Leaders – GDPR Guide

Our Full Privacy Policy is displayed here (1st Burnham-on-Sea Scout Group » Data Privacy Notice (burnhamonseascouts.org.uk).

This is a basic guide to what should be happening:

1. When a young person leaves your section, they should either be Transferred to the next section they attend or Removed with the option “Remove all personal data but Keep the Name”. This allows you to find them again if they wish to return to Scouting.
2. When a leader leaves, there 365 needs to be disabled and their OSM access removed. Also there contact details removed in the same way as the young people.
3. Photo’s should be stored on the Groups shared system in the correct folder for the section. Available at: Group Information – Group Photos – All Documents (sharepoint.com). And can be added to the Groups Facebook page/Website. No photos should be Stored on personal devices for long periods of time.
4. All Group files (containing Personal Information) should be stored on the office 365 OneDrive or SharePoint 1^st Burnham-on-Sea Scout Group Account.
5. Any printed copy of data should be kept up to date with the Online Copy and destroyed after the event/activity it was used for. Printed copies should be kept in a suitable secure location until it can be appropriately destroyed.
6. All distribution lists to be kept up to date within a 7-day time period. Old contact details should also be removed from email contacts.
7. Leaders can be shared between sections for the purposes of attending other sections events, this maybe up to 14 days prior to the event starting to ensure that all information can be collected in time and up to 7 days after the event finishing.
8. On Online Scout Manager under Section Settings – Email System – Tracking, both Opens and Link clicks must be left as off, as we don’t have the permission for all people to use this.