Ware District Scout Council (‘the District’)

Who we are

We are the Scout Council for Ware and District. We are a youth charity. Our mission is to actively engage and support young people, and the local Groups who work with those young people, in their personal development, empowering them to make a positive contribution to society. We are regulated as a member of The Scout Association, (see www.scouts.org.uk for more information.) We are registered with the UK Charity Commission GB-CHC-302624

Every year around June/July we hold an annual general meeting where our trustees are elected. Parents of our youth members can be nominated as can other adults and if elected can join the Trustee Board.

Our registered address is District Scout HQ, Broadmeads, Ware, Hertfordshire SG12 9HY, United Kingdom. What3Words: ///left.expand.hotel. GB OS: TL357140

Ware District Scout Council is the data controller for the information we collect. Any personal data that we collect will only be in relation to the work we do with our members and through our relationship with supporters, donors and funders.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in our (the data controller’s) possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

How we gather personal information

The majority of the personal information we hold, is provided to us via the local Groups we support. Less frequently we may collect data directly from parents / legal guardian in either paper form or via our online membership systems, in the case of an adult member, data may also be provided by third party reference agencies, such as the Disclosure and Barring Service (DBS).

Where a member is under the age of 18, this information will only be obtained from a parent / guardian and cannot be provided by the young person.

How do we process your personal data?

We comply with our obligations under the “GDPR” 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.

We process the data to have the ability to contact the member, parents and guardians, to inform them of meetings, events, that the County, District or local Groups may be running or attending.

We use personal data for the following purposes: –

  • we collect personal and medical information for the protection of that person whilst in our care.
  • we collect religious data to respect a person’s beliefs with regards to activities, food and holidays
  • To enable us 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 Scouts
  • 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 running within County, District or local Groups..

What is the legal basis for processing your/your child(ren)’s personal data?

The legal bases permitted by the data protection legislation that we use are:

Performance of a Contract – supply of goods and services ordered.

Legal Obligation – communications with statutory bodies, insurance claims.

Vital Interests – disclosure of medical history to a medical professional to protect the vital interests of the data subject.

Legitimate interest of a member or the charity in providing youth services – photography of activities to promote them, passing of personal data to other parts of the Scout Movement to assist with local membership, processing data of members for the purposes of their membership of the charity.

Consent – where other bases are not appropriate and explicit consent has been given and not withdrawn.

How we store personal data

We are committed to the protection of your personal information.

We generally store personal information in one of two secure digital online database systems, where access to that data is restricted and controlled.

The online membership system of The Scout Association, this system is used for the collection and storage of adult personal data.

Online Scout Manager is an online membership system run by Online Youth Manager Ltd, this is a secure membership database where we store the personal information of adults and youth members for the day to day running of the Districts Explorer Units.

Printed records and Event data

Mostly we use online systems as mentioned above to collect and manage data. However occasionally paper forms may be used to capture and retain some data for example the following: –

  • New joiners form.
  • Health information and Events consent from parents.
  • Events coordination with event organisers.
  • Award notifications/nominations
  • Appointments processes and reviews
  • Adult training progress

Wherever possible we will seek to transfer the collection of this information to secure online systems and destroy any paper forms used to collect such data.

In the case of Joining forms, Health update forms, this information is securely held by the leader or waiting list manager, and transferred to our secure digital systems as soon as possible before the paper form is destroyed.

Financial records

As a registered charity, we are required to keep records of all transactions in and out of the various accounts we operate. We store this data in password protected systems. Minimal personal data, to help identify who we receive money from and who we pay, is included in this system. Gift Aid collection data is also stored here by the District Treasurer to aid in the collection of Gift Aid for membership fees, we have a legal obligation to retain this information for 7 years after our last claim.


Members of the Districts Explorer Units and adult members in the District are offered the opportunity to attend events and camps, where is necessary to fulfil our legal obligations we will be required to potentially have a less secure means to access personal information, such as printouts of personal contacts and medical information, (including specific event contact forms), 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/camp.

We will ensure:

a) Transfer of paper is secure, such as physical hand to hand transfer or registered post.
b) Paper forms are securely destroyed after use.
c) Secure destruction will be through a shredding machine or securely burned.
d) Always keeping the paper records secure, especially when in transit, by using:
i. A lockable brief case.
ii. A lockable filing cabinet if long term stored.
e) If transferred to somebody, we will audit that they return them when the event is complete.

Sharing and transferring personal Information

We share personal information within our District members and our Explorer Unit leaders.

We may share personal information with other parts of the Scout Movement for the purposes of delivering our services. For example, we may share personal information with The Scout Association, Hertfordshire Scout County and other local Scout groups. In these circumstances the other parts of the Scout Movement are the Data Controller for the data that they receive.

We will share your personal information with others outside our District where we need to meet or enforce a legal obligation, this may include local Scout groups, Hertfordshire Scout County, The Scout Association and its insurance subsidiary “Unity”, local authority services and law enforcement. We will only share your personal information to the extent needed for those purposes.

If you move from Ware and District, to another District, County, Scout Group or Explorer Scout Unit we may transfer your personal information to them.

We will never sell your personal information to any third party for the purposes of marketing.

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

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the organisation where there is a legitimate reason to do so. We will take steps to anonymise the data we provide (i.e. collective reporting on gender, ethnicity, age, etc.). If identifiable data is to be shared we will seek your consent.

Third Party Data Processors

Ware District Scout Council uses the following third-party data processors:

  • Online Youth Manager Ltd (Online Scout Manager) is used to record the personal information, badge records, event and attendance records etc. We have a data processing agreement in place with online youth manager, more information is available at https://www.onlinescoutmanager.co.uk/security.php
  • Microsoft cloud services (e.g. 365 Outlook email, Excel, Word, etc) for general administration and record keeping.

Automated decision making

Ware District Scout Council does not have any automated decision-making systems.

Transfers outside the UK

Ware District Scout Council will not transfer your personal information outside of the UK, with the exception of where an Event is taking place outside of the UK and it is necessary to provide personal information to comply with our legal obligations, although generally such an event will have its own data collection form which will be securely held and disposed of after the event.

How do we protect personal data?

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate and up to date and kept only for as long as necessary for the purpose for which it is used.

How long do we keep your personal data?

We will retain your personal information, throughout the time you/your child(ren) are a member of Ware and District Explorer Units or members of the District team or local groups.

We will retain your full personal information for a period of two year after you have left and in a much more limited form (just name, badge and attendance records) for a period of up to 15 years (or until the age 25) to fulfil our legal obligations for insurance and legal claims.

We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC (which may be beyond age 21).

We will keep records of our member’s accidents and injuries for a period of up to 3 years after any adult’s injury, or until a youth member turns 21.

Your rights and your personal data

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 data protection regulator.

Unless subject to an exemption under the GDPR, 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 our District Executive and Explorer Units.
  • The right to access your personal data – you can ask us to share with you the data they have about you.
  • The right to rectification – this just means you can update your data if it’s inaccurate or if something is missing. You can view and edit your personal information directly on our online membership systems Online Scout Manager and Compass.
  • The right to erasure – this means that you have the right to request that we delete any personal data they have about you. There are some exceptions, for example, some information can be held for legal reasons or where the Legitimate Interests of both parties require it.
  • The right to restrict processing – if you think there’s something wrong with the data being held about you, or you aren’t sure if we are complying to rules, you can restrict any further use of your data until the problem 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. This should make it easier to avoid unwanted marketing communications and spam from third parties.
  • 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.

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.

Contact Details

To exercise all relevant rights, please contact us.

You can also contact the Information Commissioners Office. Their contact details can be found on their website: ico.org.uk.

Reviewed: January 2024