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[null,null,"PURPOSE : The purpose of this form is to capture the data processes that exist within your trust and evidence what you are doing with that data"]
[null,null,null,null,null,null,null,null,null,"DATA INVENTORY"]
[]
[]
[null,null,null,null,null,"PROCESS","DIRECTION","OWNER","DESCRIPTION","WHAT","WHO","HOW","WHERE","WHY","WHEN","COMMENTS"]
[null,null,null,null,null,"Data ","Receive or Transfer","Data owner","What is the Process activity","Personal or Sensitive","Who can access the data","How is this data received/transferred","Where is this data stored","Purpose for Process","How long is data kept","Comment"]
[null,null,null,null,null,"This is the process where personal data is gathered or transferred, these are examples to be used if applicable to your trust","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 sensitive 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","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\n","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. ","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","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"]
[null,null,null,null,null,"Young Members Joining","Inbound","Group Scout Leader / Section Leader","Young members details are gathered as part of the Joining Process","SENSITIVE PERSONAL",null,null,null,"Personal 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 until the Young Person leaves or Moves On.","The Movement needs to avoid using online personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,"Please watch this video in advance of completing this sheet.",null,null,"Adult Volunteers Joining","Inbound","Group Scout Leader / Section Leader","Adult Volunteer personal details are gathered as part of the joining process","SENSITIVE PERSONAL",null,null,null,"Personal 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 months after the Adult Volunteer leaves The Movement. This may be retained indefinitely with TSA for safeguarding.","The Movement needs to avoid using personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,null,null,null,"Away Day Events","Inbound","Group Scout Leader / Section Leader","Young Person attendance at the event to be planned is gathered","SENSITIVE PERSONAL",null,null,null,"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.","The Movement needs to avoid using personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,"This form is fully open for edits. If the examples don’t match with how you operate then edit as appropriate or add further processes to the bottom of the sheet",null,null,"Away Day Events Mgmt","Outbound","Group Scout Leader / Section Leader","Young person data in attendance is transferred to the 3rd Party Event Company","SENSITIVE PERSONAL",null,null,null,"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.","The Movement needs to avoid using personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,null,null,null,"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","SENSITIVE PERSONAL",null,null,null,"The Group Scout / Section Leader of the group the Young Person is Moving On to requires all 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.","The Movement needs to avoid using personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,null,null,null,"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","PERSONAL",null,null,null,"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","The Movement needs to avoid using personal storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,null,null,null,"Annual Health Check","Inbound","Group Scout Leader / Section Leader","Young Person health records are updated from the Parent/Guardian","SENSITIVE PERSONAL",null,null,null,"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.","The Movement needs to avoid using paper based storage means for members and volunteers personal and sensitive data wherever possible "]
[null,null,null,null,null,"Young Persons details updates","Inbound","Group Scout Leader / Section Leader","Young Persons Data is updated periodically with details of achievements","PERSONAL",null,null,null,"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.","This data will be tagged against the Young Persons membership record"]
[]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]
[null,null,null,null,null,null,"Inbound",null,null,"SENSITIVE PERSONAL"]