Data and Privacy Statement
Your privacy is important to us. This statement explains how we collect, store, use, and dispose of your family’s personal data. We are a voluntary non-profit organisation, and we aim to be transparent about our data practices while ensuring your information is secure.
What Information We Collect
We only collect the essential information required to run the Scout Group safely and effectively. This includes:
- Scout Information: Name, date of birth, medical information (allergies, conditions), and any special needs.
- Parent/Guardian Information: Name, email address, phone number, and emergency contact details.
- Permissions: Permissions for activities, photography, and medical treatment.
How We Collect and Use Your Information
We collect your data via the online membership management system (mms.willingtonscouts.ie). Parents/guardians will submit and update their family’s information directly through this system. It is the responsibility of parents/guardians to ensure the data is always up-to-date and accurate.
We use this information to:
- Manage membership and attendance.
- Ensure the safety and well-being of all Scouts during activities and events.
- Communicate important information about meetings, events, and trips.
- Provide emergency contacts with necessary information if required.
- Manage group administration and registration with Scouting Ireland.
Our Commitment to Your Data
- Secure Storage: All data is stored on our secure online membership management system. Access is strictly limited to authorised Scout leaders and administrators who require the information for their roles.
- Data Minimisation: We only collect the information we absolutely need. We will never ask for more data than is necessary.
- No Sharing: We will never sell or share your personal data with any third parties for marketing purposes. Your information is only shared with Scouting Ireland’s national systems, as required for membership registration.
How Long We Keep Your Information
We will keep your personal data for as long as your child is an active member of the Scout Group. Once your child leaves the group, we will dispose of your data in a secure and timely manner, with realistic consideration given to the voluntary nature of the scout group — unless there is a legal requirement to retain it for a specific period (e.g., for child protection records).
Your Rights Over Your Data
You have the following rights under GDPR:
- Right to Access: You can request a copy of the information we hold about you.
- Right to Rectification: You can ask us to correct any inaccurate information.
- Right to Erasure (“Right to be Forgotten”): You can ask us to delete your personal data.
As we use a self-service online system, you are able to view and update your information at any time. If you wish for your data to be completely deleted, please contact us directly.
Communications Consent
The Scout Group communicates with parents and guardians of its members via email, phone (WhatsApp), and, on occasion, post, regarding the Group’s operations.
Enrolling your child(ren) constitutes your agreement and consent to receive communications from the Scout Group (via its volunteer leadership) through the aforementioned methods or other similar, reasonable alternatives, as pertains to your child(ren)’s participation.
Upon a member’s departure, reasonable steps will be taken to cease communications in a timely manner, acknowledging the Group’s voluntary nature.
Contact Us
If you have any questions or concerns about this policy or your personal data, please contact the [email protected].