GDPR Privacy Policy

GDPR Privacy Policy

This Privacy Policy sets out how we collect and use your personal information and what your individual data protection and privacy rights are.

This Privacy Policy was last updated on 23rd May 2018 and is version 1.0.

Who is Responsible for Processing Your Personal Data:

1st Roffey Scout Group 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 your family that has been requested by us and provided by you confidentially to enable us to run our Scout Group 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 our Scout Group 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 delete all young member’s personal data we have when they leave Scouting.

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.

Please use the following link to inform us of any data changes, , and ensure that you put in your family name, your email, put “GDPR” into the subject and in the message, please explain the changes you wish to make to your personal data.

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 1st Roffey  Scout Group, or information that, in our opinion, will be of interest to you and the 1st Roffey Scout Group member who is in your care.

For further information on how we use your personal data to keep you informed about our activities, events or section evenings and how you can change your preferences, click this link  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.

However, it is a policy of 1st Roffey Scout Group that at least once responsible adult must be registered to receive this information if the young person is to remain a member so we will not delete all contact details associated with a young member unless that young member leaves the Scout Group.

We will hold your personal contact information only for as long as you or the young person who is in your care, remains a member of 1st Roffey Scout Group.


Using Young Member Personal Data

We request and keep additional personal data on young members so that we are aware, for example, of any medical or developmental conditions that may affect the way that young 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 young person is taken ill whilst away with the Scout Group 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 young members are, as far as reasonably practical, properly catered for when taking part in our activities.


Obtaining Your Consent:

We will obtain your consent to send you details of scouting activities within 1st Roffey Scouts, or information that in our opinion would be of interest to you and the 1st Roffey Scout member who is in your care. We will obtain your consent when you first register your child on the wanting to join list, and when your child becomes a full member of the 1st Roffey Scout Group.


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:


Your Personal Data Rights:

Right of Access –

You may wish to access a copy of the personal data we hold about you – known as a Subject Access Request. You can do so by emailing on the following link . 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 1st Roffey Scout Group contacts you about your Subject Access Request.


Right of Rectification:

If you believe we have made an error as to the personal data we hold about you, please speak to the representative from 1st Roffey Scout Group, who will be able to process the correction for you. Should you wish to discuss this matter further, please contact us with your phone number through and request a call back.


Right of Erasure:

You have the right to request your personal data to 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 legalbasis 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 the Scout Group to hold your personal data in respect of a young person’s continual membership of 1st Roffey Scout Group, we may not be able to carry out your request but we will explain this fully to you.  Please address any request to delete your data to the 1st Roffey team via the following email link using the subject “GDPR DELETE DATA”.


Right to Portability:

In the event that you wish to move your personal data that we hold on you to another Scout Group in the form of an excel spreadsheet or csv format, please contact the 1st Roffey team on the following email link who will be able to assist you.


Right to be Informed:

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’. We will provide you with the information about how we collect and use your data when you submit your data on a request from a member of the 1st Roffey team, this may be in the form of registration, medical information, emergency contact details or fundraising events.  Our Privacy Policy is regularly reviewed in line with ourScout Group processes.  Any changes to this Privacy Policy will be communicated via email and published on the 1st Roffey Scout Group website. You can ask for a printed copy of our Privacy Policy by contacting the 1st Roffey team on the following link


Right to Complain:

You have a right to lodge a complaint if you feel that your personal data has been mishandled by 1st Roffey Scout Group. Your first contact if you wish to make a complaint should be the Group Scout Leader or the Group Chairperson. This is the recognised route for any complaints within Scout Groups. If you are not satisfied with the response to your complaint from the team at 1st Roffey, then you can contact the Horsham Scout District Commissioner who will review your complaint. “District Commissioner”

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 1st Roffey Scout Group and your complaint to Horsham District Scouts has not been concluded satisfactory. For more information, please visit


Thank you for your continued support of 1st Roffey Scouts.