Privacy Notice

Phoenix Explorers (we refer to ourselves as “PESU” or “we” in this document) is a part of the Liverpool South District Scout Council (affiliated to The Scout Association – a registered educational charity incorporated by Royal Charter: Charity No. 306101). This privacy policy will explain to Explorers, their parents, guardians or caregivers and adults in PESU (“you”) how we use the personal data we collect from you.

WHAT DATA DO WE COLLECT?

The data that we collect about you includes personally identifiable information (that means data that can be used to identify you as an individual). Some examples of this data are:

  • Your name and address, your date of birth (from which we can work out your age) and your contact information
  • The Explorer unit to which you belong, and your attendance and which activities you participate in
  • Dietary requirements and choices (from which we may be able to work out your religious beliefs, though we do not explicitly record, store or process these)
  • Medical information such as any illnesses, injuries, special needs and medication
  • Contact information for your parents, guardians or other caregivers or other emergency contacts
  • Your role in Scouting and any training you may have undertaken or awards or commendations you have received
  • Photographs or videos of you

HOW DO WE COLLECT YOUR DATA?

We collect your data only from forms that you or parents, guardians or other caregivers fill in or from emails that you or they might send us. Examples of some of the forms are membership application forms (when you join) and health, permission or activity forms (when you take part in events). These may be paper-based or online.

HOW WILL WE USE YOUR DATA?

We use your data to ensure that you have the best Scouting experience by safeguarding your health and safety, providing training, support and activities and meeting your dietary requirements.

We also use it to recognise your achievements or to promote Scouting events that we feel may be of interest to you.

We will also use this data to support you when you move on to Network Scouts or change roles in Scouting.

We may ask you or your parent, guardian or other caregiver for permission to use your photograph or a video of you and your name in order to publicise Scouting.

HOW DO WE STORE YOUR DATA?

We store your data:

  • Electronically using an application called Online Scout Manager (OSM). You can read their security and privacy policy here.
  • In emails (Hosted by Google).
  • On paper such as permission, activity and health forms
  • In financial records for example to show if you have paid membership and activity fees

WHO CAN ACCESS YOUR DATA

Subject to our policy on sharing your data (see below) only authorised adult members of PESU or Liverpool South Scouts can access your data. These people may only access the data that they need in order to carry out their role in Scouting.

HOW WE SHARE YOUR DATA

Your data may be shared with:

  • Liverpool South Scout District and The Scout Association for the purposes shown above. You can read the Scout Association’s data protection policy here
  • Online Scout Manager for the purposes of processing your data. You can read their security and privacy policy here
  • The Disclosure and Barring Service (DBS) or with the Scout Association or other Scouting Counties for the purposes of safeguarding
  • With other sections within Liverpool South Scouts
  • With third-party or Scouting activity or event providers who have been cleared by the DBS and have an acceptable privacy policy
  • With media organisations to promote Scouting but only ever with permission as described above
  • In compliance with a court order or a warrant issued by a court

A SPECIAL NOTE ABOUT THE DUKE OF EDINBURGH’S AWARD SCHEME (DofE)

When you join or participate in the DofE scheme you provide information to us that is automatically shared with the DofE organisation and uploaded to eDofE. This privacy policy does not cover the DofE scheme. You can read the DofE’s privacy policy here.

OUR LEGAL BASIS FOR PROCESSING YOUR DATA

PESU is the data controller. This means that we decide how, who and why your data is processed and secured.

We may process your data on the basis that it is in our legitimate interest to:

  • Provide you with the benefits of membership of PESU such as unit meetings, activities, events, training and support and to communicate with you
  • To promote Scouting in general, events, activities and membership and the aims of the Scout Association
  • To ensure that your health, medical and dietary needs are met
  • To ensure that young and vulnerable people under our care are safeguarded.

WHAT ARE YOUR DATA PROTECTION RIGHTS?

You have the following rights and you can action them by contacting our Data Protection Officer (we call them the “DPO” in this document). In all cases we have the right to validate your identity before complying with your request

  • You have the right to access your data. You can do this by asking the DPO to provide you with the data that we hold about you in a format that you can access.
  • You have the right to request the correction of any data that we hold that is inaccurate.
  • You have the right to request that we delete your data. We have the duty to provide you with information about the impact on you if we delete your data. We also have the right to retain certain data in certain circumstances which will be explained to you if you request deletion.
  • You have the right to restrict processing of your data. We have the duty to provide you with information about the impact on you if we restrict processing. We also have the right and in certain circumstances the duty to continue to process your data. These will be explained to you if you request restricted processing.
  • You have the right to clarity and transparency. We have to explain clearly to you how we use your data and with whom we might share it. If there is anything in this document that you do not understand you may request clarification.
  • You have the right to data portability. If you request that data is shared with another organisation, we have to provide that data in a format that allows it to be shared.
  • You have the right to object to the processing of your data. We have the duty to provide you with information about the impact on you if we cease processing. We also have the right and in certain circumstances the duty to continue to process your data. These will be explained to you if you request that we stop processing your data.
  • You have the right not to be subject to a decision based solely on automated processing or profiling of your data. We do not use automated processing or profiling technology to make decisions.

If you choose to exercise your rights we have 30-days in which to respond to your request. If you make an unreasonable number of requests we have the right to refuse your requests. We also may make a reasonable charge to cover any administrative expenses.

HOW LONG WE STORE YOUR DATA

DATA ABOUT YOU IN OSM

Your data is stored until you leave PESU. If you leave PESU we will retain the data for six months after which it will be deleted subject to our rights and duties concerning data retention unless we need to retain the data to support investigation of a complaint. If you join another section or take on or change a leadership role your data will be transferred accordingly within OSM.

DATA ABOUT YOU HELD ON PAPER OR ELECTRONIC COPIES OF ACTIVITY, HEALTH OR PERMISSION FORMS

The forms are securely destroyed two-months after the event or activity has completed unless we need to retain the data to support investigation of a complaint (in which case we may retain the data until 6 years after you have left PESU).

DATA STORED IN ELECTRONIC FORMAT OTHER THAN IN OSM

Your data will be retained for six months after you leave PESU after which it will be deleted subject to our rights and duties concerning data retention unless we need to retain the data to support investigation of a complaint.

CHANGES TO OUR PRIVACY POLICY

We may make changes to our privacy policy from time to time. We do not notify you of these changes. It is your responsibility to check this policy from time to time. This policy was last updated on 21st September 2022.

HOW TO CONTACT US

The Data Protection Officer (DPO) for PESU is nominated by the PESU leadership team. Any questions, requests for clarification or notifications that you wish to exercise your data rights should be sent via our Contact Page.

HOW TO CONTACT THE APPROPRIATE AUTHORITIES

We ask that you address any complaints or concerns about our processing of your data to our DPO in the first instance. However, you have the right to complain to a Data Protection Authority about our collection and use of your personal data. For more information, please contact the Information Commissioner’s Office.