the group may occasionally be required to collect and use certain types of personal information to comply with the requirements of the law or scouting statutory duty.
Personal information recorded on its systems will be treated as private and confidential, and as such held within the principles of current legislation. Cumbria County Scouts recognises that it’s leadership team and volunteers will obtain information about individuals and organisations as part of their role or activities that are undertaken. Information that is received will be shared with identified members to enable the best delivery of its activities and statutory duties. Access to information is controlled and unauthorised use of the Cumbria County Scouts information systems is prohibited.
Web Site Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
Media and Photography
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
In general images that are published by Cumbria County Scouts are either stock images or form part of the Legitimate Interest of the group. Further information is available at the scout associations site
During Cumbria Scout events and activities, members of our media team, other members of the Scout Association and members of the public may be taking still and moving pictures. Pictures used by Cumbria Scout County outside of the event/activity will only be used in accordance with Scout Association guidelines. Pictures taken by our media team may be used during and after the event/activity in Cumbria Scout or the Scout Association publications, and in local newspapers, on websites or in other media channels. Local newspapers and TV stations may also attend events/activities to provide external media coverage and members of the press will be accompanied at all times by a member of the event or activity staff/leader team. We will seek your specific permission if we wish to use your/your child’s picture in any promotional or advertising material.
Anyone attending any Cumbria Scout County event or activity, or giving permission for their child/ward to attend an event or activity should note that attendance at the event or activity signifies their consent for pictures of themselves/their child to be used in line with the above policy. If you have specific concerns in this regard, please contact the specific event/activity manager.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
We may use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website and to help us improve the functionality for users. Google will store this information.
Who we share your data with
Cumbria County Scouts will not sell or transfer personal information regarding our members to other organisations for profit.
Information will sometimes be obtained from third parties, for example, an application to the Disclosure and Barring Service (DBS) when applying for a volunteering or leadership role. The principles for sharing such information will be approved and agreed by both parties.
Personal information will not be disclosed to other persons outside the Cumbria County Scouts, or its sections within the group and Scout Association without the explicit consent of the person unless there is a requirement in law or statutory duty to do so.
Marketing and Correspondence
All internal correspondence by the group is undertaken through the group’s email system or WhatsApp or Facebook. External correspondence can be additionally made via the county’s external comms system via mailchimp
All text/phone call correspondence is conducted through personal mobile telephones, held by the Section Leaders. The information is used only for the purposes of Scouting and is deleted after that child leaves the Scout section or Group.
Occasionally leaders may communicate messages regarding special offers on scouting if they think it is relevant. You can opt out of this if you prefer.
Storage of information
All information is securely recorded and stored by the group, by taking the appropriate organisational measures against its unauthorised or unlawful processing and against its accidental loss, destruction or damage. Cumbria County Scouts use Google cloud services to store and process data, some sections within Cumbria County Scouts use online Scout Manager (OSM) to store all membership personal data held by the Group, this online platform also allows parents/guardians to view and update information we hold. All parents/guardians are required to ensure that information held by that Group is up to date and they can amend/update records as they change.
On occasion paper records are used for external activities, where online access is not possible. These physical records are then destroyed after the event.
Cumbria County Scouts do not store credit card details, nor do we share customer details with any third parties regarding donations you make to The Scout Association.
We will do our best to protect your personal information, but we cannot guarantee the security of your information when it is transmitted over the internet.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Every person or, in cases where it is appropriate, a person with parental responsibility, has the right to see all personal information held about them on the groups records.
Furthermore, you have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way Cumbria County Scouts are collecting or using your personal data or you would like to request a copy of your information, you can contact us at firstname.lastname@example.org or at the address below:
The Data Protection Officer
Cumbria County Scouts
Data Subject Access Request
Should you wish to enquire whether or not we process information about you or make a request for a copy of any personal information which Cumbria Scout County Council holds about you, you should write to the County Secretary by email to email@example.com, outlining the personal data you are seeking to obtain.
We will acknowledge your request and we will respond to you within 30 days of receiving it. We may need to verify your identity and ask you to clarify the data you are seeking to obtain.
Right to erasure (Right to be forgotten)
Should you wish us to erase any personal information that Cumbria Scouts holds about you, then you should write to the County Secretary by email to firstname.lastname@example.org. We will acknowledge your request by email, confirm whether we are able to erase the information requested (including confirming whether we hold it) and confirm to you once erased. We may need to verify your identity and ask you to clarify the data you are seeking to erase. We will consider each request on a case-by-case basis and whilst we will not seek to refuse your request unreasonably, we do have a number of statutory obligations that we must comply with. These include our vetting and safeguarding procedures, which may prevent us from being able to fully erase your personal data.
Correcting Inaccurate Personal Data
Should you believe that the personal data we hold about you may be inaccurate, you can write to the County Secretary by email to email@example.com outlining the inaccuracy. We will acknowledge your email, seek to address the inaccuracy and confirm back to you once corrected.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
Membership personal data held by the Group, maybe shared with the scout association and other scout groups.