Bradley Wood Privacy Notice

 

Our 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

Bradley Wood is the trading name of WYS Trading Ltd, the wholly owned trading arm of the West Yorkshire County Scout Council, and is a company limited by guarantee.

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.

Please contact the Manager for more information in the first instance.

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 / legal guardian in either paper form, or via our online membership systems. In the case of an adult member, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service.

Where a member is under the age of 13, this information will only be obtained from a parent / guardian and cannot be provided by the young person. However, we will accept and potentially record any personal information, such as about 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 of that person whilst in the care of Bradley Wood.

The collection of a person’s religion data is necessary to respect their beliefs with regards to activities, food and holidays.

We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings, events that the campsite itself may be running, or you may be attending. We will also inform you of events or opportunities that, as an individual, you may be interested in.

Our legal basis for using your personal information

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

a)        we need to use the information to comply with our legal obligations.

b)       we need to use the information legitimately to contact you, regarding meetings, events etc, (i.e. for the day to day running of the campsite).

c)        it is fair to use the personal information in your interests, where there is no disadvantage to you. This can include where it is in our interests to contact you about products or services within Scouting.

Sharing and transferring personal Information

We will only normally share personal information within West Yorkshire County Scout Council Leaders and our Board Members.

We will, however, share your personal information with others outside Bradley Wood where we need to meet or enforce a legal obligation. This may include organisers of events and camps the member is attending.

We may also share a member’s personal detail with The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement, along with any other insurance company Bradley Wood has contracted to provide services. We will only share your personal information to the extent needed for those purposes.

 

If you move from Bradley Wood to another role or group in Scouting we will transfer your personal information to them.

 

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

 

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

 

 

 

Third Party Data Processors

Bradley Wood 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.

Unity Insurance (The Scout Association Insurance company)

Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information and attendance records etc. We have a data processing agreement in place with Online Youth Manager, more information is available at https://www.onlinescoutmanager.co.uk/security.php

Alacer Software Ltd via our booking system for the campsite, which holds contact details for the individual who made the booking.

Brosnans Chartered Accountants who handle all payroll systems for our paid staff.

Dropbox inc occasionally used for secure transfer of limited personal information for events.

Google occasionally used for secure transfer of limited personal information for events.

Your Mailing List Provider (YMLP) our service provider for bulk emails

BulkSMS.com our service provider for SMS messages.

How long we keep your personal information for

We will retain your personal information, throughout the time you are a member of West Yorkshire Scouts or a customer of Bradley Wood.

We will not retain your full personal information after you have left Bradley Wood, but will retain it, in a limited form (name, date of birth, address, email and attendance records) for a period of up to 15 years (until age 21) to fulfil our legal obligations for insurance and legal claims. After this time a more limited form (name, address, date of birth, email) will be held indefinitely in the West Yorkshire Scout archives for the purpose of Bradley Wood history. As a customer we will hold your details (name, address, email, telephone number) encrypted within our booking system indefinitely.

Automated decision making

Bradley Wood does not have any automated decision-making systems.

Transfers outside the UK

Bradley Wood 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.

Data Storage

Bradley Wood is committed to the protection of your personal information.

We generally store personal information in one of six secure digital database systems, where access to that data is restricted and controlled.

Compass: - 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 Youth and Adult members for the day to day running of the campsite.

Alacer is our campsite booking system and is used to store customer data in relation to each booking of the campsite.

Sage is an accounts package and is used to store payroll data for the paid staff.

YMLP is an online bulk email provider

BulkSMS.com is an online bulk SMS messaging service

Printed records and Event data

Paper is still used within Bradley Wood to capture and retain some data for example the following: -

  • New joiners form.
  • Health and contact records update forms.
  • Events consent from parents.
  • Events coordination with event organisers.
  • Award notifications/nominations

In the case of Joining forms, health and contact update forms, this information is securely held by the manager, and transferred to our secure digital systems as soon as possible before the paper form is destroyed.

Events

As a member of Bradley Wood 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, (eg. printouts of personal contacts and medical information, including specific event contact forms). We will minimise the use of paper to only what is required for the event/camp.

We will ensure

a)        Transfer of paper is secure, (eg. physical hand to hand transfer or registered post.)

b)       Paper forms are securely destroyed after use.

c)        Secure destruction will be through a shredding machine.

d)       Always keeping the paper records secure, especially when in transit, by using:

                                                               i.      A lockable brief case.

                                                              ii.      A lockable filing cabinet if long term stored.

e)       If transferred to somebody, we will audit that they return them when the event is complete.

Awards

Sometimes we may nominate a member for national award, (eg. Queens Scout 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 registered post.

 

Photography

Photographs / images of yourself or your son/daughter may be taken during activities and maybe used within a Scouting context and in particular publicity material, (eg. Scouting publications and the media). Images may be published to official Scout websites, Scouting affiliated social media, and our public display boards at the campsite. However 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, screenshotted, re-photographed and shared by others and stored in systems not related or controlled by Bradley Wood.

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 Manager, and we will not publish any photographs of you or your child on 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 Bradley Wood cannot control or stop images being taken by other individuals, parents or organisations not connected with Bradley Wood.

 

Our Website www.bradleywood.org.uk and Cookies

Our Website stores one cookie which is used to ensure that contact forms, and our administration area works correctly.

If you make an enquiry through our ‘Contact’ tab then we will collect personal data purely for the purpose of responding to your enquiry.

This data will only be shared within West Yorkshire Scouts and only if your enquiry is of a nature that requires 3rd party information from another area within West Yorkshire Scouts.

 

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