This notice explains what information 1st Wessex Scout Group collects about young people, families and volunteers, why we need it, and your rights.
Read the version for young people.
Who we are
1st Wessex Scout Group is a voluntary organisation and a member group of The British Boy Scouts and Girl Scouts Association, which is a registered charity (no. 288631). We are responsible for the information described here. Contact us at scouts@1stwessex.org, by phone on 01202 533511, or by post at Richmond Hill St Andrew’s URC, St Stephen’s Road, Bournemouth BH2 6JJ. Our data protection contact is the Chairman, at chairman@1stwessex.org.
The short version
- We only collect what we need to run Scouting safely.
- We never sell your information or use it for advertising.
- Health details and photo choices are collected privately, never through this website.
- Website forms are deleted automatically after 6 months.
- This website doesn’t use tracking cookies.
What we collect and why
When you ask for a place
Your name, relationship to the child, email address and phone number; your child’s first name, month and year of birth, section and start preference; anything you tell us to help them settle in; and how you heard about us. We use this to reply to you and arrange a place. Our lawful basis is legitimate interests. If your child doesn’t join, we delete the enquiry after 6 months.
When your child joins
Your child’s full name, date of birth and address; parent, carer and emergency contacts; attendance, badge progress and payments. We use this to run meetings and activities safely. Our lawful basis is legitimate interests.
Health information
Medical conditions, allergies, medication and dietary needs. We use this to keep your child safe and to give the right care in an emergency. Because health information is special category data, we rely on your explicit consent, and on protecting someone’s vital interests in an emergency.
Photos and videos
Families agree to photos when their child joins.
Accidents and incidents
If someone is hurt, we record what happened and what we did. Our lawful basis is legitimate interests, and we may need the record to handle a claim. We keep accident records until the young person is 21, or as our insurer requires. The group is insured as an organisation, and our minibus has its own separate insurance for Scout use.
Safeguarding concerns
If we’re worried about a child, we record what we know and who we told. We rely on the conditions for safeguarding children in the Data Protection Act 2018, and we keep these records for as long as safeguarding guidance requires.
Volunteers
Your application, references, training records and the outcome of your DBS check. We record the certificate number, date and result, but we don’t keep copies of DBS certificates. Our lawful basis is legitimate interests, and for criminal records information, the conditions for safeguarding children in the Data Protection Act 2018.
Messages and volunteer enquiries
Your name, contact details and message. We use them to reply to you. Our lawful basis is legitimate interests. We delete them after 6 months.
Using this website
Our web host keeps standard server logs, including IP addresses, to keep the site secure. When you send a form, a scrambled version of your IP address is kept for one hour to stop spam. We don’t use analytics or tracking cookies. See cookies.
Where we keep your information
Membership, contact and health records are kept on specialist Scout membership software, Online Scout Manager (OSM), which has its own GDPR checks and keeps the information secure. Only leaders who need it can see it.
Who we share information with
We only ever use your details for running 1st Wessex. We never sell them, and we never pass them to outside organisations, except:
- BCP Council or the police, if we’re worried about a child’s safety.
- Emergency services, if a young person needs urgent medical help.
- The Disclosure and Barring Service, for volunteers’ DBS checks.
How long we keep information
- Website enquiries and messages: 6 months.
- Membership records: kept securely on OSM (Online Scout Manager) while your child is a member, plus 1 year.
- Health forms: kept on OSM while your child is a member, then securely deleted.
- Accident records: until the young person is 21.
- Safeguarding records: as long as safeguarding guidance requires.
Your rights
You can ask to see the information we hold about you, have it corrected, have it deleted, limit how we use it, object to how we use it, and get a copy to take elsewhere. Where we rely on consent, you can withdraw it at any time. Young people can make requests about their own information too. Email us to make a request. We reply within one month.
Complaints
Please talk to us first at scouts@1stwessex.org. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes
We last updated this notice on 5 October 2026.
