GDSCC GDPR Privacy Policy
GDPR Privacy Policy
This Privacy Policy sets out how we collect and use your personal information and your individual data protection and privacy rights. You have the right to be informed about the collection and use of your personal data. This is commonly known as a ‘privacy statement’ or ‘privacy policy’, which provides you with the information about how we collect and use your data when you submit your data to us. This may, for example, be from course applications, medical information and emergency contact details. Our Privacy Policy is regularly reviewed.
GDSCC adheres to the Scout Association Data Protection Policy: https://scouts.org.uk/media/927472/SCOUTS-data-protection.pdf
Who is Responsible for Processing Your Personal Data
Godalming District Scout Canoe Club (GDSCC) operating as part of the Scout Association; this is the legal entity responsible for how your personal data is collected, stored and processed.
Managing Your Personal Data
For the purposes of this Policy, Personal Data is defined as information that is private and unique to you, or those within your care, that has been requested by us and provided by you confidentially to enable us to run GDSCC effectively and safely. Any data that is volunteered without us asking for it or is shared with us without confidentiality or is already in the public domain at the time of sharing will not be considered as Personal Data and will not be covered by this Policy.
When you share personal data with us, you have a right to expect that this data will be treated by us confidentially. Therefore, it is our responsibility to manage your personal data that you provide to us with care and in accordance with all data protection legislation and industry best practice.
Whether you have supplied your personal data on-line, by phone, by email or in a letter, we will never use it without a lawful reason to do so. We will use your personal data for the purposes for which they were initially requested and as fully explained in this Privacy Policy.
We store all Personal Data electronically and we use spreadsheets, databases, email clients, cloud based storage and proprietary software, for example Online Scout Manager, to manage this. We also keep some paper records where we need to do so for due diligence reasons and to satisfy other statutory bodies such as HMRC.
We only share personal data within GDSCC with those who have a need to know. We share some of your personal data with The Scout Association but we do not share it with any other third parties without your permission.
We only hold data for those who are members of GDSCC, and those responsible for their care. Unless you have requested otherwise, we delete all data for those attending courses one year after the completion of the course. The data for others who are not attending courses, but who are eligible, and wish, to remain members of GDSCC in a support or coaching capacity, may be retained until notice is received that they no longer wish that data to be held.
It is your responsibility to ensure that your personal data provided to us is accurate and up to date. If your personal data changes for any reason, it is your responsibility to inform us of these changes and request that we change your data accordingly. We will inform you as soon as any requested changes have been applied to your data.
Using Your Personal Data for Scout related correspondence
We use your email and home address to send you details of scouting activities within GDSCC, or information that, in our opinion, will be of interest to you.
For further information on how we use your personal data to keep you informed about our activities and events or how you can change your preferences, please contact us and request ‘Personal data for communication information’, include your name, address and email and we will get back to you with the information and instructions on how you can opt out of receiving information if you wish.
It is a policy of GDSCC that at least one responsible adult must be registered to receive this information if the young person is to remain a member of GDSCC, so we will not delete all contact details associated with a young member unless that young member leaves the Club.
Using Personal Data
We use your data to send you details of scouting activities within GDSCC, or information that in our opinion would be of interest to you and GDSCC members in your care.
We request and keep additional personal data so that we are aware, for example, of any medical or developmental conditions that may affect the way a member is treated whilst under our supervision. We rely on parents / guardians to provide us with accurate and up to date personal data about young persons for whom they are responsible.
An example of when we might use medical information is when a person is taken ill whilst away with GDSCC on an activity or camp and we are unable, quickly, to contact parents/guardians, before seeking medical assistance.
We use personal data about developmental issues to ensure that all members are, as far as reasonably practical, properly catered for when taking part in our activities.
How to Contact Us
If you have any questions, comments or complaints about this Privacy Policy or our use of your personal data, please contact us at www.gdscc.org.uk/.
Your Personal Data Rights – Access, Rectification & Erasure
You have the right to access a copy of the personal data we hold about you – known as a Subject Access Request. We will respond to your Subject Access Request as soon as possible and, in any event, within the statutory 30 days. However, in the event that we need more information from you to verify your identity, which we must do to ensure we disclose your personal data to the right person, the 30 day response period will only commence from the time that we have validated your identity.
Please be aware that for security reasons we do not usually provide details of any bank details that we hold within your data. Please make your request for any bank details when a representative from GDSCC contacts you about your Subject Access Request.
If you believe we have made an error with the personal data we hold about you, please contact us and we will process the correction for you.
You have the right to request that your personal data be permanently deleted from our records and systems to avoid any further communication with you. Your request will always be considered in light of the legal basis that we hold, store and process your personal data and the purpose for which we collected your data. Where the legal basis permits, we will carry out your instructions without undue delay. Please note, however, that where we have a legal obligation or a reason justified by GDSCC to hold your personal data in respect of a young person’s continual membership, we may not be able to carry out your request but we will explain this fully to you.
Right to Complain
You have a right to lodge a complaint if you feel that your personal data has been mishandled by GDSCC. Your first contact, if you wish to make a complaint, should be the Chairman. If you are not satisfied with the response to your complaint, then you can contact the Godalming Scout District Commissioner who will review your complaint.
If the District Commissioner is unable to resolve your complaint then you can contact the Information Commissioner’s Office (ICO) and lodge a complaint if you believe your personal data has been mishandled by GDSCC and your complaint to Godalming District Scouts has not been concluded satisfactory. For more information, please visit https://ico.org.uk/concerns.
This Privacy Policy sets out how we collect and use your personal information and your individual data protection and privacy rights. You have the right to be informed about the collection and use of your personal data. This is commonly known as a ‘privacy statement’ or ‘privacy policy’, which provides you with the information about how we collect and use your data when you submit your data to us. This may, for example, be from course applications, medical information and emergency contact details. Our Privacy Policy is regularly reviewed.
GDSCC adheres to the Scout Association Data Protection Policy: https://scouts.org.uk/media/927472/SCOUTS-data-protection.pdf
Who is Responsible for Processing Your Personal Data
Godalming District Scout Canoe Club (GDSCC) operating as part of the Scout Association; this is the legal entity responsible for how your personal data is collected, stored and processed.
Managing Your Personal Data
For the purposes of this Policy, Personal Data is defined as information that is private and unique to you, or those within your care, that has been requested by us and provided by you confidentially to enable us to run GDSCC effectively and safely. Any data that is volunteered without us asking for it or is shared with us without confidentiality or is already in the public domain at the time of sharing will not be considered as Personal Data and will not be covered by this Policy.
When you share personal data with us, you have a right to expect that this data will be treated by us confidentially. Therefore, it is our responsibility to manage your personal data that you provide to us with care and in accordance with all data protection legislation and industry best practice.
Whether you have supplied your personal data on-line, by phone, by email or in a letter, we will never use it without a lawful reason to do so. We will use your personal data for the purposes for which they were initially requested and as fully explained in this Privacy Policy.
We store all Personal Data electronically and we use spreadsheets, databases, email clients, cloud based storage and proprietary software, for example Online Scout Manager, to manage this. We also keep some paper records where we need to do so for due diligence reasons and to satisfy other statutory bodies such as HMRC.
We only share personal data within GDSCC with those who have a need to know. We share some of your personal data with The Scout Association but we do not share it with any other third parties without your permission.
We only hold data for those who are members of GDSCC, and those responsible for their care. Unless you have requested otherwise, we delete all data for those attending courses one year after the completion of the course. The data for others who are not attending courses, but who are eligible, and wish, to remain members of GDSCC in a support or coaching capacity, may be retained until notice is received that they no longer wish that data to be held.
It is your responsibility to ensure that your personal data provided to us is accurate and up to date. If your personal data changes for any reason, it is your responsibility to inform us of these changes and request that we change your data accordingly. We will inform you as soon as any requested changes have been applied to your data.
Using Your Personal Data for Scout related correspondence
We use your email and home address to send you details of scouting activities within GDSCC, or information that, in our opinion, will be of interest to you.
For further information on how we use your personal data to keep you informed about our activities and events or how you can change your preferences, please contact us and request ‘Personal data for communication information’, include your name, address and email and we will get back to you with the information and instructions on how you can opt out of receiving information if you wish.
It is a policy of GDSCC that at least one responsible adult must be registered to receive this information if the young person is to remain a member of GDSCC, so we will not delete all contact details associated with a young member unless that young member leaves the Club.
Using Personal Data
We use your data to send you details of scouting activities within GDSCC, or information that in our opinion would be of interest to you and GDSCC members in your care.
We request and keep additional personal data so that we are aware, for example, of any medical or developmental conditions that may affect the way a member is treated whilst under our supervision. We rely on parents / guardians to provide us with accurate and up to date personal data about young persons for whom they are responsible.
An example of when we might use medical information is when a person is taken ill whilst away with GDSCC on an activity or camp and we are unable, quickly, to contact parents/guardians, before seeking medical assistance.
We use personal data about developmental issues to ensure that all members are, as far as reasonably practical, properly catered for when taking part in our activities.
How to Contact Us
If you have any questions, comments or complaints about this Privacy Policy or our use of your personal data, please contact us at www.gdscc.org.uk/.
Your Personal Data Rights – Access, Rectification & Erasure
You have the right to access a copy of the personal data we hold about you – known as a Subject Access Request. We will respond to your Subject Access Request as soon as possible and, in any event, within the statutory 30 days. However, in the event that we need more information from you to verify your identity, which we must do to ensure we disclose your personal data to the right person, the 30 day response period will only commence from the time that we have validated your identity.
Please be aware that for security reasons we do not usually provide details of any bank details that we hold within your data. Please make your request for any bank details when a representative from GDSCC contacts you about your Subject Access Request.
If you believe we have made an error with the personal data we hold about you, please contact us and we will process the correction for you.
You have the right to request that your personal data be permanently deleted from our records and systems to avoid any further communication with you. Your request will always be considered in light of the legal basis that we hold, store and process your personal data and the purpose for which we collected your data. Where the legal basis permits, we will carry out your instructions without undue delay. Please note, however, that where we have a legal obligation or a reason justified by GDSCC to hold your personal data in respect of a young person’s continual membership, we may not be able to carry out your request but we will explain this fully to you.
Right to Complain
You have a right to lodge a complaint if you feel that your personal data has been mishandled by GDSCC. Your first contact, if you wish to make a complaint, should be the Chairman. If you are not satisfied with the response to your complaint, then you can contact the Godalming Scout District Commissioner who will review your complaint.
If the District Commissioner is unable to resolve your complaint then you can contact the Information Commissioner’s Office (ICO) and lodge a complaint if you believe your personal data has been mishandled by GDSCC and your complaint to Godalming District Scouts has not been concluded satisfactory. For more information, please visit https://ico.org.uk/concerns.
