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Cookies, Privacy & Data Protection

What is this privacy notice/policy?

This Data Privacy Notice/Policy describes the categories of personal data Bristol South Scout District, it’s management, leadership, subsidiaries and committees processes (hereinafter referred to as BSSD) and for what purposes.

BSSD 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 BSSD.

Who we are

BSSD are a registered charity, Charity Commission registration number 191301.

The Data Controller for BSSD is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is currently Mr. Steve Williams, contactable via the ‘contact’ page of this website.

From this point on BSSD will be referred to as “we”. Being a small charity, we are not required to appoint a Data Protection Officer.

The data we may 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 in England & Wales – 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.
• Government identification numbers e.g. national insurance, driving licence, passport – to be able to process volunteer criminal record checks.
• Bank account details, payroll information and tax status information – so that we are able to pay any staff that might be employed by us and collect gift aid from HMRC where donations are made.
• training records – so that members can track their progression through the Scout programme or adult training scheme.
• 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.
• Criminal records checks – to ensure Scouting is a safe space for young people and adults.

We do not collect nor process any data by any form of automated ‘decision making’ systems.

The lawful basis 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 Scout meetings, activities, training courses and events to our members and other volunteers in BSSD.
• 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 (including the processing of gift aid applications)
• to inform you of news, events, activities and services being run or attended by BSSD.
• 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
• to ensure you have and maintain the correct qualifications and skills.
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 BSSD.
• to respect a person’s religious beliefs with regards to activities, food and holidays
• for equal opportunity monitoring and reporting.

Our retention periods

We will keep certain types of information for different periods of time in line with our retention policy. This shall not usually be in excess of 3 years after an individual has left The Scout Association unless there is reasonable legal grounds or requirements to retain for longer, e.g. Gift Aid* (if applicable).

Business information, reports, accounts, minutes etc in which names or other personal references may be made has legally to be retained for a minimum of 6 complete years, any tax records* for 7 complete years.

Personal data submitted to us via our website using the ‘Join Us’ and/or ‘Contact’ message boards will not usually be retained for longer than 6 months after submission.

The Scout Association’s Data Protection Policy can be found here and the Data Privacy Notice here.

Sharing your information

Young people and other data subjects
We will normally only share personal information with adult volunteers holding an appointment in the BSSD unless required to do so to permit the young person to participate in events etc outside of BSSD origination and/or organisation.

Adult volunteers
We will normally only share personal information with adult volunteers holding appropriate appointments within the line management structure (group-district-county-national) of The Scout Association for the BSSD as well as with The Scout Association Headquarters as data controllers in common.

We may share essential data only with third party organisations where there is an interaction with that company/group etc where it would be reasonable and in the best interests of young people and adult volunteers if this data was shared. For example, but not limited to, sharing contact details for emergency or unforeseen occurrences and/or situations, where to communicate via established and possible ‘long links’ many not be in the bet interest due to the time sensitive/safety nature of the communication to be shared. Such data shared being on the basis that it is kept securely, at least in conformance with the GDPR and other Data Protection policies and practises of the organisation with whom the data is shared.

All data subjects
We will however share your personal information with others outside of BSSD where we need meet a legal obligation. This may include (but not restricted to) 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.

Sometimes we may nominate a member for national awards, (such as Scouting awards or Duke of Edinburgh awards) such nominations would require us to provide contact details to that organisation.

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.

We do not transfer personal data outside of the UK, with the possible exception where an event is taking place outside of the UK and it is necessary to provide information in respect to attendance/participation etc. Generally, any such event will have its own data collection methods subject to legal protections and provisions in their country.

How we store your personal data

We generally store personal information in the following ways:

Compass – is the online membership system of The Scout Association, this system is used for the collection and storage of adult volunteer personal data. Young persons data is not recorded on this system.

Other digital systems, will be utilised at national, county, district and group level such as Online Scout Manager (OSM), Google, Dropbox and others. Adult volunteer data as mentioned above, limited data regarding young persons in OSM, Google and Dropbox etc are primarily used for data transfer, usually only anonymised or summary (non personal data).

The District retains data in:
• Contact lists
• Event management
• District Finance Committee
• District Badge Secretary
• Asst. District Commissioner Activities – in connection with the management of permits and licenses held by adult volunteers.
• Gift Aid administration
• Event registration
• Health and contact records forms (for events)
• Events coordination with event organisers
• District Appointments Advisory Committee
• District Executive officials in connection with their specific role.

In addition, adult volunteers will hold some personal data on local spreadsheets/databases relating to their own groups/sections.

Personal data submitted to us via our website using the ‘Join Us’ and/or ‘Contact’ message boards will be stored in the website admin function (password protected) which is auto-deleted 6 months after submission.

Printed records and data held while attending events – paper is sometimes used to capture and retain some data for example:
• Contact lists
• Event management
• District Finance Committee
• District Badge Secretary
• Asst. District Commissioner Activities – in connection with the management of permits and licenses held by adult volunteers.
• Gift Aid administration
• Event registration
• Health and contact records forms (for events)
• Events coordination with event organisers
• District Appointments Advisory Committee
• District Executive officials in connection with their specific role
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.

See the ‘Our retention periods’ section above regarding the length of time data is usually stored.

Further processing

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.

Your rights

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 (

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.

Website Cookies

Forms related cookies
When you submit data through a form such as those found on our contact pages or comment forms, cookies may be set to remember you your user details for future correspondence.

Third Party Cookies
In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

This site uses Google Analytics which is one of the most widespread and trusted analytics solutions on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.

For more information on Google Analytics cookies, see the official Google Privacy information page.

Who to contact

If you have any queries relating to this Privacy Notice or our use of your personal data, please contact us by use of the ‘contact’ page of this website.

Appendix One
– List of Data Protection statements/processes by companies or organisations that might be utilised (though not necessarily continuously) by BSSD, not all of these will store and/or process ‘personal data’

Checkfront (booking systems)

Dropbox (document/information transfer system)

Eventbrite (event booking & management system)

Google (Web browser and subsidiary systems)
Privacy Policy – Privacy & Terms – Google

Mailchimp (bulk e-mail system)
Mailchimp Data Security and Privacy

Microsoft 365 (document/information transfer and working system)

Online Scout Manager (online management and records system)

The Scout Association UK (parent charity)

Unity (Scouting Insurance provider)

End of List


Version number and date of the last review

Version 1 – for this website, 26th April 2019.
Last update: ‘Retention Periods’ 8th December 2020.
Review: Subject to at least review annually after BSSD annual general meeting or more frequently as needed.
Review history at BOT meeting:  9th June 2019 & 4th August 2020.
Next scheduled review, the first BOT meeting after the 2020-2021 AGM.

—End of document—

Put your phone down and what are you left with? Just teamwork, courage and the skills to succeed.’
Bear Grylls, Chief Scout Bear Grylls