Privacy Notice

What is this Privacy Notice

This Privacy Notice describes how your personal data will be handled by 7th Edinburgh North East (ENE) Scout Group as part of our obligations under General Data Protection Regulation (GDPR), the UK Data Protection Act, and other regulations and legislation relating to privacy and communications We take our responsibilities for the way we collect, store and use your personal information seriously, and seek to respect your privacy at all times. Details of how to contact us can be found below.

Name and contact details of organisation

The 7th Edinburgh North East Scout Group is a registered member of The Scout Association. It is also a registered charity in Scotland (SC031674).

The Data Controller for 7th Edinburgh North East Scout Group is the Executive Committee who are appointed at an Annual General Meeting and are Charity Trustees. The Chair of the Charity Trustees is Hannah Ross.

From this point on 7th Edinburgh North East Scout Group will be referred to as “we”. Being a small charity we are not required to appoint a Data Protection Officer.

Purposes of Processing

We collect personal information so that we can safely deliver Scouting within the Group. The list of activities we carry out that may require the use of Personal Data include:

  • To enable us to provide a voluntary service for the benefit of the public;
  • To manage our membership records;
  • To update you on events;
  • To conduct surveys on our performance;
  • For financial accounting;
  • To fundraise for the Scout Group;

Our legal basis for processing personal data is legitimate interest to ensure that we can safely deliver Scouting to the members within 7th Edinburgh North East Scout Group.

We use this information to communicate with you and to carry out our obligations as Scout Leaders. We also have a responsibility to keep information about you, both during the membership of young people and afterwards (due to our safeguarding responsibilities and also to help us if you leave and rejoin).

There are certain activities we undertake, such as photography at events, which involve us processing data for purposes outside our strict official authority.

In these cases the processing we carry out is necessary for the purposes of our legitimate interests as an organisation, and we assess those interests as not adversely affecting your fundamental rights and freedoms.

We will sometimes ask you for your permission to use or process your personal data

In these cases we will be clear about what you are giving consent to, and you will always have the option to withdraw that consent.

What happens if you don’t give us data

If you do not provide us with information, we will be unable to provide you with information that is relevant to your role or membership within Scouting.

How do we gather data

Our information about you will normally be supplied by you or by Compass (the online membership database for UK Scouting adult volunteers). In the case of adult members and volunteers, data may also be provided by third parties, such as Disclosure Scotland.

How is your data held

We take your privacy seriously and data is held password protected online or for paper forms in locked filing cabinets.

Who has access

Access to data is restricted to those who need it to carry out their role within the Group. All leaders are required to complete a training module on handling of personal data.

Who is data shared with

Where we share or consider sharing your information we will always assess:

  • whether that sharing is lawful, fair and transparent
  • whether the use of your information is not incompatible with the purposes for which you provided it to us
  • whether what is shared is relevant and limited to the minimum possible
  • whether the organisation/person in question can provide assurance that appropriate security will be in place to protect your information

How long do we keep your data?

Data is held only as long as necessary for the purpose it was collected and destroyed either by deleting or by shredding.

Individual rights

You have the right:

  • to require to see a copy of the information we hold about you and associated information about how it is being collected and processed
  • to require correction of any inaccurate data
  • to require the erasure of personal data where it is no longer required or for other reasons defined in the Regulation to require restriction of processing of personal data
  • to object to our processing your data and to require us to show that the public interest or our legitimate interests override your own interests, rights and freedoms
  • not to be subject to a decision based solely on automated processing

If you would like a copy of some or all of your personal information or to seek to exercise any of the rights listed above, please email the Group Scout Leader at

Lodge complaint to ICO

Without prejudice to any other administrative or judicial remedy, you have the right to lodge a complaint with a supervisory authority specified by one of the EU member states. The UK’s designated supervisory authority is The Information Commissioner. Their details are: Helpline: 0303 123 1113 Email: Website:

Contact details

In the event that you wish to contact us to exercise any of your rights or for any further queries on this Privacy Notice please contact the Group Scout Leader at

Last updated – April 2023

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