| PROCESS,DIRECTION,OWNER,DESCRIPTION,WHAT,WHO,HOW,LAWFUL BASIS,WHERE,WHY,COMMENTS,WHEN |
| Data ,Receive or Transfer,Data owner,What is the Process activity,Personal or Special,Who can access the data,How is this data received/transferred,Whats my lawful basis ,Where is this data stored,Purpose for Process,Comment,How long is data kept |
| This is the process where personal data is gathered or transferred_ these are examples to be used if applicable to your trust. Please enter 2 processes if you collect both personal and special category data,Is the direction of the personal data movement inbound to the trust or outbound,Who is gathering or transferring the personal data,A description of the process with as much detail as possible,Is the data in this process personal or sensitive. Personal data is name_ d.o.b_ address etc.. And special category data is health records_ religion etc..,During this process who has access to this data_ select all that apply. If other is selected add further detail to the comments column,As part of this process how is the data received or transferred_ select all that apply. If other is selected add further detail to the comments column,Each process should be aligned to a lawful purpose. If a process processes both personal and senstive data then 2 processes should be entered,As part of this process where is the data stored_ select all that apply. If other is selected add further detail to the comments column ,What is the reason for the process_ give as much detail as possible to demonstrate there is a justified reason to gather/transfer personal data. ,Where 'other' has been selected or further detail is required for this process_ add it here. It is good to add as much detail as possible to justify the process,It is important to understand and document how long you will keep personal data as part of this process_ this needs to be justified. The below are examples for the process |
| Pre join enquiries,Inbound,Group Scout Leader / Section Leader,Parents and young persons data is gathered as part of a pre join enquiry,Personal,,,Legitimate interests,,The personal data is required to contact the parent in regards to the joining process and any wait times for a placement,,Data is kept until the young person joins or for 1 year_ whichever is longer |
| [MISSING],Inbound,Group Scout Leader / Section Leader,Young members details are gathered as part of the Joining Process. This includes parents contact details,Personal,,,Performance of a contract,,Personal Data is gathered to fulfil the requirements of the joining process.,,Data is kept until the Young Person leaves or Moves On. It is then retained for 2 years to answer enquiries on membership or assist a rejoin |
| Young Members Joining - Special category,Inbound,Group Scout Leader / Section Leader,Young members details are gathered as part of the Joining Process. This includes parents contact details,Special,,,Not-for-profit body,,Special category data is gathered to fulfil the requirements of the joining process.,,Data is kept until the Young Person leaves or Moves On. It is then retained for 2 years to answer enquiries on membership or assist a rejoin |
| Adult Volunteers Joining - Personal data,Inbound,Group Scout Leader / Section Leader,Adult Volunteer personal details are gathered as part of the joining process,Personal,,,Performance of a contract,,Special category data is gathered to fulfil the requirements of the joining process. Data gathered is sensitive as we need to be aware of conditions and preferences,,Data is kept for 2 years after the Adult Volunteer leaves The Movement. This may be retained for a longer period with TSA for safeguarding. |
| Adult Volunteers Joining - Special category,Inbound,Group Scout Leader / Section Leader,Adult Volunteer special categoryl details are gathered as part of the joining process,Special,,,Not-for-profit body,,Special category data is gathered to fulfil the requirements of the joining process. Data gathered is sensitive as we need to be aware of conditions and preferences,,Data is kept for 2 years after the Adult Volunteer leaves The Movement. This may be retained for a longer period with TSA for safeguarding. |
| Adult Volunteers Identification checking,Inbound,Group Scout Leader / Section Leader,Adult Volunteers identification is checked by the local Scout group appointments individual,Personal,,,Performance of a contract,,The identification of Adult Volunteers needs to be checked locally as part of the appointments process and to aid vetting,,The identification form is only required until the DBS/PVG process is complete |
| Away Day Events,Inbound,Group Scout Leader / Section Leader,Young Person attendance at the event to be planned is gathered,Special,,,Explicit consent,,Consent is gathered for attendees. In addition updated health care data is gathered on the Young Person so it is current.,,Data is kept for a 2 month period post the event then it is deleted. This is in case an incident at an event requires this information. |
| Away Day Events Mgmt,Outbound,Group Scout Leader / Section Leader,Young person data in attendance is transferred to the 3rd Party Event Company,Personal,,,Explicit consent,,The event mgmt team require personal data on the Young Persons in attendance for health and safety_ sensitive health data is included in this,,Data is kept by the Events mgmt team for the period of the event_ this is then deleted. |
| Moving On,Outbound,Group Scout Leader / Section Leader,Young Person Moves On to the next tier of the Scout structure. The Personal Data on this individual is transferred to the new Scout Leader,Personal,,,Legitimate interests,,The Group Scout / Section Leader of the group the Young Person is Moving On to requires the data from the previous Scout Leader. This is to fulfil the role of Group Scout / Section Leader,,Data is kept until the Young Person leaves or Moves On. It is then retained for 2 years to answer enquiries on membership or assist a rejoin |
| Transfer Waiting Lists,Outbound,Group Scout Leader / Section Leader,The details of Young People on a waiting list are transferred from one Scout Leader to another,Special,,,Legitimate interests,,To reduce waiting lists to a minimum they are transferred from one Group Scout / Section Leader to another in the District.,,The list data is retained until the placements are made_ then it is deleted |
| Annual Health Check,Inbound,Group Scout Leader / Section Leader,Young Person health records are updated from the Parent/Guardian,Personal,,,Explicit consent,,Group Scout / Section Leaders have a requirement for up to date medical and preference information as they have a duty of care of the Young People.,,Data is kept until the Young Person leaves or Moves On. |
| Young persons award capture,Inbound,Group Scout Leader / Section Leader,Young Persons Data is updated periodically with details of achievements,Personal,,,Performance of a contract,,Young Persons data records are required to be updated when they achieve awards to track their curriculum progress,,Data is kept until the Young Person leaves or Moves On. |
| Accident recording - No medical intervention,Inbound,Group Scout Leader / Section Leader,The reporting of accidents that have happened that did not require any medical intervention,Personal,,,Legal obligation,,To defend agaist any claims post an accident or incident the detail of the event needs to be captured,,The accident detail will be retained locally until the individual is 21 or 3 years_ whichever is greater |
| Incident reporting - medical intervention required,Outbound,Group Scout Leader / Section Leader,Passing of records of accidents to TSA and Unity Insurance that have happened locally that required medical intervention,Personal,,,Legal obligation,,It is required as part of POR to pass details of any accidents or incidents that occur at local level to TSA and Unity Inusrance for any claims that may arise,,The accident detail will be retained locally until the individual is 21 or 3 years_ whichever is greater |
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