Privacy Policy & Rules We Follow

What personal data we collect and why we collect it

Who we are

Yarnton Scout Group is constituted in accordance with the Rules of The Scout Association to provide Scouting in an area mainly consisting of Yarnton and Begbroke and surrounding areas, but we also accept young people from other areas e.g. Woodstock and North Oxford.
We also have a co-located Explorer Scout Unit (Falcon ESU) and Network Scouts (Notnray Network)

Yarnton Scout Group is an independent charity no 800328 registered with the charity commission.
The Scouting side of the Group is overseen by a Group Scout Leader whilst the financial and governance matters are the concern of the Group Chairman and the Group Executive Committee, although there is overlap between them. As part of governance we have Annual General Meetings

What personal data we collect and why we collect it

Media

When a new member joins the Scout Group, their parents or guardian will be asked to sign an acknowledgement section, on the reverse of the membership form. This allows the use of photos and videos from activities within Scouting for Scouting purposes. These include (but are not inclusive of) the group, district or county websites, local newspapers, the newsletter, the noticeboard at the Scout Hut and the local press. Photos or Videos may appear on our social media sites; Facebook and/or Twitter.It is our policy to

  • Never identify children appearing in our media by name*.
  • As far as reasonably possible, ensure children who do not have a signed permission form are excluded from promoted media.
  • Ensure parents are aware of this policy via an acknowledge form upon joining.
  • Only use photos/videos of suitably dressed subjects and in appropriate situations.
  • Follow the Scout Association’s “Young People First” policy.
  • Encourage the use of photos/videos in materials promoting Scouting (including the wider press) providing the above criterial have been met.

*please note the press will often use full names when they can, however we always encourage the use of generic terms such a “A Scout…”

It is not a legal requirement to obtain parental permission (as the copyright of the image belongs to the photographer and not the subject) however we ask parents to sign the form as a matter of good practice and manners.

The local press (and sometimes the national press) are often invited to Scouting events and may wish to photograph or film members doing Scouting activities.
We are unable to control members of the public or the press taking photos when Scouts are appearing in a public place (such as parades). In these situations they require no invitation or permission. Photographs taken by Press photographers without invitation or permission when it is required, are subject to the normal Press Complaints Commission Code of Practice.

We are also unable to control photographs taken by other parents whilst at Scouting events.  We ask that all parents are sensible when sharing media (particularly via social networking) and follow the guidelines set out in this policy.

Please speak to a leader if you are unsure as to any aspect of this policy.

Contact forms

We use Ninja forms for our contact forms. All data collected is sent via email to the relevant leader for action. Form data is stored securely on our web server for later review and retained for 1 months before being deleted.

Cookies

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone (referred to here as a “device”) browser from a website’s computer and is stored on your device’s hard drive. Each website can send its own cookie to your browser if your browser’s preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other websites.

Many websites do this whenever a user visits their website in order to track online traffic flows (statistics).Most big websites or internet service providers do this too.

Cookies help the site remember your settings – language, font size and other preferences for how you want to view the site on your computer – so you don’t have to keep re-entering them whenever you come back to us. Our cookies are not used to identify you personally. They’re just there to make the site work better for you and store your user preferences.

You may delete and block cookies from this site via your web browser, but parts of the website may not work and you may have to manually adjust some preferences every time you visit the site. We do not use cookies for any other purpose than those presented here and do not use them to collect any personal data for any other purpose. We do not use advertising cookies.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We will only share your data with The Scout Association and Online Scout Manager to allow us to provide Scouting.

How long we retain your data

Membership Data is not retained on this website as we use Online Scout Manager for Young people and Compass for over 18s’.
We do not store your data on this site or send it to anyone, please refer to links above for how Compass & Online Scout Manager store and manage data and your rights regarding that data.For data stored in The Scout Association Membership system – Compass or for Young People, Online Scout Manager please refer to

Compass Online Scout Manager Data Policies

Your contact information

We only use Contact Information to contact you regarding your query and if you join us, membership details are maintained in Online Scout Manager and Compass. Contact information is not retained on this website and is not used for any other purpose.

How we protect your data

We do not store data on this site apart from login details for web editors and temporary contact form submissions which are stored securely on our web server until contact has been made or 1 month whichever is sooner and then it is deleted. Please refer to links above for how Compass & Online Scout Manager store and manage data and procedures.

What data breach procedures we have in place

We do not store data on this site apart from login details for web editors and temporary contact form submissions which are stored securely on our web server until contact has been made or 2 months whichever is sooner and then it is deleted.Please refer to links above for how Compass & Online Scout Manager store and manage data and procedures.

What third parties we receive data from

We receive joining requests via email or phone from the Join Us forms on Scout HQ and Oxfordshire County Websites. Once we have made contact and a place is offered these details will be transferred into Online Scout Manager and the email deleted.

None

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