Privacy policy

We hold information about each of our scout members and their parents or guardians in order to help us to ensure the safety and well-being of all scouts, including leaders and helpers.This information is held securely in our Online Scout Manager (OSM) account and / or in our secure Google G-suite storage.

In addition to the specific detail on this page, we conform to the UK scouting Privacy and Data Protection Policy. This and other policies which govern scouting in the UK can also be accessed via the Scouting Policy, Organisation and Rulespage.

Data Retention

Scout personal and medical information is held for a period of twelve months after a scout leaving the group.
Photographs and video which may contain images of scout members is retained indefinitely for the uses described below and as a historical record of the group's activities.

Photography and video

During some of our regular meetings and at external activities, still or video images may be taken by leaders and stored securely within the 4thefsscouts.org.uk Google G Suite storage.

Images may be used for one or more of the following purposes:

  • Use on the 4th EFS Sea Scouts public Facebook page
  • Use on the 4th EFS Sea Scouts public website
  • Use by the GLNE County and EFS District scout organizations to promote scouting
  • Articles in Bancroft's School magazines (including Old Bancroftian's publications)
  • Display on internal Bancroft's School (permanent and/or temporary) display boards
  • Display during Bancroft's events to parents & pupils (including prospective parents & pupils)
  • Display use during Scouting events, including the 4th EFS Annual General Meeting
In keeping with Scout safeguarding principles, individual scouts are not identified in associated captions or text without explicit consent of parents / guardians.

Personal information

Personal information about scouts is held in our OSM account and is used in order to ensure the safety and well-being of scouts during regular meetings and at other scouting events. During offsite events, personal information for scouts attending the event may be reproduced in other electronic or paper form and held by leaders on site at the event or acting as home contact points. External copies are destroyed securely after the event completion.

In the event that we are informed by a parent or guardian or by another scout group that the scout is moving to a new section, we will pass the full scout record to the new section either within the OSM system or by electronic or paper copy.

Anonymised personal data will be transferred to the Scout Association as part of an annual census. This includes information provided regarding religion and ethnic background which are not otherwise used for day to day operation of the group.

Medical information

Medical information about scouts is held in our OSM account and is used in order to ensure the safety and well-being of scouts during regular meetings and at other scouting events. During offsite events, medical information for scouts attending the event may be reproduced in other electronic or paper form and held by leaders on site at the event or acting as home contact points. External copies are destroyed securely after the event completion.

In the event that we are informed by a parent or guardian or by another scout group that the scout is moving to a new section, we will pass the full scout record, including medical details, to the new section either within the OSM system or by electronic or paper copy.

Attendance and Achievement Record

During their time in the group, attendance and achievement data will be generated for the youth member and stored in OSM. This data will be used internally to allow us to run the program and award Scout badges.

We will also share this information with our sponsors, Bancroft’s School, to allow them to monitor levels of participation in scouting as part of their co-curricular coordination, and to allow scouting achievements to be added to school records and reports.

Anonymised attendance and achievement data will be transferred to the Scout Association as part of an annual census.

Anonymised attendance and achievement data will be transferred to the Royal Navy during the Biennial Review process which is part of the Royal Navy Sea Scout Recognition Scheme.

Safeguarding and child protection

In the event that we believe that there is a safety or safeguarding issue relating to an individual scout, in addition to following the prescribed scout safeguarding procedures then in force, we will collaborate with the child safety procedures at Bancroft's school regardless of the nature or location of the event triggering us to identify a relevant issue.