Privacy Notice

Who we are

The 3rd Skipton Scouts is a local Scout Group affiliated with The Scout Association (TSA), a royal charter corporation and registered charity (England & Wales charity number 308136). We provide Scouting for young people in Skipton and surrounding areas through our sections (Squirrels, Beavers, Cubs, Scouts, Explorers, etc.).

For data protection purposes, 3rd Skipton Scout Group is the data controller for personal data processed locally. TSA is a separate controller for national matters.

Our contact details

Data Protection Officer: Netta Hollings
Email: dpo@3rdskiptonscouts.org.uk
Website: https://3rdskiptonscouts.org.uk/

Contact us with any privacy questions.

What personal data do we collect?

Including but not limited to:

• Youth members (and parents/guardians): Name, date of birth, gender, address, contacts, emergency contacts, medical/health info, permissions (including for photos/videos).
• Adult volunteers: Name, contacts, address, DBS status, training, etc.
• Enquirers/supporters: Name, contacts, messages.
• Photographs, videos, and audio ("digital assets"): Images or recordings of members, volunteers, and activities where individuals are identifiable. These are personal data (and may be special category data).

We collect special category data (e.g., health details, images revealing ethnicity/religion) only when necessary for safety, inclusion, or with explicit consent.

How do we collect your data?

• Directly (forms, membership apps, event sign-ups).
• Via Online Scout Manager (OSM) — our main system for membership, permissions, and records.
• Via Supabase — website backend for forms/uploads.
• Photos/videos: Taken at events/meetings by leaders/volunteers/parents (with permission), or submitted by members.

Why do we process your personal data? (lawful basis)

• Legitimate interests: Managing membership, events, safety, internal communications (Art. 6(1)(f) UK GDPR).
• Legal obligations: Safeguarding, DBS, charity/tax rules (Art. 6(1)(c)).
• Contract: Membership/event participation (Art. 6(1)(b)).
• Explicit consent: For processing special category data (e.g., health) and for taking, storing, and publishing/sharing photos/videos publicly or on social media/website/press (Art. 6(1)(a) and Art. 9(2)(a)). Consent is freely given, informed, specific, and withdrawable.

For children under 13–16 (depending on context), consent is from parents/guardians.

We may use legitimate interests for incidental/internal photos (e.g., small group chats, leader records) where consent isn’t practical, but we always seek consent for public use.

Photography, video & audio – specific details

We follow TSA guidance on recording at Scout events to ensure safety and privacy. Photos/videos are taken to:

• Celebrate achievements and promote Scouting (e.g., on our website, Facebook/Instagram, local newsletters/press).
• Record activities internally (e.g., in OSM for badges/awards, parent updates).

Before taking or using photos/videos:

• We obtain explicit consent from parents/guardians (for youth) or individuals (for adults) via OSM permission settings or a separate consent form.
• Consent specifies: how images may be used (e.g., internal only, public website/social media, press), storage duration, and that withdrawal is possible.
• We do not publish identifiable images without this consent (except in rare emergencies or where anonymised).
• Individuals/parents can request no photos (e.g., by opting out in OSM or notifying us).
• Photos are not used commercially without separate agreement.
• Press photographers at public events follow their own codes (we ask them to respect privacy).

Who do we share your data with?

• Online Scout Manager (OSM): For membership, permissions (including photo consents), and activity records.
• The Scout Association (TSA): National membership, awards, safeguarding.
• Supabase: Website storage/processing (GDPR-compliant processor with safeguards for any international transfers).
• Other: Email/newsletter providers, insurers, safeguarding authorities, emergency services.
• Photos/videos: Shared publicly (website/social media) only with consent; internally (e.g., OSM group chats) as needed; occasionally with local press (with consent). No routine sales or unrelated third-party sharing.

How long do we keep your data?

• Membership records: Active period + up to 7 years post-leaving (longer for safeguarding).
• Photos/videos: Kept only as long as needed for the purpose (e.g., while consent is valid/active membership + reasonable period after; delete on withdrawal or when obsolete). TSA guidance suggests reviewing/deleting periodically.
• Website enquiries: 12–24 months unless needed longer.

Your rights

Under UK GDPR: access, rectification, erasure, restriction, objection, portability, withdraw consent, complain to ICO (ico.org.uk). Contact our Data Protection Lead. We respond within one month (extendable if complex).

Security

We use reasonable measures: secure Supabase/OSM access, limited sharing, password protection. No system is fully risk-free.

Changes

Further information

• TSA Data Protection Policy
• TSA guidance on recording at events and photography
• Scout Unit Data Protection Toolkit (for local groups): Available via scouts.org.uk/volunteers/running-things-locally/gdpr-toolkit
• ICO guidance: ico.org.uk