GDPR Statement

59th Sheffield Scout Group Privacy Notice


This notice tells you how the 59th Sheffield Scout Group will handle your personal data and confirm your rights under Data Protection Legislation.

Who we are

The 59th Scout Group Executive Committee are the Data Controllers (people that decide how personal data will be used) for the information held by the Group.

Personal information will be generally held and maintained by the relevant group leaders, volunteers, the treasurer and the Group Scout Leader. It may also be processed by members of the Scout Executive if an individual exercises one of the rights detailed below.

Members and parents can attend the Group’s Annual General Meeting and find out more about the operation of the Group, or volunteer to join the Executive to support the running of the Group.

Types of information we collect

The main personal information we collect is provided by parents to assist with an individual’s membership of the Scouting movement and the 59th Scout Group. A short guide to the records we hold include the following groups:

Beavers, Cubs, Scouts and previous members:

  • Name

  • Address

  • Date of Birth

  • Details of your parents/guardians

  • Your Contact Details

  • Attendance records

  • Badge records

  • Camp attendance details

  • Photographs of scouting activities

  • Relevant medical information i.e. allergies or other details which we need to know to keep you safe when involved in activities or camps

  • Other information provided by your parents

  • Details of your religion/ religious activities for specific badges


  • Name

  • Address

  • Contact Details

  • Payment records

Young Leaders

  • Name

  • Address

  • Date of Birth

  • Your contact details

  • Parents/ guardians’ contact details

  • Relevant medical information (if applicable)

Adult Volunteers

  • Name

  • Address

  • Date of Birth

  • Disclosure and Barring Service suitability checks

  • Details of complaints or compliments (if applicable)

  • Relevant medical information (if applicable)

Organisers of hall bookings

  • Name

  • Address

  • Contact details

  • Payment records

  • Details of complaints (if applicable)

Purposes of processing

Personal information is held for the following purposes:

  • The administration or your/ your child’s membership of the 59th Scout Group

  • Maintain a waiting list for the relevant sections of the Group

  • Allows us to tell you about Group activities including camps, events and other news from the Group

  • Record attendance and achievement during your membership

  • Medical records assist us in keeping you safe during activities and camps

  • Manage payments for activities and membership

  • Manage our volunteers and select the right people to assist with the Group

  • Create an archive of scouting activity (mainly photos of activities and adult volunteer details)

  • Maintain records of hut users

Legal basis for processing

We process your information in accordance with the relevant Data Protection Legislation. We are able to process your information because:

  • We are a not-for-profit body with a philosophical aim and our processing relates to members and former members and people who have regular contact due to a connection to our members

  • We process your information for our legitimate interests which we consider do not breach your rights and freedoms

  • We have to protect your vital interests, for example if you are in an accident any we need to provide your medical information or a health worker

Legitimate interests

We have considered that the processing of personal data completed by the 59th does not harm the rights and freedoms of our data subjects and is in the legitimate interests of the Group. We believe information is only handled in a manner to allow for only necessary activities.

Recipients of information

We may share your information with other organisations where relevant including:

  • The Scout Association

  • Medical staff in an emergency

  • Organisers of a camp or other event when details are required to support that activity

  • Other Scout or Explorer groups if you move up, or out of area

  • The HMRC to process Gift Aid applications

  • Volunteer information will be shared with the Disclosure and Baring Service to allow suitability checks to be completed

Retention of information

We will retain your personal information throughout the time you/your child are a member of 59th Scout Group.

We will retain your personal information for up to a period of one year after you have left the 59th and in a much more limited form (name, badge and attendance records) for a period of up to 15 years (or until the age 21) to fulfil our legal obligations for insurance and legal claims. Certain information may also be retained to continue the archive of the Group including images captured at Scouting events or adult volunteer details.

Details of those individuals on a waiting list will be retained until you accept or decline the offer of a place or your child exceeds the age threshold to start Scouting with the 59th (14 years of age).

We will also keep any Gift Aid claim information for seven years as required by HMRC.

Hall rental details will be retained for 7 years to fulfil insurance requirements and in case of legal claims.

Your Rights

Under Data Protection law you have the following rights. If you wish to make such a request you should initially email a response to your request will be provided in accordance with the timescales required by law.

  • Right to be informed – of how we process your information; which we do by providing this privacy notice

  • Right of access – you have a right of access to the information we hold about you which is called a subject access request. We have to provide the records you request within one month of the receipt of your request (subject to the provision of identification documentation if appropriate)

  • Right of rectification – to have inaccurate information amended

  • Right to erasure – to have information deleted, unless and exemption applies

  • Right to restrict processing –to tell us not to process your data in a particular way must likely if you believe the records we hold are inaccurate

  • Right to data portability – right to ask us to pass information about you to another Scout Group for example to you move to another area

  • Right to object – allows you to ask us to stop processing your information in a particular way

  • Rights related to automated decision making – this right is not relevant to the 59th as we do not use computers to make decisions about you

  • Right to withdraw consent – where applicable and the processing of information in based on consent

  • Right of complaint to the Information Commissioner’s Office (ICO) – you have a right to complain to the ICO if you are unhappy in the way we have handled your information (

If you have any comments or concerns with regard to this notice; or you wish to exercise a right as notified above please contact us.

59th Scout Group Executive - May 2018