Terms and Conditions

GDPR & Security

The new General Data Protection Regulations (GDPR) came into force on 25 May 2018.

These Regulations govern how Personal Information (PI) can be handled and how it must be protected by Data Controllers. Because of the information held on its members, the Scout Association is classed, under those Regulations, as a Data Controller, must comply with the these Regulations. For general information about these Regulations, see further guidance on GDPR here.
The Data Protection Act 1998 governs the collection, recording, storage, use and disclosure of personal data, whether such data is held electronically or in manual form. Young people have the same rights as adults under the Act, and the impact on Scouting is addressed below.
This page provides a general overview of the main ways in which data protection may be relevant to scouting. It is not intended as a detailed account and more information can be found from the Information Commission’s Office (ICO) the independent governmental authority responsible for overseeing and regulating data protection. Further explanation/assistance can also be obtained by contacting the Legal Service Department at The Scout Association UK Headquarters.

How we handle personal data (PI) at 3rd Wingerworth Scout Group:

Personal Information:

At 3rd Wingerworth Scout Group we utilise the Online Scout Manager (OSM), a third party online management system (Data Processor) for handling, collecting and storing personal data relevant to the day to day running of the Scout Group. This system has been developed specifically for Scouting and Guiding Organisations. More information about the security measures employed by OSM, to protect all personal data can be found here: Security & GDPR.
3rd Wingerworth Scout Group stores all of the Personal Data held by the Group, on its members, on this online platform and conducts all reviews and updating of information held, payments, bookings, etc. through this system. No paper records of this information is held, although, on limited occasions, records may be printed out for taking to camps/sleepovers, where online access is not possible. These physical records are then destroyed after the event.
The Group provides all parents with permanent access to all personal information records, held by the group, on this online system, which is available for remote access by all parents at any time, following their setting up an account with secure login (required to make payments, confirm attendance to events, etc.). All parents are required to ensure that information held by the Group is up to date and they are able to amend/update records as they might change. The Group also sends out an annual reminder to all parents asking to undertake this review.
As part of a larger Scouting Organisation, the Group shares its records/information held with the Scout Association headquarters. No information is passed outside the Scout Group, to Third Parties.
Personal Information held on adult members of the Group is handled through the Scout Association Online System, Compass. This has been developed and is managed by the Scout Association for the recording of adult details, training, permits, DBS Disclosures, etc. Information about the use of Compass in the context of GDPR can be found here: Compass.


Email correspondence to and from the Scout Group is undertaken through OSM or through our direct Group email system (website).
All other email/text and phone call correspondence is conducted through personal computers or mobile telephones, held by the Section Leaders. The information is used only for the purposes of Scouting and is deleted after that child leaves the Scout Group.
A request for the information held on you or your child by the Scout Group can be made by using the online contact page on our website https://www.3ws.org/contact/


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3rd Wingerworth Scout Group
May 2018