Privacy Policy


	Privacy Policy

	Stockton Brook Scout and Guide Group is committed to protecting your privacy
	With the exception of the provisions set out in this policy statement, we will not release any personal information to a third party under any circumstances unless expressly authorised to do so by you, or if we are obliged to do so by law.
	All information and records we keep are dealt with in accordance with the Data Protection Act 1998 (the "Act") and we take all reasonable care to prevent any unauthorised access to your personal data.
Web data	We do not collect or store any information, or use Cookies, when you access data on this website. The only information collected is your name, contact details and email address when you choose to contact us via this website.
Registering	When you put your child's name down on one of our Units waiting lists we need your Childs full name, date of birth and Parent/Carers contact details. This is so that they can appear on waiting lists in Date of birth order, and so that we have the right information available to contact you as soon as your child is able to join one of our Units.
Information we keep	When a member registers with one of our units, Parents are required to fill in an Essential Information form which provides the following personal information:- Name of the member being registered Address Telephone numbers Date of birth Email address's Parental contact details and contact details for one other alternative emergency contact Immediate health details, inc allergies Any disabilities, or religious requirements Ethnicity - this is used to provide data for Local Authority grant requests Dietary requirements and in particular food allergies Consent for photographs, video We ask parents to consent, if possible, to help on a daily, weekly, monthly, or never basis. We particularly need help with travel arrangements to activities. We ask parents for information on any skills they have which they may wish to share with the unit We ask parents to sign a Gift Aid declaration (all our units are Charities and therefore able to claim tax back from the Government. this is currently 28p for every £1 you give us in subscriptions) This information is stored by individual Unit Leaders for the purposes of administering the unit. Some of the above information from these forms is passed on to Scouting or Guiding District, Division, County and Headquarters when an annual census is carried out and annual Insurances completed. In Guiding Sections this information is kept on a secure database - see Go below. .	We are required by Scouting and Guiding rules to keep the Essential Information about members stated to the left. These records are kept at Unit level, and on a central password protected database see Go below. A copy of our Essential Information form is available in the downloads section of this website. These records will be passed on from Unit to Unit as the Child progresses though the sections. Once your child leaves our Unit the records will be destroyed by burning or shredding. Parents may request for their Childs essential information form to be handed to them once the child leaves our Units. If he/she becomes an Adult member he/she may give permission for her records to be kept, or handed to him/her.
Activity Consent	Parents will be issued with Activity Consent forms for every activity which takes place 'outside' the normal meeting place. (this will include overnight camps and sleepovers at the headquarters). Where the event involves sporting or adventurous activities these will normally be listed on the form (where known) in order that parents may grant permission for each activity. There are certain circumstances where our group takes part in events and activities arranged by Division and County where a full list of the activates will not be known until the event takes place.	We are required by Scouting and Guiding rules to keep members consent forms: Holiday/Camps : 1 year Sleepover: 1 year Activity Outside Meeting Place: after event After this forms are destroyed.
Water Activities	Where activities involve water, your child must be able to swim 50m before he/she will be allowed to take part. For certain water activities this may be with the aid of an inflatable jacket. You will need to confirm this on consent forms.
Health Forms	Where activities take place overnight. A Health form will also be issued. Parents should provide information specific to each activity. Leaders cannot be expected to know about a specific health condition if it is not indicated on the form. Where activities take place as part of a District, Division or County event it may not be the Leader familiar with your child who has to deal with an emergency situation and they will rely on the information indicated on health forms. Forms can be handed to leaders in confidence. All members will be required to carry copies of their health forms with them during an activity to ensure that leaders/coaches have the relevant information to hand should an emergency occur.	We are required by Scouting and Guiding rules to keep members health forms If no Treatment given: after event If Treatment given: Thee years After this forms are destroyed.
Other Forms		Volunteer registration: 10 years Annual Accounts: 7 years Notification of Accident: 3 years Adult, Child until 21st Birthday
Disclaimer	Stockton Brook Scout and Guide Group cannot be held responsible for the policies or content of any third party website, which you access from links provided on this website. Links are provided for your convenience and interest, and you access these websites at your own risk
Guiding GO Database	Girlguiding UK has set up a central UK database for all Guiding records. (Staffordshire went live in Aug 2009) for more information ...click link This database is accessible to Unit Leaders on a level by level role by role basis and is severely password protected. Scouting UK is currently in the process of setting up a similar form of database.

This page was last updated 26 February 2011