Data Protection & Privacy

Data Protection

Description of processing

The following is a broad description of the way West Yorkshire Scouts/data controller processes personal information. To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices the organisation has provided or contact the organisation to ask about your personal circumstances.

Reasons/purposes for processing information

We process personal information to enable us to; provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution; administer membership records; to fund raise and promote the interests of the charity; manage our employees and volunteers; maintain our own accounts and records; manage our centres (Bradley Wood & Green Withens); and organise events on behalf of the charity.

Type/classes of information processed

We process information relevant to the above reasons/purposes. This may include:

  • personal details
  • family details
  • lifestyle and social circumstances
  • membership details
  • goods and services
  • financial details
  • education and employment details

We also process sensitive classes of information that may include:

  • physical or mental health details
  • racial or ethnic origin
  • religious or other beliefs of a similar nature

Who the information is processed about

We process personal information about:

  • members
  • staff, volunteers
  • trustees
  • complainants, supporters
  • enquirers
  • advisers and representatives of other organisations
  • customers of our Bradley Wood and Green Withens Centres

Who the information may be shared with

We sometimes need to share the personal information we process with the individual themself and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA) 2017, implementing the EU General Data Protection Regulation (GDPR). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • members
  • family, associates or representatives of the person whose personal data we are processing
  • employees
  • current, past and prospective employers
  • healthcare, social and welfare organisations
  • educators and examining bodies
  • financial organisations
  • employment and recruitment agencies
  • survey or research organisations
  • business associates and professional advisers
  • providers of goods and services
  • local and central government
  • other voluntary and charitable organisations

CCTV for crime prevention

CCTV is used for maintaining the security of property and premises and for preventing and investigating crime. It may also be used to monitor staff when carrying out work duties. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about staff, customers and clients, offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and agents, services providers, police forces, security organisations and persons making an enquiry.

Data Subject Access Request

Should you wish to enquire whether or not we process information about you or make a request for a copy of any personal information which West Yorkshire County Council holds about you, you should write to the County Data Protection Officer by email to dpo@wyscouts.org.uk, outlining the personal data you are seeking to obtain. We will acknowledge your request and we will respond to you within 30 days of receiving it. We may need to verify your identity and ask you to clarify the data you are seeking to obtain. (the 30 days will start from when your identity has been verified and the data you wish to obtain clarified).

Right to erasure (Right to be forgotten)

Should you wish us to erase any personal information that West Yorkshire Scouts holds about you, then you should write to the County Data Protection Officer by email to dpo@wyscouts.org.uk. We will acknowledge your request by email, confirm whether we are able to erase the information requested (including confirming whether we hold it) and confirm to you once erased. We may need to verify your identity and ask you to clarify the data you are seeking to erase. We will consider each request on a case-by-case basis and whilst we will not seek to refuse your request unreasonably, we do have a number of statutory obligations that we must comply with. These include our vetting and safeguarding procedures, which may prevent us from being able to fully erase your personal data.

Correcting inaccurate personal data

Should you believe that the personal data we hold about you may be inaccurate, you can write to the County Data Protection Officer by email to dpo@wyscouts.org.uk outlining the inaccuracy. We will acknowledge your email, seek to address the inaccuracy and confirm back to you once corrected.

Photography Policy

During West Yorkshire Scout events and activities, members of our media team, other members of the Scout Association and members of the public may be taking still and moving pictures. Pictures used by West Yorkshire Scout County outside of the event/activity will only be used in accordance with Scout Association guidelines. Pictures taken by our media team may be used during and after the event/activity in West Yorkshire Scout or the Scout Association publications, and in local newspapers, on websites or in other media channels. Local newspapers and TV stations may also attend events/activities to provide external media coverage and members of the press will be accompanied at all times by a member of the event or activity staff/leader team.
Anyone attending any West Yorkshire Scout County event or activity, or giving permission for their child/ward to attend an event or activity should note that attendance at the event or activity signifies their consent for pictures of themselves/their child to be used in line with the above policy. If you have specific concerns in this regard, please contact the specific event/activity manager.

PRIVACY

The following statement outlines West Yorkshire Scout County’s policy towards your privacy.

Personal Details Supplied

Any personal details you supply to us, either by sending us an enquiry/email using the website, or by signing up to one of our optional mailing lists, will be held in strict confidence. Any information will be held in a computer database and processed in accordance with the Data Protection Act for the purposes of administrating the county.

Log Files

When you access this website, technical information about your computer is stored on the Web Server, including what operation system your computer is using and the pages you visited. This information is used to perform statistical analysis of the website such as to identify popular pages or pages where performance problems exist. We will only ever publish information about the overall performance of the website (in aggregate) and we will never publish technical information about your computer.

Cookies

Some parts of this site’s navigation is enhanced using cookies. A cookie is a small text file located on your computer which allows us to store information about you. While cookie’s are optional, you may find that some functionality is degraded if they are not enabled. For information on how to enable or disable cookies, please refer to your browser help file.

Other sites linked or embedded in this website may also use cookies – you should contact / visit the specific site for further information on third party website cookies.

See Cookie Policy

Links

At various points on this site, links to external websites are provided for your convenience and reference. West Yorkshire Scout County in no way endorses or has any control over the content of these external sites. These sites are not governed by this privacy statement.

WYSMAIL

We currently use the Scout Associations Membership system to send out messages about information in relation to your role within West Yorkshire Scouts, your mailing preferences are managed by yourself within the system.  Information in the system is governed by the Scout Associations Privacy Policy.  

Term’s Statement

This site aims to provide information about the current events and activities of West Yorkshire Scout County. This information is provided for general information and interest only, and whilst all reasonable steps are taken to keep the material up to date, complete and accurate, we accept no responsibility for any damage or loss arising from reliance thereon.

Whilst we take all reasonable steps to try to avoid viruses being present on this website, no responsibility is accepted for any viruses which may affect any material which users download.

Disclaimer

The views expressed in this website are not necessarily those of the Scout Association or the West Yorkshire County Scout Council.

Copyright Statement

The content of this website is copyright of the West Yorkshire Scout County.