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Privacy Policy

 

Spartan Explorer Scout Unit (SESU)

Version 1.0 – April 2026

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1. Who We Are

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This Privacy Notice applies to Spartan Explorer Scout Unit (SESU), part of Beauvale District Scouts.

 

For the purposes of data protection legislation, the Data Controller is the Trustee Board of 1st Greasley Scouts, represented by the Group Chair.

 

Data Protection Lead: Unit Team Leader

Contact: data@spartanesu.org.uk

 

 

2. Purpose of This Privacy Notice

 

This Privacy Notice explains how we collect, use, store, protect, and share personal data.

 

We are committed to handling personal data lawfully, fairly, and transparently, particularly where it relates to young people.

 

We comply with:

 

  • UK GDPR

  • Data Protection Act 2018

 

 

3. What Personal Data We Collect

 

 

Young People (Explorers)

  • Name, date of birth and age

  • Parent/carer contact details

  • Attendance and membership records

  • Health, medical and emergency information

  • Images and media (subject to consent)

 

 

Parents / Carers

  • Names and contact details

  • Consent and permissions

  • Emergency contact information

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Adult Volunteers & Helpers

  • Names and contact details

  • Role, training and appointment information

  • Attendance and availability

 

 

Event Participants (including external attendees)

  • Names and contact details

  • Emergency and relevant medical information

  • Participation records

 

 

Financial Data

  • Payment references via

    • GoCardless

    • SumUp

 

We do not store full bank or card details.

 

 

4. Why We Collect Personal Data (Lawful Basis)

 

We only process personal data where a lawful basis applies:

 

  • Public task / charitable purpose – delivery of Scouting activities

  • Safeguarding and duty of care – health and emergency information

  • Contract – event participation and activity bookings

  • Consent – photography, media and some communications

  • Legal obligation – financial and reporting requirements

 

We do not rely on legitimate interests for children’s or sensitive data.

 

 

5. How We Collect Data

 

We collect data via:

 

  • Online Scout Manager

  • Scouts Digital System

  • Email (Outlook and Gmail)

  • Event and activity forms

  • Direct communication (email, phone, in person)

 

 

6. Where and How Your Data Is Stored

 

We store data securely using approved systems:

 

  • Online Scout Manager

  • Scouts Digital System

  • Microsoft 365

  • Google Drive

 

 

Security Controls

 

  • Role-based access

  • Password protection

  • Use of secure, access-controlled accounts

  • Removal of access when roles end

 

 

7. Systems and Platforms We Use

 

Approved platforms include:

 

  • Online Scout Manager – membership and programme

  • Scouts Digital System – national records

  • Microsoft 365 – email and documents

  • Google Drive – file storage

  • WhatsApp – operational communication

  • Canva – publicity materials

 

 

8. Acceptable Use of Systems

 

Permitted Use

Systems are used only to:

 

  • Deliver Scouting activities

  • Communicate with members and parents

  • Manage administration

 

Prohibited Use

  • Personal or commercial use

  • Storage of non-Scouting data

  • Sharing sensitive personal data via:

    • WhatsApp

    • Canva

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9. Photography and Media

 

We regularly take photos and videos to document activities.

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Storage

  • Initially on leader devices

  • Transferred as soon as reasonably possible to:

    • Microsoft OneDrive

    • Google Drive

Sharing

  • WhatsApp community (limited use)

  • Website and social media (for marketing)

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Controls

  • Consent is managed via OSM

  • Individuals without consent must not be photographed

  • Images must relate only to Scouting activities

 

Important Restrictions

  • Photos must not remain on personal devices longer than necessary

  • Sensitive images must not be shared via unencrypted means

  • Canva must only be used for approved, non-sensitive media.

 

 

10. Communication Methods

We communicate using:

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  • Email (primary method for parents and Explorers)

  • WhatsApp (leaders and limited parent comms)

  • Online Scout Manager messaging

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WhatsApp is used for operational communication only, not for sensitive personal data.

 

11. Data Sharing

We may share data where necessary with:

 

  • The Scout Association (District and County)

  • Event providers (activity centres, campsites)

  • External organisations (e.g. Duke of Edinburgh providers)

  • Partner organisations (e.g. joint events with Girlguiding)

 

We only share relevant and necessary data.

 

We do not sell personal data.

 

 

12. Paper Records

We minimise paper use.

 

For camps and activities:

  • Emergency and health information may be printed

  • Stored securely during the activity

  • Destroyed immediately after use

 

 

13. Data Retention

We retain data only as long as necessary:

 

  • Membership data – duration of membership

  • Health data – retained only as needed for activities

  • Financial records – in line with legal requirements

  • At any point data can be removed just talk to us

 

14. Data Breaches

All data breaches or suspected breaches are handled in line with our procedures.

 

Where required, incidents will be reported to:
 

 

 

15. Your Rights

You have the right to:

 

  • Access your data

  • Correct inaccurate data

  • Request deletion (where appropriate)

  • Restrict or object to processing

  • Withdraw consent

  • Lodge a complaint with the ICO

 

16. Contact

For all data protection queries:

data@spartanesu.org.uk

 

17. Cookies

We use cookies on our website to:

  • Make the site function properly

  • Understand how visitors use our site

  • Improve content and user experience

 

We may use:

  • Essential cookies (site functionality)

  • Analytics cookies (e.g. visitor statistics)

  • Embedded content cookies (e.g. YouTube, social media)

 

Users can control or disable cookies in their browser settings. Some features may not work if cookies are disabled.

  • Google Analytics = requires disclosure

  • YouTube embeds = sets third-party cookies

  • Social media embeds = tracking cookies

  • Contact forms = may set functional cookies

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18. Review

 

This policy is reviewed:

  • Annually

  • Following any significant change in systems or activities

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