Data Protection

The group use Google free for non profits system for our email communications, website and documentation and planning. Leaders have access to only what they need in order to perform their role with the group. PII will only be temporarily stored on our Google systems for purposes of sharing for specific events, camps or anything similar meaning we need access to a specific reason. Any PII stored here will only be stored for the duration of that event and then deleted within 30 days of the event being concluded. 

In the case of gathering information for a survey for example where the PII is only needed for a short time but the information gathered is required longer term we will separate the PII from the required information and essentially anonymize it. 

Any PII sent either intentionally or accidentally to a leaders or shared leaders email address the information may be kept stored safely within the leaders inbox as only those leaders have access to that email. Leaders will delete any old emails containing PII when they are no longer relevant. Leaders may save emails containing PII in the case of complaints or problems in case we require them in the future. Depending on the circumstances these may be moved to a separate stored drive where only the groups senior management would have access to. 

The group will not permanently store any PII on a physical medium. 

We may store PII on paper print outs for the following reasons:

• For an event where we require access to emergency contact information but devices internet access and/or battery life cannot be depended upon. 

• For expeditions and longer range events where internet access and/or battery life cannot be depended upon.

• For small events where information may need shared with visiting adults for the purpose of assisting the group with an event where they may need access to emergency contact information. 

• For sharing with a person not immediately involved with the group but may be acting as a home contact for the group for an event which requires this. 

  • On occasion depending on the circumstances we may leave physical copies of PII with a local police or mountain rescue station in case of emergencies. 

In all circumstances involving PII printed out or stored in a physical way the leaders responsible for the event will have the information destroyed within 30 days of the event concluding. 

The group manage several social media channels for the purpose of sharing event information and for highlighting what we do. We also use social media for communication purposes. People do not need to send any PII across social media channels and messages containing PII will be deleted once the conversation is concluded. 

The group will never share any PII with a third party or non relevant persons without your explicit consent and without informing you exactly why the information needs to be shared. The only exception mentioned already on this page is the PII which is shared with The Scouts for the purpose of the annual census. 

Gift Aid

For the purposes of claiming gift aid from HMRC we will extract and store the following information related to relevant payments made to the group which we can claim gift aid on. Your donations can only be included in our gift aid claims if you have manually completed a gift aid declaration with OSM. This declaration includes giving us permission to store information permanently in a separate secure online drive within out Google for Nonprofits system as described above. We are required by HMRC to keep a record of payments made and the related PII for the purposes of potential auditing and to pass this information in it's entirety or individually for HMRC's own purposes of checking people have paid the necessary tax to make gift aid donations. 

The information stored and shared for HMRC is the following:

• Title

• First Name

• Last Name

• Address

• Postcode

The information stored here will not be used for any other purpose than for ensuring the group meets it's obligations related to claiming Gift Aid. 

Please note that even if you leave the group but previously made a gift aid declaration the group is still required to keep a hold of this information. 

You can read more about HMRC's gift aid rules for charities here

In the case that we require further consent for using data in such a way not explicitly outlined in this DPA then we will use an electronic Google form stating exactly how the data will be used and require a manual confirmation of consent. This will be stored on a separate drive accessable only by administrators.