Privacy Policy

Privacy Policy

Privacy Policy

Our Data Privacy Notice describes the categories of personal data we process and for what purposes.

We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR).

Who we are

The 1st Ottery St Mary Scout Group is a registered member of The Scout Association. We are also registered with the UK Charity Commission (charity number 292603) .

Every year we hold an Annual General Meeting where members of the Group’s Executive Committee are elected. Any parent of a youth member can choose to stand for election on the Executive at the AGM and every parent has the right to attend the Annual General Meeting. We are based at the Scout Centre, Winters Lane, Ottery St Mary, EX11 1AX.

Your rights

You have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the data protection regulator. Requests should be channelled to the Group Scout Leader at .

How we gather personal information

The majority of the personal information we hold on you, is provided to us directly by yourself or by parents/carers in either paper form or via our online membership systems. Data may also be provided by third party reference agencies, such as the disclosure and barring service (DBS).

Where a member is under the age of 16, this information will only be obtained from a parent/carer and cannot be provided by the young person, however we will accept and potentially record any personal information, such as any ongoing medical treatment from any member no matter their age.

How we use your personal information

We collect your personal and medical information for the protection and identification of that person whilst in the care of the Scout Group.

We also collect the data so we have the ability to contact the member, parents and carers, to inform them of meetings and events that the group itself may be running or attending.

Our legal basis for using your personal information

We only use your personal information where it is permitted by the laws that protect your privacy rights. We only use personal information where:

  • We need to use the information to comply with our legal obligations.
  • We need to use the information legitimately to contact you regarding meetings, events, collection of membership fee’s etc., i.e. for the day to day running of the group.

Sharing and transferring personal Information

We will only normally share personal information within our Scout Group leaders and occasionally Executive committee members.

We will however share your personal information with others outside the 1st Ottery St Mary Scout Group where we (or an affiliate processing your data on our behalf) are required to do so by law, obligation, regulation or legal proceedings. This may also include organisers of events and camps the member is attending, so they may fulfil any legal obligations although generally such an event will have its own data collection form which will be securely held and disposed of after the event.

We would also share details in response to a valid, legally compliant request by a relevant public authority or law enforcement agency. We would also share details during an emergency when we believe physical safety is at risk if not sharing the details would cause harm or distress. In all cases we will only share personal information to the extent needed for those purposes.

We will never sell your personal information to any third party for the purposes of marketing.

Sometimes we may nominate a member for national award, (such as a Scouting or Duke of Edinburgh award) such nominations would require we provide contact details to that organisation.

Third Party Data Processors

The 1st Ottery St Mary Scout Group, employs the services of the following third-party data processors: –

  • The Scout Association via its membership system “Compass” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check.
  • An Insurance company who is providing cover for activities or trips.
  • Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, event and attendance records etc., we have a data processing agreement in place with online youth manager, more information is available at
  • Microsoft 365 where we store all pictures of young people taking part in scouting activities and events. We also hold Gift Aid declarations and electronic copies of the young people’s Personal Information Form.

How long we keep your personal information for

We will retain your personal information, throughout the time you are a member of the 1st Ottery St Mary Scout Group.

We will retain your full personal information for a period of six months after you have left the Scout Group, and in a much more limited form (just name, date of birth, shortened address, badge and attendance records) to fulfil our legal obligations for insurance and legal claims.

We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC.

Transfers outside the UK

The 1st Ottery St Mary Scout Group will not transfer your personal information outside of the UK, with the exception where an event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.

Data Storage

The 1st Ottery St Mary Scout Group is committed to the protection of your personal information. We generally store personal information in one or two secure digital online database systems, where access to that data is restricted and controlled.


is the online membership system of The Scout Association, this system is used for the collection and storage of adult personal data.

Online Scout Manager:

is an online membership system run by Online Youth Manager Ltd, this is a secure membership database where we store the personal information of adult volunteers and youth members for the day to day running of the group.

Microsoft 365:

We hold pictures of young people and adults taking part in scouting activities which may be used for our website and also for external promotion of scouting. We also store electronic copies of the Personal Information Forms completed for young people and Gift Aid declarations. Access to the information is password protected and only accessible by a limited number of members.

Printed records and Event data:

Paper is still used within the 1st Ottery St Mary Scout Group to capture and retain some data for example the following: –

  • Young Person Information form
  • Adult Application form
  • Gift Aid Collection forms
  • Events consent from parents
  • Events coordination with event organisers
  • Award notifications/nominations

This information is securely held by the leader or membership secretary, and transferred to our secure digital systems as soon as possible (wherever possible). Information will be deleted when the young person leaves the Group.

Gift Aid:

Declarations will be scanned and uploaded to Microsoft 365 to aid in the collection of Gift Aid for termly membership fees. We have a legal obligation to retain this information for 7 years after the last claim.


As a member of the 1st Ottery St Mary Scout Group it is hoped you will take up the opportunity to attend events and camps, where it is necessary to fulfil our legal obligations we will be required to potentially have a less secure means to access personal information, such as printouts of personal contacts and medical information, (including specific event contact forms), rather than relying on secure digital systems, as often the events are held where internet and digital access will not be available. We will minimise the use of paper to only what is required for the event/camp.

We will ensure:

  • Transfer of paper is secure, such as physical hand to hand transfer or post.
  • Paper forms are securely destroyed after use.
  • Secure destruction will be through a shredding machine or securely burned.
  • Always keeping the paper records secure.
  • If transferred to somebody, we will check that they return them when the event is complete.
  • Awards

    Sometimes we may nominate a member for national award, (such as Queens Scout Award or Duke of Edinburgh award) such nominations would require we provide contact details to the awarding organisation, this is most often done on paper via post.


    The law on image use and GDPR needs further clarification, the position 1st Ottery St Mary Scout Group is as follows: –

    Photographs/images (which can be classed as personal information) of adults or young people may be taken during activities and be used within a Scouting context and in particular publicity material for example scouting publications and the media. Images may be published to official Scout websites and scouting affiliated social media, but will never identify individuals in line with Scout Association guidelines.

    We cannot ask for explicit consent “Yes/No”, as consent presumes that it can be revoked, as is your right to do so under the GDPR regulations.

    If we publish a photograph or image in any public forum, we no longer have control over that photograph, as it can be downloaded, screenshot, re-photographed and shared by others, stored in systems not related or controlled by the 1st Ottery St Mary Scout Group.

    Under GDPR consent is invalid if people cannot easily withdraw consent, which would be the case with publishing to any publicly accessible system, therefore if you do not wish your son/daughter to appear in these then please confirm, in writing, to the Group Scout Leader, and we will not publish any photographs of you or your child on a public forum such as social media from that point forward, we will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored.

    Please note that the Group cannot control or stop images being taken by other individuals, parents or organisations not connected with the 1st Ottery St Mary Scout Group.

    The 1st Ottery St Mary Scout Group may store an image of you or your child on the Online Scout Manager (OSM) membership database for the purposes of identification, alongside and linked to the personal information, access to this image is limited to the leaders and authorised users of OSM as is the rest of the personal information.

    Put your phone down and what are you left with? Just teamwork, courage and the skills to succeed.’
    Bear Grylls, Chief Scout Bear Grylls