This Data Privacy Notice/Policy describes the categories of personal data East Birmingham Gangshow process and for what purposes. East Birmingham Gangshow are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR), the regulations set by the European Union, and Data Protection Act 2018 (DPA 2018), the UK law that encompasses the GDPR.
This Privacy Notice/Policy applies to members, parents/guardians of youth members, volunteers, employees, contractors, suppliers, supporters, donors and members of the public who will make contact with East Birmingham Gangshow as an event.
Who are we?
East Birmingham Gangshow is an event (or a series of events) operating under the auspices of an autonomous educational charity, The Birmingham Spitfire Scout District Association (hereinafter referred to as the District). As a unit of The Scout Association, the District is excepted from the requirement to be individually registered with the Charity Commission for England and Wales.
The District takes its constitution from The Scout Association in the form of a Royal Charter, Bye Laws and the “Policy, Organisation and Rules”. Each year at its Annual General Meeting the District appoints its District Executive Committee (the charity trustees). They are the body responsible for compliance with the Data Protection & Privacy legislation.
That Executive Committee then appoints a sub-committee with administers the East Birmingham Gangshow and takes delegated responsibility for Data Protection and Privacy within its sphere of operation, reporting to the District Executive Committee. That sub-committee is known as the East Birmingham Gangshow Committee. The East Birmingham Gangshow Committee is hereinafter referred to as “we”.
What data might we process?
The majority of the personal information we hold, is provided to us directly by you or by the parents or legal guardians of youth members verbally or in paper form, digital form or via our online membership system Compass. In the case of adult members and volunteers, data may also be provided by third parties, such as the Disclosure and Barring Service (DBS).
Where a member is under the age of 18, this information will only be obtained from a parent or guardian and cannot be provided by the young person.
We may collect the following personal information:
Personal contact details such as name, title, address, telephone numbers and personal email address - so that we can contact you.
Date of birth - so that we can ensure young people are allocated to the appropriate Section for their age and that adults are old enough to take on an appointment with Scouting.
Gender – so that we can address individuals correctly and accommodate for any specific needs.
Emergency contact information - so that we are able to contact someone in the event of an emergency.
Race or ethnic origin - so that we can make suitable arrangements based on members cultural needs.
Health records - so that we can make suitable arrangements based on members medical needs.
What lawful basis do we process your data by?
We comply with our obligations under the GDPR and DPA 2018 by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
In most cases the lawful basis for processing will be through the performance of a contract for personal data of our adult volunteers and legitimate interest for personal data of our youth members. Sensitive (special category) data for both adult volunteers and our youth members will mostly align to the lawful basis of legitimate activities of an association. Explicit consent is requested from parents/guardians to take photographs of our members. On occasion we may use legitimate interest to process photographs where it is not practical to gather and maintain consent such as large-scale events. On such occasions we will make it clear that this activity will take place and give individuals the opportunity to exercise their data subject rights.
We use personal data for the following purposes:
to provide information about activities, and events to our members and other volunteers regarding East Birmingham Gangshow
to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution
to administer membership records
to fundraise and promote the interests of Scouting
to manage our volunteers
to maintain our own accounts and records
to inform you of news, events, activities and services being run regarding East Birmingham Gangshow
to ensure and evidence your suitability if volunteering for a role in Scouting
to contact your next of kin in the event of an emergency
We use personal sensitive (special) data for the following purposes:
for the protection of a person’s health and safety whilst in the care of East Birmingham Gangshow
to respect a person’s religious beliefs with regards to activities, food and holidays
for equal opportunity monitoring and reporting.
What are our retention periods?
We will keep certain types of information for different periods of time in line with The Scouting Association retention policy. https://scouts.org.uk/media/980613/REP-Retention-Policy-Web-Version-v25.pdf
How do we share your information?
Young people and other data subjects
We will normally only share personal information with adult volunteers on the East Birmingham Gangshow executive committee or it sub committees.
We will normally only share personal information with adult on the East Birmingham Gangshow executive committee or it sub committees as well as with The Scout Association Headquarters as data controllers in common.
All data subjects
We will however share your personal information with others outside of East Birmingham Gangshow where we need meet a legal obligation. This may include The Scout Association and its insurance subsidiary (Unity Insurance Services), local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.
We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so.
We will never sell your personal information to any third party.
Where personal data is shared with third parties, we will seek assurances that your personal data will be kept confidential and that the third party fully complies with the GDPR and DPA 2018.
How is your personal data stored?
We generally store personal information in the following ways:
Eventbright – are a ticketing and registration platform used to sell tickets for East Birmingham Gangshow’s shows. Their private policy can be found here: https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB
Online scout manager – is a tool used to store all data subject’s information which needs to be retained. Their private policy can be found here: https://www.onlinescoutmanager.co.uk/security.html
In addition, adult volunteers will hold some personal data on local spreadsheets/databases.
Printed records and data held while attending events - paper is sometimes used to capture and retain some data for example:
Health and contact records forms (for events)
Events coordination with event organisers
Paper records for events are used 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.
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
How we provide this privacy notice
A link to this website page is provided to those whose data is being processed by us. A printed version is also available on request.
As a Data Subject, 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 Information Commissioner’s Office (www.ico.org.uk).
Unless subject to an exemption under the GDPR and DPA 2018, you have the following rights with respect to your personal data:
The right to be informed – you have a right to know how your data will be used by us.
The right to access your personal data – you can ask us to share with you the data we have about you. This is a Data Subject Access Request.
The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. Adult members will be able to edit and update some information directly on The Scout Association’s Compass membership system.
The right to erasure – this means that you have the right to request that we delete any personal data we have about you. There are some exceptions, for example, some information will be held by The Scout Association for legal reasons.
The right to restrict processing – if you think that we are not processing your data in line with this privacy notice then you have the right to restrict any further use of that data until the issue is resolved.
The right to data portability – this means that if you ask us we will have to share your data with you in a way that can be read digitally – such as a pdf. This makes it easier to share information with others.
The right to object – you can object to the ways your data is being used.
Rights in relation to automated decision making and profiling – this protects you in cases where decision are being made about you based entirely on automated processes rather than a human input, it’s highly unlikely that this will be used by us.
Forms related cookies
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Who to contact
If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us via:
Version number and date of the last review
V1 – 23/03/2019