Data Policy

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The Queen's Scout Working Party (QSWP) holds personal information on applicants, active members, friends, and former members. This page lays out the policy by which the QSWP will hold and process this information, which is done in accordance with the General Data Protection Regulation (GDPR).

What We Collect

The following table details the information we hold on applicants, active members, and friends. Information marked with a Y is information that is required to be provided, and information marked with an O is information that can optionally be provided. Providing the required information is seen as a prerequisite of holding that membership state, and as such if this information is withheld by a member this may terminate or downgrade their membership.

Membership Number Name Date of Birth E-mail Address Address Phone Number Place of Birth Dietary Requirements Emergency Contact Name Emergency Contact Phone Number Reference Name Reference Contact Details
Justification To cross reference with Compass and Scout Association databases To communicate effectively with the member To confirm the member meets age requirements, and as part of the allocation process To contact the member To contact the member, and to help understand the geographical spread of members to better support events To contact the member To provide this information to some events where there are additional security requirements To provide suitable catering for members at events To contact someone appropriate in the case of an emergency whilst on a QSWP event To contact someone appropriate in the case of an emergency whilst on a QSWP event To confirm the suitability of a member for a role within the QSWP To confirm the suitability of a member for a role within the QSWP
Retention Period Whilst you hold membership status Whilst you hold membership status Whilst you hold membership status Whilst you hold membership status Whilst you are an Active Member, or as a Friend until you choose to remove it from the system Whilst you are an Active Member, or as a Friend until you choose to remove it from the system Until you choose to remove it from the system Until you choose to remove it from the system Whilst you are an Active Member, or as a Friend until you choose to remove it from the system Whilst you are an Active Member, or as a Friend until you choose to remove it from the system During the application process and for up to 6 months afterwards During the application process and for up to 6 months afterwards
Applicants Y Y Y Y Y Y Y Y
Active Members Y Y Y Y Y Y O O Y Y
Friends Y Y Y Y O O O O O O

Additionally, there is a mailing list which former members can choose to join, which is used to infrequently invite former members to significant events (such as the 75th Anniversary Celebration). Only name and e-mail address are stored on this list, and it is possible to unsubscribe at any time.

Information held by the QSWP can be updated at any time via the QSWP Portal, or by contacting the QSWP Manager or Membership Coordinator.

Non-personally identifiable information - such as the month you joined the QSWP - may also be attached to your record for the purposes of enabling the QSWP to function effectively.

Access To Data and Sharing

Applications to join the QSWP are only visible to the QSWP Manager and the Membership Coordinator, and are used only for the purposes of progressing and evaluating a request to join the QSWP. Details may be shared with the referees provided by the applicant and with The Scout Association for the purposes of assessing an application and confirming eligibility.

Membership details for Active Members and Friends are visible to the QSWP Committee (consisting of the Manager, Events Coordinator, Finance Coordinator and Membership Coordinator), and are used only for activities relating to the operation and running of the QSWP. A list of names and membership numbers is made available to all members, and aggregated statistical information (such as age, geographic distribution) is also made available. Member information may be shared with third party event organisers only for the purposes of supporting an event, and will not be shared with other third parties without explicit consent. Information about Active Members will also be shared with The Scout Association through tools such as Compass.

Data Storage

Where possible, information about applicants, active members and friends is stored on the QSWP Portal so that we have a centralised location for holding all information. In some cases it may be necessary for members of the QSWP Committee to hold local copies of information, but these will be deleted as soon as they are no longer required.

The QSWP Portal is hosted in the UK, and both the server and the software are regularly patched to ensure data is kept secure.

Breaches

Should the QSWP become aware of any breaches of the data they hold, they will contact those affected as soon as possible with details. If you become aware of a breach, please contact the QSWP Manager.

Subject Access Request

At any time, you can request to know what information the QSWP holds on you. To do this, please contact the QSWP Manager with details of your request. Additionally, you may request that we delete any data we hold about you (also by contacting the QSWP Manager); although please be aware that this may terminate any membership status you hold with the QSWP.

Further Information

If you have further queries about the information we collect or how we use it, please contact the QSWP Manager.