Digital tools - scouts.org.uk
The Scout Association's Board of Trustees who, as charity trustees, are responsible for ensuring that proper systems are in place regarding the personal data stored on scouts.org.uk, The Scout Association is a Data Controller in Common with Groups, Districts, Counties and Countries. Data Controller's in Common may each use and access a shared database but each remains responsible for the personal data within its own control and capacity. Accordingly, Scout Units (Groups, Districts, Counties or Countries) remain responsible for ensuring that their handling of personal data locally is in compliance with the GDPR and POR (which includes uploading and maintaining such data onto Compass) and The Scout Association remains responsible for ensuring that its handling of personal data nationally is also in compliance with the GDPR and POR (including its particular responsibilities for data held on Compass).
Whilst the general data protection responsibilities of both parties towards the data it handles are similar in nature, there are differences according to the level of control each has over the data e.g. whilst The Scout Association will not be responsible for how personal data is handled locally, likewise, Groups, Districts, Counties or Countries will not be responsible for the technical or security aspects of scouts.org.uk which are not within their control.
What precautions should I take when using scouts.org.uk in different places e.g. in a public place, the office, at home or at a campsite?
Compass is a web-based membership system. It is therefore possible to access the system at any location with an internet connection. The following guidance highlights some simple security points that must be followed when accessing Compass:
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Frequently asked questions...
What is the data held on scouts.org.uk used for?
The data held on scouts.org.uk will be used for membership of Scouting purposes only. It will enable the local Scout Units (Groups, Districts, Counties) to manage scouting and will also enable an annual census to be undertaken which and can be used both locally by Groups, Districts, Counties/Areas/Regions as well as nationally to look at trends, and to identify areas for development locally and nationally.
The digital tools on scouts.org.uk have been developed to save you time and help make all your Scout administration easier to manage, it has also been developed to help you keep your Scout records and data held on young people, parents and adults safe, and is compliant with the GDPR.
How can Members manage the marketing and communications they receive?
Members can manage how their personal information is used for certain communications from The Scout Association. They can control what communications content they receive by logging into their account via the website and selecting the communications preferences on their profile.
This ability to manage how their personal information is used only applies to marketing-led content. The Scout Association and a Member's local Scout unit will send Members communications about Scouting relevant to their role or association with Scouting. The communication will contain essential information and will not contain marketing content.
Who is responsible for the accuracy of information held on My Membership?
Adult members are responsible for maintaining their own data e.g. name, address, contact details either directly or via a nominated individual. Certain other data may only be updated/maintained by authorised persons e.g. roles, training records, permits etc. All membership data should be checked as regularly as possible to ensure it is correct and factually accurate and must, in any event, be checked on an annual basis.
Is there any support available for volunteers before they have to use the system?
All volunteers will be 'enabled by easy-to-use digital tools' to help them develop their own experience and to deliver great programmes to young people.
Digital guides can be found here
Where is the data on scouts.org.uk held?
The data is held in the UK.
What if there's a data breach?
The Information Commissioner office (ICO), which regulates data protection in the UK, provides guidance as to the procedures in the event of a security breach which will be followed by The Scout Association.
To ensure consistency, any actual or potential data breach concerning the use of Compass should be reported to The Scout Association HQ.
How long is personal data to be retained?
In line with GDPR requirements, The Scout Association will only retain personal data for as long as it is required for membership purposes. The retention period will need to take into consideration any official statutory guideline/requirements deemed applicable.
At present and especially in light of general safeguarding concerns, The Scout Association is in the process of consulting with a number of agencies with regard to the relevant guidelines in order to finalise its retention policy in this regard. However, it is important to note that when a person's membership ends, their role will be closed on Compass and their data archived so that it will no longer be accessible online. This data will only be accessible by a few authorised members of staff.
If a person re-joins Scouting in the future, their membership data will be reactivated and again be accessible in accordance with the hierarchy settings set on Compass.