Privacy notice

Derwentside Scout District is committed to protecting personal data, respecting privacy, and being transparent about how personal information is used.

This Privacy Notice explains how Derwentside Scout District collects, uses, stores, shares, and protects personal data in accordance with:

• UK General Data Protection Regulation (UK GDPR)

• Data Protection Act 2018

• Privacy and Electronic Communications Regulations (PECR)

• The Scout Association Policy, Organisation and Rules (POR)

• The Scout Association safeguarding and data protection policies and guidance

This notice applies to personal data processed by Derwentside Scout District through:

• our website

• email communications

• online forms

• District digital systems

• events and activities

• governance and operational activities

1. Who we are

Derwentside Scout District is part of The Scout Association and operates within its federated charity structure.

Each Scout Group within the District is a separate independent charity with its own trustees and responsibilities.

Derwentside Scout District is a separate charity responsible for supporting, enabling, assuring, and coordinating Scouting across the District.

For data protection purposes, Derwentside Scout District acts as a Data Controller for the personal data it processes at District level.

2. Contact details

Data Protection Contact

Email: data@derwentsidescouts.org.uk

If you have questions about this notice or how your personal data is handled, please contact us using the details above.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office (ICO)

3. Personal Data We Collect

We only collect personal data that is necessary, proportionate, and relevant to Scouting activities, governance, safeguarding, and operational requirements.

a) Contact and Identity Information

• Name

• Postal address (where necessary)

• Email address

• Telephone number

• Date of birth or age range (where required)

• Emergency contact information

b) Volunteering and Membership Information

• Scout role and appointment details

• Membership status

• Training and qualification records

• Permit or accreditation information

• Compliance and vetting status where required

• Trustee or governance role information

c) Safeguarding and welfare information

Where necessary and lawful, we may process limited safeguarding or welfare-related information including:

• safeguarding concerns or allegations

• incident information

• health or accessibility information necessary for safe participation

• reasonable adjustment requirements

This information is handled with enhanced confidentiality and restricted access controls.

d) Website and communications data

• Information submitted through website forms

• Email correspondence

• Event registrations or enquiries

• Limited technical information such as IP addresses or server logs where required for website security or functionality

e) Photography and media

Photographs or video recordings may occasionally be taken during Scout activities or events for:

• operational records

• celebrating achievements

• newsletters

• websites

• social media

• historical archives

• promoting Scouting activities

Any use of photography or media is managed in accordance with safeguarding requirements, The Scout Association guidance, and appropriate permissions/preferences.

Particular care is taken regarding images of young people and vulnerable individuals.

4. How we use personal data

We process personal data only where there is a lawful basis to do so.

This includes using information to:

• support and enable safe, high-quality Scouting

• communicate with volunteers, parents, carers, and partner

• manage governance, trustee, and assurance responsibilities

• support safeguarding, welfare, and safety

• administer training, permits, and compliance requirements

• coordinate events and activities

• manage District resources and systems

• comply with legal and regulatory obligations

• investigate incidents or complaints where necessary

• protect the safety and wellbeing of young people and adults

Derwentside Scout District does not use personal data for advertising or commercial marketing purposes.

5. Lawful basis for processing

Under UK GDPR, we rely on one or more of the following lawful bases where appropriate:

• Membership and volunteering administration - Legitmate interests

• Governance and trustee responsibilities - Legal obligation/legitimate interests

• Safeguarding and safety - Legal obligation/vital interests

• Training and permits - Legitimate interests

• Event administration - Legitimate interests/contract

• Photography and media use - Legitimate interests and/or consent

• Legal and regulatory compliance - Legal obligation

• Emergency or welfare situations - Vital interests

6. Safeguarding and special category data

Some information processed by the District may be classified as special category data, including:

• health information

• safeguarding records

• accessibility requirements

• equality or welfare information

This information is:

• processed only where necessary and lawful

• handled with enhanced confidentiality

• restricted to authorised individuals with a legitimate need to know

• managed in line with safeguarding and data protection requirements

Safeguarding responsibilities may require information sharing with relevant statutory agencies or Scout safeguarding teams where appropriate and lawful.

7. Who we share data with

We only share personal data where necessary, proportionate, and lawful.

This may include sharing with:

• The Scout Association national systems and teams

• Durham Scouts County

• Relevant Scout Groups or District volunteers

• Safeguarding teams

• Statutory agencies or emergency services where required

• Regulators or legal authorities where required by law

• Trusted IT or service providers acting on our instructions

• Event or activity providers where necessary for participation and safety

This may include use of national Scout systems such as My Membership or successor systems provided by The Scout Association.

We do not sell personal data or share it for commercial gain.

8. International transfers

Where cloud-based systems or digital providers involve international processing, appropriate safeguards are used in accordance with UK GDPR requirements.

9. How long we keep data

Personal data is retained only for as long as necessary for the purposes for which it was collected, taking account of:

• legal requirements

• safeguarding obligations

• insurance requirements

• operational needs

• The Scout Association retention guidance

6. Safeguarding and special category data

Some information processed by the District may be classified as special category data, including:

• health information

• safeguarding records

• accessibility requirements

• equality or welfare information

This information is:

• processed only where necessary and lawful

• handled with enhanced confidentiality

• restricted to authorised individuals with a legitimate need to know

• managed in line with safeguarding and data protection requirements

Safeguarding responsibilities may require information sharing with relevant statutory agencies or Scout safeguarding teams where appropriate and lawful.

7. Who we share data with

We only share personal data where necessary, proportionate, and lawful.

This may include sharing with:

• The Scout Association national systems and teams

• Durham Scouts County

• Relevant Scout Groups or District volunteers

• Safeguarding teams

• Statutory agencies or emergency services where required

• Regulators or legal authorities where required by law

• Trusted IT or service providers acting on our instructions

• Event or activity providers where necessary for participation and safety

This may include use of national Scout systems such as My Membership or successor systems provided by The Scout Association.

We do not sell personal data or share it for commercial gain.

8. International transfers

Where cloud-based systems or digital providers involve international processing, appropriate safeguards are used in accordance with UK GDPR requirements.

9. How long we keep data

Personal data is retained only for as long as necessary for the purposes for which it was collected, taking account of:

• legal requirements

• safeguarding obligations

• insurance requirements

• operational needs

• The Scout Association retention guidance

Data is securely deleted, archived, or anonymised when no longer required.

10. Your rights

Under UK GDPR, individuals have the right to:

• request access to personal data

• request correction of inaccurate information

• request deletion where applicable

• restrict or object to processing in certain circumstances

• withdraw consent where consent is relied upon

• request transfer of information where applicable

• complain to the ICO

Subject Access Requests (SARs)

Requests for access to personal data can be made using the contact details above.

We will respond without undue delay and normally within one calendar month.

We may need to verify identity and clarify the scope of requests before responding.

11. Children’s data

Scouting involves work with children and young people.

We recognise the importance of protecting children’s personal information and apply additional care and safeguarding considerations when handling children’s data.

Parents, carers, and volunteers are encouraged to contact us with any concerns regarding data protection or privacy.

12. Security

We take appropriate technical and organisational measures to protect personal data, including:

• controlled access to systems and information

• secure District-managed platforms

• role-based access controls

• password and account security measures

• volunteer guidance and training

• secure storage and disposal procedures

• regular review of data handling practices

13. Cookies and website use

Our website uses only minimal cookies necessary for:

• website functionality

• security

• basic operational performance

We do not use advertising, profiling, or behavioural tracking cookies.

If analytics or additional cookies are introduced in future, this notice and any cookie controls will be updated accordingly.

14. Changes to this notice

This Privacy Notice may be updated periodically to reflect changes in:

• law

• Scout policy

• safeguarding guidance

• operational practice

• digital systems

The latest version will always be published on the District website.