Data Policy
The King's Scout Working Party (KSWP) holds personal information on applicants, active members, and inactive members. This page lays out the policy by which the KSWP will hold and process this information, which is done in accordance with the General Data Protection Regulation (GDPR).
What We Collect
The following table details the information we hold on applicants, active members, and inactive members. Inactive members are members whose membership has expired within the past 2 years. After two years, all information for that member is deleted and only the membership number is retained as a record of which events they attended.
Information marked with a Y is information that is required to be provided, and information marked with an O is information that can optionally be provided. Providing the required information is seen as a prerequisite of holding that membership status, and as such if this information is withheld by a member this may terminate their membership.
| Information | Justification | Retention Period | Applicants | Members |
|---|---|---|---|---|
| Membership Number | To cross reference with Compass and Scout Association databases | Whilst you hold membership status (active or inactive), and during the application process | Y | Y |
| Name | To communicate effectively with the member | Y | Y | |
| Date of Birth | To confirm the member meets age requirements, and as part of the allocation process | Y | Y | |
| E-mail Address | To contact the member | Y | Y | |
| Address | To contact the member, and to help understand the geographical spread of members to better support events | Y | Y | |
| Phone Number | To contact the member | Y | Y | |
| Place of Birth | To provide this information to some events where there are additional security requirements | - | O | |
| Medical Information | To better support members, and provide suitable first aid and medical provision at events | - | O | |
| Dietary Requirements | To provide suitable catering for members at events | - | O | |
| Emergency Contact Name | To contact someone appropriate in the case of an emergency whilst on a KSWP event | - | Y | |
| Emergency Contact Phone Number | - | Y | ||
| Reference Name | To confirm the suitability of a member for a role within the KSWP | During the application process and for up to 6 months afterwards | Y | - |
| Reference Contact Details | Y | - |
Additionally, there is a mailing list which former members can choose to join, which is used to infrequently invite former members to significant events (such as the 75th Anniversary Celebration). Only name and e-mail address are stored on this list, and it is possible to unsubscribe at any time. This mailing list is voluntary to sign up to, and members are not automatically subscribed.
Information held by the KSWP can be updated at any time via the KSWP Portal, or by contacting the KSWP Manager or Membership Coordinator.
Non-personally identifiable information - such as the month you joined the KSWP - may also be attached to your record for the purposes of enabling the KSWP to function effectively.
Access To Data and Sharing
Applications to join the KSWP are only visible to the KSWP Manager and the Membership Coordinator, and are used only for the purposes of progressing and evaluating a request to join the KSWP. Details may be shared with the referees provided by the applicant and with The Scout Association for the purposes of assessing an application and confirming eligibility.
Membership details for Members are visible to the KSWP Committee (consisting of the Manager, Events Coordinator, Finance Coordinator, Membership Coordinator, Media Coordinator and Socials Coordinator), and are used only for activities relating to the operation and running of the KSWP. A list of names and membership numbers is made available to all members, and aggregated statistical information (such as age, geographic distribution) may also be made available. Member information may be shared with third party event organisers only for the purposes of supporting an event, and will not be shared with other third parties without explicit consent. Information about Active Members will also be shared with The Scout Association through tools such as Compass.
Data Storage
Where possible, information about applicants, active members and friends is stored on the KSWP Portal so that we have a centralised location for holding all information. In some cases it may be necessary for members of the KSWP Committee to hold local copies of information for short periods of time, but these will be deleted as soon as they are no longer required.
The KSWP Portal is hosted primarily in the UK on Amazon Web Services (AWS). Some functionality of the Portal relies on AWS services in Ireland.
Additionally, the KSWP use a "Google for Nonprofits" G Suite account, which includes a private Google Drive and Google Mail. Information held on Google Drive, Google Mail or other services within G Suite, is stored securely by Google and only accessible to members of the KSWP Committee.
Breaches
Should the KSWP become aware of any breaches of the data they hold, they will contact those affected as soon as possible with details. If you become aware of a breach, please contact the KSWP Manager.
Subject Access Request
At any time, you can request to know what information the KSWP holds on you. To do this, please contact the KSWP Manager with details of your request Additionally, you may request that we delete any data we hold about you (also by contacting the KSWP Manager); although please be aware that this may terminate any membership status you hold with the KSWP.
Further Information
If you have further queries about the information we collect or how we use it, please contact the KSWP Manager.