Please read the below article to understand how Southend Scout and Guide Gang Show and Southend ASU are complying with the General Data Protection Regulation (GDPR).

The General Data Protection Regulation (GDPR) came into effect on the 25^th May 2018, Southend Scout and Guide Gang Show and Southend ASU have therefore put in place the following processes and procedures to ensure we are compliant with the new guidance.

Marketing

We will ensure it is clear who we are marketing to and the lawful processing (consent, non-digital or legitimate interest) we are using as grounds to contact you.

The majority of our marketing is managed through Mail Chimp, everyone who is contacted via Mail Chimp has opted in via signing up to a mailing list, previously purchasing tickets to see the show or providing their contact details when they or their young person signed up to participate in the show.

On every marketing communication sent out via Mail Chimp there is always an unsubscribe function and you are encouraged to use this if you feel the content we are sharing with you is no longer relevant.

Want to Join

When potential new members or their parent/guardians are communicating with us via email (or other electronic means), face to face or through an information form they are consenting to the communication. However we take care to ensure that this communication reminds private.

On all joining forms (whether that be paper or online), we always provided a privacy notice as to what, why, how and where we’ll be using your data.

Active

Should the young person, parent/guardian or adult volunteer be active with Southend Scout and Guide Gang Show or Southend ASU their data will be stored in a filing system such as excel sheets on local laptops and online record keeping systems. All filing systems are password protected and only those executive committee members that require access to this data have permissions.

For Active members of Southend Scout and Guide Gang Show and Southend ASU their data is recorded and stored on Online Club Manager (OCM) and Microsoft Office 365 which are our online record keeping systems. By completing the web form to sign up to participate in Southend Gang Show you are providing us with consent to store your data on OCM and Microsoft Office 365 and send you relevant communications about the show. On each web form on Group Spaces we apply our standard privacy notice.

We will always make it clear on OCM, Office 365 or paper forms the purpose of what we’re going to do with the form and your data and also the timeframe for which we will hold onto your data. Typically this will only be for the duration of the show (Sept – Mar), with selected data e.g. email addresses maintained for marketing communications if consent provided. We only ever collect data that we need in order to run the show and it is kept secure at all times.

All data collected on paper forms will be kept to a minimum, however where this is done it will uploaded to an computerised filing system as soon as possible and the paper forms will be destroyed once this is complete.

Communications

A key requirement of being a member, parent/guardian or adult volunteer is to be communicated with updates. These updates can be about weekly meetings, upcoming events and general Scouting or Guiding news.

GDPR see’s this communication as essential for the effective operation of Southend Gang Show and Southend ASU. This type of communication is seen as necessary to fulfil our role and the show. However this communication should only be for the purpose of Southend Gang Show and Southend ASU and not further adverting.

For all advertising communications regarding Southend Gang Show and Southend ASU the person receiving the communication will have specifically opted in according to our standard privacy notice.

Moving On

When the latest It’s a Date or SHINDIGS is over, there is no longer any requirement to keep the personal or sensitive data we have stored about participants. Southend Gang Show and Southend ASU will therefore delete fully all participants and adult/guardian details. Should a young person or adult volunteer wish to leave Southend Gang Show or Southend ASU their data will be deleted fully if not required for further purposes.

Sensitive Data

Southend Gang Show and Southend ASU aim to keep the volume of sensitive data we record about our members and adult volunteers to a minimum. However as part of signing up to the show you agree to provide this information to ensure we can keep you safe at all times.

We only request sensitive data such as health information once during your time with the show. This information is stored on password protected excel filing systems locally on executive committee member PCs and on OCM.

Data Breach

Should there be a breach of data (this is a loss of information), Southend Gang Show and Southend Gang Show will follow the following process:

• Report the breach to the DPO
• Complete an ICO data protection breach notification form
• Communicate to those individuals effected

In the event that a member or parent/guardian asks for their data to be deleted, updated or disclosed, the data controller has 30 days to complete the request if it is not deemed excessive.

Subject Access Request (SAR) Process

Should you wish to receive a copy of the information that Southend Gang Show and Southend ASU hold about you please submit a SAR request to jamesj@southendgangshow.org.

Privacy Notice

Southend Gang Show and Southend ASU will include a privacy notice to explain exactly what data we’re recording, why we need it and how it will be used. For all privacy notices we’ll answer the following questions:

• What information is being collected?
• Who is collecting it?
• How is it collected?
• Why is it being collected?
• How will it be used?
• Who will it be shared with?
• Where it will be stored?
• Timeframe that the data will be kept for
• Whether it will be used for marketing purposes
• What will be the effect of this on the individuals concerned

Data Controller

For all personal data enquiries please contact jamesj@southendgangshow.org

For a full copy of the Southend Gang Show GDPR framework register please contact jamesj@southendgangshow.org