Privacy Notice Gloucester District Scout Council customer privacy notice ✉️ privacy notice tells you what to expect us to do with your personal information. Contact details What information we collect, use, and why Lawful bases and data protection rights Where we get personal information from How long we keep information Who we share information with How to complain Contact details Post Gloucester District Scout Headquarters, Murray Hall, Tuffley Lane, Tuffley, GLOUCESTER, Gloucestershire, GL4 0NU, GB Email admin@gloscouts.org.uk What information we collect, use, and why We collect or use the following information to provide services and goods, including delivery and third party referrals: Names and contact details Gender Pronoun preferences Addresses Date of birth Emergency contact details Photographs or video recordings Health information (including medical conditions, test results, allergies, medical requirements and medical history) Dietary information (including allergies and health conditions) Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions) Information about work, home and living conditions Information about support requirements Criminal offence data Records of meetings and decisions Information about income and financial needs for funding or personal budget support Payment details (including card or bank information for transfers and direct debits) Information relating to compliments or complaints We also collect or use the following information to provide services and goods, including delivery and third party referrals: Racial or ethnic origin Religious or philosophical beliefs Health information Sexual orientation information Payment or banking details We collect or use the following information to receive donations or funding and organise fundraising activities: Names and contact details Addresses Payment or banking details Donation history Tax payer information (for Gift Aid purposes) We collect or use the following personal information for the prevention or investigation of crimes: Names and contact information Customer or client accounts and records Criminal offence data (including Disclosure Barring Service (DBS) checks) Video recordings of public areas (including indoor and outdoor spaces) Financial transaction information Witness statements and contact details Information relating to health and safety We also collect or use the following information for the prevention or investigation of crimes: Racial or ethnic origin Religious or philosophical beliefs Health information Sexual orientation information We collect or use the following personal information for service updates or marketing purposes: Names and contact details Addresses Marketing preferences Records of consent, where appropriate We collect or use the following personal information for research or archiving purposes: Names and contact details Addresses Records of consent, where appropriate We collect or use the following personal information to comply with legal requirements: Name Contact information Identification documents Financial transaction information Health and safety information Criminal offence data We also collect or use the following information to comply with legal requirements: Racial or ethnic origin Religious or philosophical beliefs Health information Sexual orientation information We collect or use the following personal information for recruitment purposes: Contact details (eg name, address, telephone number or personal email address) Date of birth National Insurance number Copies of passports or other photo ID Volunteer history (eg role application, references or other paid or voluntary roles) Details of any criminal convictions (eg Disclosure Barring Service (DBS) checks ) We also collect or use the following information for recruitment purposes: Racial or ethnic origin Religious or philosophical beliefs Health information Sexual orientation information We collect or use the following personal information for dealing with queries, complaints or claims: Names and contact details Address Payment details Account information Purchase or service history Volunteer history (eg role application, references or other paid or voluntary roles) Witness statements and contact details Customer or client accounts and records Financial transaction information Information relating to health and safety (including incident investigation details and reports and accident book records) Correspondence We also collect or use the following information for dealing with queries, complaints or claims: Racial or ethnic origin Religious or philosophical beliefs Health information Sexual orientation information Lawful bases and data protection rights Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website: Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here. Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here. Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here. Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here. Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here. Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here. Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here. If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. Our lawful bases for the collection and use of your data Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: The provision of facilities, activities and events to support the development of Scouting in Gloucester, Gloucestershire, the United Kingdom and the rest of the world. Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability. Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are: Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: The provision of facilities, activities and events to support the development of Scouting in Gloucester, Gloucestershire, the United Kingdom and the rest of the world. Our lawful bases for collecting or using personal information for service updates or marketing purposes are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Our lawful bases for collecting or using personal information for research or archiving purposes are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Our lawful bases for collecting or using personal information to comply with legal requirements are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: The provision of facilities, activities and events to support the development of Scouting in Gloucester, Gloucestershire, the United Kingdom and the rest of the world. Our lawful bases for collecting or using personal information for recruitment purposes are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are: Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: The provision of facilities, activities and events to support the development of Scouting in Gloucester, Gloucestershire, the United Kingdom and the rest of the world. Where we get personal information from Directly from you Family members or carers CCTV footage or other recordings How long we keep information For information on how long we keep personal information, see our retention schedule at TBC Who we share information with Data processors Online Scout Manager Ltd This data processor does the following activities for us: Manage our personal records, finances, events and activities. The Scout Association This data processor does the following activities for us: Manage our personal records We have a joint controller relationship with The Scout Association. We process your personal information with that joint controller for the following reason: To share the details of adult volunteers. Others we share personal information with Insurance companies, brokers and other intermediaries Care providers Organisations we need to share information with for safeguarding reasons Emergency services Organisations we’re legally obliged to share personal information with How to complain If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint Last updated 26th June 2025