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Map your data - Keep a record of the personal data you hold and why

This is your starting point!

To implement GDPR you need to understand how you collect data, where your data is and how it is being used.

In order to get to grip with all the data you have you should carry out an data audit across your Scout Group. A data audit is a process by which you obtain evidence about how data is being collected and processed across your scout group.

Understand (map out) your data flow

Your data audit will yield a wealth of information, but the information isn’t organised. Raw data from a data audit Tends to be like a bowl of spaghetti you know data comes in and goes from one point to another but it’s hard to find the start and end point, or to see clearly where it goes.

Once you have carried out your data audit you need to understand how the data flows through the group. This means how:

  • you collect it

  • share it internally

  • share it externally

  • who has access to it

  • and, whether at any point, you are transferring any data abroad.

Remember, an information flow can include a transfer of information from one location to another. For example, the information may stay within your Scout Group yet a transfer takes place because a young person moves up to the next section.

Audit your data

Your information audit needs to record the personal data you hold and work with. This means recording information including:

  • the personal data you hold – eg names, emails, phone numbers, financial information etc.
  • how you got this information – eg a joining form, joining enquiries, fundraising etc.
  • why you have this information
  • how long you’ve had it for
  • whether you still need it – if not, this is an opportunity to delete it
  • if you share this information with other organisations
  • if the information you have is ‘special category data’. Examples include health records or information about someone’s race, religion or sexual orientation.

Click here to download our information audit spreadsheet 

Don't forget your third party processors