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29th Glasgow Scout Group – Privacy Notice

1. Introduction

  • For the purposes of this document the “Group” means the 29th Glasgow Scout Group comprising of nine sections and their respective leaders and helpers.
  • This Privacy Notice explains what we do with the personal information we hold about youth members and their families.
  • It describes how we collect, use and process personal information and how we keep to our legal obligations in so doing.
  • It explains how we comply with the General Data Protection Regulation (Regulation (EU) 2016/679) referred to as GDPR.


2. What kind of personal data do we keep?

Youth Members

We need to collect and store information about our youth members and their parents or guardians to enable us to hold a register of members, communicate with their parents or guardians and to help us take appropriate action in the event of a medical emergency.

Member Information

  • Name
  • Date of birth
  • Address
  • Contact details (telephone and email)
  • Ethnic origin (optional)
  • Religion or belief (optional)
  • Doctor’s name
  • Doctor’s telephone number
  • Practice address
  • Date of member’s last tetanus injection
  • Other relevant medical information

Parent/Guardian contact information

  • Name(s)
  • Contact details (telephone and email)


Leaders and Helpers

We need to collect and store information about our leaders and helpers for administration purposes and to help us take proper action in the event of a medical emergency.

Leader/helper information

  • Name
  • Scout membership number
  • Address
  • Contact details (telephone and email)
  • Ethnic origin (optional)
  • Religion or belief (optional)
  • Doctor’s name
  • Doctor’s telephone number
  • Practice address
  • Other relevant medical information

Next of Kin information

  • Name and contact details of Next of Kin
  • Their relationship to the Leader/helper


3. How do we collect member information?

We collect member information through membership and activity forms signed by parents or guardians or by the member themselves if over eighteen.


4. How do we use member information?

Member information is used solely in the pursuit of scouting activities and to ensure the wellbeing of members during activities. However, we may use information to contact parents and guardians in connection with fundraising events or to promote lottery activities such as our 50/50 club or Duck Race.


5. How do we share member information?

Member information is not shared with other scout groups or organisations but may be shared between leaders within the 29th Glasgow Scout Group as required.


6. How do we protect member information?

We place great importance on protecting member information and have appropriate measures in place to prevent anyone having unauthorised access to it or misusing it.


7. How long do we keep member information?

Detailed information is only held for the duration of the individual’s membership of the Group. However, some data has to be retained beyond that time for HMRC purposes in connection with Gift Aid. We may also keep contact details of former members for alumni purposes.


8. Members’ rights to access their personal information

One of GDPR’s main aims is to protect and explain people’s rights in relation to data privacy. These rights are set out below. If you wish to exercise any of these rights please email our Data Controller at or write to “The Data Controller, 29th Glasgow Scout Group, 147 Mossgiel Road, Glasgow G43 2BY.”

Members have the right to:

  • be informed as to how we use their information;
  • access or request a copy of the information we hold about them;
  • update their information and manage their communications preferences;
  • opt out of certain information processing;
  • ask us to remove information about them from our records.


9. How can members ask to have their information removed, limited or corrected?

Parents and guardians can:

  • Limit contact to scouting activities only. This would prevent us from contacting parents and guardians to request help with fundraising or promote lottery events.
  • Ask that their names be withheld if they win prizes in any of our events or competitions.

However, for the safety and wellbeing of our youth members we do need to hold details of any special needs of the member, for example dietary needs, and emergency contact numbers of parents and guardians.