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1st Okehampton Scout Group – Privacy Policy

We take your privacy seriously. This policy explains what personal information we collect, how we use it, and how we keep it safe.

1. Who we are

We are 1st Okehampton Scout Group, a registered Scout Group operating under The Scouts UK.
 We are also a registered charity in England & Wales, charity number 267542.
 We are the “data controller” for the personal data we collect.

Contact:
 Sam Jollow – Group Lead Volunteer (GLV)
 07398 185556
 gsl@1stokehamptonscouts.org.uk

2. What information we collect

We may collect the following personal information:

  • For young people joining or on our waiting list:

    • Full name

    • Date of birth

    • Contact details of parent/guardian (name, phone number, email address)

  • For parents/carers:

    • Contact details (name, phone number, email address)

  • Photos and videos:

    • Taken during Scouting activities for use in:

      • Our closed Facebook group (parents/guardians only)

      • Internal communications

      • Our website (with consent)

      • Display at the Scout hut

      • The secure Online Scout Manager system (group leaders only)

      • Local newspapers (only first names will be used)

All photo and video use is based on the preferences you set in our Photo Permission Form. You can withdraw consent at any time.

3. How we collect your information

We collect information:

  • Through our website’s waiting list form

  • Directly from you via email, phone, or in person

  • Through our secure Online Scout Manager (OSM) system

  • Through photographs and videos taken at activities (with consent)

4. How we use your information

We use your information to:

  • Manage membership and waiting lists

  • Contact you about activities, meetings, and events

  • Share relevant updates through WhatsApp community groups

  • Share activity photos/videos in approved ways according to your Photo Permission Form

  • Allow parents to access their child’s information through the OSM Parent Portal (where they will only see details relating to their own young person)

  • Comply with legal and safeguarding requirements

5. How we store and manage your information

  • Online Scout Manager (OSM):
     All contact and membership information is stored securely in OSM, accessible only to Section Leaders, the Group Lead Volunteer, and the Group Chairperson.
     Parents can access the Parent Portal to view information about their own child only.
     Only authorised group leaders will use OSM to contact parents and carers about Scouting activities, events, and relevant updates.

  • WhatsApp Communities:
     Used to share updates with parents in relevant sections. Membership is optional. Chats are visible only to members of that section’s group.

  • Closed Facebook Group:
     Only approved parents/guardians can access posts and photos.

We do not store personal data on unsecured devices.

6. Legal basis for processing

We process your personal data on the basis of:

  • Consent – for photographs and videos

  • Contract – to manage membership and activities

  • Legal obligation – for safeguarding and safety requirements

  • Legitimate interests – to communicate with members and parents

7. Sharing your information

We do not sell your information.
 We only share personal data when necessary for:

  • Activity bookings (e.g., with campsite or activity providers)

  • Emergency or safeguarding requirements

  • Local newspaper features (photos and first names only, with prior consent)

8. Your rights

You have the right to:

  • Access your data

  • Ask us to correct or delete it

  • Withdraw consent for photos/videos at any time

  • Complain to the Information Commissioner’s Office (ICO) if you’re unhappy with how we handle your data

9. How long we keep your information

We keep data only for as long as necessary:

  • Waiting list information – Up to 12 months after a place is offered and accepted or you ask us to remove it

  • Membership records – for the duration of membership and up to 12 months after leaving
  • Photos – until you ask us to remove them or they are no longer relevant

10. Contact us

If you have any questions about this policy or your data, contact:

Sam Jollow – Group Lead Volunteer
 07398 185556
 gsl@1stokehamptonscouts.org.uk