Members Hub
Data Protection & Privacy
We take the privacy of our members, parents, and volunteers seriously. Here's a plain-English overview of how we handle personal data — and what you can do if you have questions or concerns.
Looking for the full legal policy?
Our complete Privacy Policy sets out everything in detail, including legal bases, retention periods, and your rights under UK GDPR.
Read the full Privacy Policy →Who handles your data
The 144th Glasgow (1st Baillieston) Scout Group is the data controller for the personal information we collect. We are a Scottish registered charity (SC032585) and operate as part of The Scout Association.
If you have any questions about how we use your data, email us at data-protection@144glasgowscouts.org. You can use info@144glasgowscouts.org as a fallback if you are unsure where to send something.
What we collect and why
We only collect information we genuinely need. Here's what we hold and what we use it for:
Member and family records
Names, dates of birth, contact details, and section information are held in Online Scout Manager (OSM) — our authoritative member and waiting-list system. We use this for section administration, event planning, badge records, and joining records.
Joining and contact enquiries
When you contact us, we collect your name, email, and any details you provide. Generic contact is treated like emailing the group. Youth joining should go through the OSM waiting list; the website enquiry form only helps us respond and direct you to the right route.
Safeguarding records
Adult volunteers are required to complete a PVG (Protection of Vulnerable Groups) check. We may collect identity documents to process this check. These are securely stored in the admin-only onboarding area and deleted after the onboarding cleanup period.
Accident and incident records
In the event of an accident at a Scout activity, we are required to record details about the incident. These records are retained for 7 years in line with Scout Association guidance and legal requirements.
Communication and photos
Official emails and informal WhatsApp
Formal group business should use official group email addresses, OSM, or other official group systems. WhatsApp is an informal chat space for reminders, routine logistics, and community contact; it is not where we keep official records or handle sensitive personal information.
Photos and media consent
Leaders are expected to check the photo consent recorded in OSM before publishing photos on official channels. We are volunteers and may occasionally miss someone in the background of a large group photo; if that happens, email the section or info@144glasgowscouts.org and the first available adult will remove it.
Systems we use
Online Scout Manager
Our primary member database. Attendance, badges, contact details, and section records are all managed here. OSM is provided by Compass Digital Ltd and has its own privacy policy.
Google Workspace
Our group uses Google Workspace for email and secure document storage, including sensitive forms and incident records.
This website
Our website uses Google Firebase for secure data storage, authentication, and form handling. We may use Cloudflare Web Analytics to understand aggregate page views and popular pages. We do not use advertising cookies or build profiles about individual visitors.
Used as an informal chat tool for current members, parents, Explorers aged 14+, and leaders. Formal matters remain on official group email, OSM, or restricted records.
Physical records
Any physical paperwork (e.g., consent forms at events) is not permanently stored. It is destroyed within 30 days of the event concluding.
Who we share data with
We do not sell personal data. We only share data where necessary:
- → The Scout Association — anonymised census data each year (no individual can be identified)
- → HMRC — if you have signed a Gift Aid declaration, your name and address are shared as required by law
- → Service providers — Google (hosting/email), Cloudflare (spam protection), and Resend (email delivery) process data on our behalf under data processing agreements
Your rights
Under UK data protection law, you have the right to:
Access your data
Request a copy of the personal data we hold about you (Subject Access Request)
Correct your data
Ask us to fix inaccurate or incomplete information
Delete your data
Ask us to remove your data, where we are not required by law to keep it
Restrict processing
Ask us to pause processing your data in certain circumstances
Object to processing
Object to processing based on legitimate interests
Data portability
Receive your data in a portable format where applicable
Contact us or make a request
To exercise any of your rights, ask a question about how we use your data, or raise a concern, email us at the dedicated data protection address below. We will respond within one month.
Data Protection Enquiries
144th Glasgow (1st Baillieston) Scout Group · SC032585
If you are not sure whether something is a data protection request, you can still use info@144glasgowscouts.org and we will route it.
If you're not satisfied with our response, you can also complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Full Privacy Policy
For the complete legal detail — including specific retention periods, international transfer safeguards, and all of your rights — read our full Privacy Policy.
Read the full Privacy Policy →