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Privacy Policy

Privacy Policy

Our Privacy Policy

Pinner & Headstone District Scouts collects data from our members and others to allow us to carry out our charitable purposes and activities as part of The Scout Associations aims.

You provide this data directly through your membership of Scouting, or an organisation using our facilities and services.

We process data using three legal reasons and permissions (“legal basis”); with your consent, legitimate interest or as a necessity to enter into and perform contracts; for the purposes described below.

When you are asked to provide personal data you can decline but in many circumstances to make use of our services or to be a member of the Association we require you to provide personal data. If you choose not to provide data we may have to suspend or cancel any membership or contract that requires it. We will notify you if this is the case at the time.

Data we collect

Personal information. The data we collect can include name and contact data; your first and surname; email address; postal address; phone number and other similar contact data for purposes detailed further in this policy.

Credentials. Passwords, password hints and similar security information used for authentication and account access to any online services that we might offer.

Demographic data. Data about you such as your age, gender and ethnicity.

Medical data. Data about any dietary requirements or medical conditions that we need to hold for the effective and safe delivery of our services to you.

Payment data. Data to process payments, such as your payment instrument number (such as a credit card number) and the security code associated with your payment instrument.

When we process personal data about you, we do so with your consent and/or as necessary to provide the services you use, operate our charity, meet our contractual and legal obligations, protect the security of our systems and our customers and members, or fulfil other legitimate interests of Pinner & Headstone District Scouts as described this section. We do not transfer personal data outside the European Economic Area.

The purposes of processing

Provide our services. If you are a member (or applying to be a member) of Scouting and/or Pinner & Headstone District we use your data to provide our services to you and to other members of Pinner & Headstone. This includes the maintenance of membership records, delivering and recording training, developing Scouting in the area and delivering the Scout programme to members.

Operate our campsite. If you are using our campsite or other facilities we may use your data to deliver our services to you including contacting you about any events that we are holding, managing your booking with us or participation in an event and checking permits for activities which require them.

Safety. We process data to ensure that we are protecting young people and adults that use our services.

Legal Compliance. We process data to comply with the law and our legal obligations in exercising our duty of care to our members and the young people that use our services and facilities.

Fundraising. We use your data to help us make applications to third parties for funding in line with our charitable purposes. We do not transfer your personal data to third parties.

Reasons We Share Personal Data

We may share your personal data with other charities that make up The Scout Association. This includes the ‘UK headquarters’ based at Gilwell Park, Enfield; The ‘County’ known as Greater London Middlesex West; and ‘Groups’ of the District.

If you are using our facilities and services as part of another youth organisation and you have provided your information to us directly (rather than via your organisation) we may share it with your organisation for the purposes of validating your membership or to protect the safety of our members and others who may use our facilities.

We do not share your data with any other third parties for marketing or other purposes unless we are required to do so by law.

How to Access and Control Your Personal Data

You can contact us to access your personal data, make any corrections or adjustments by emailing us at


Photography Policy

Pinner & Headstone District encourages the use of photos or videos taken during our activities to promote Scouting in the District & nationally to celebrate the endeavours and successes of our adults and young people. On the District website we hope to have many opportunities to use photographs of District, Group and section activities to enhance the content and relevance.

It is both best practice and compulsory to gain permission from all members of the Scout Association before publication of media on any platform whilst undertaking Scouting activities. We would request that all members allow us to use media content featuring them or their young people, though we do understand that for personal or child protection reasons you may not wish yourself or your young person to appear in published pictures.

The Permission to Photograph form can be found in the resources area. For District activities where the intention is to take photographs, the District will incorporate the Permission to Photograph form as part of the suite of permission forms set out with the young people. We strongly advise the Groups follow suit. Where Groups have already obtained permission from their young people to have their photographs taken, confirmation is to be sought from the Section Leader to confirm the young person or young person’s parent/carer has given the appropriate permission.

Media taken and controlled by Pinner & Headstone District Scouts will only be published on our own website, newsletter or posted on our social media platforms, occasionally we may forward photographs to other scouting media outlets or to the local press. Where we publish media we will take care to ensure that personal details such as full names and ages are not included in the related article or caption.

Photographic Guidelines

Groups in Pinner & Headstone are provided with further guidance on the implementation of this policy.

  1. We will never publish personal details with any photo image that is used (full name, address, email, etc.)
  2. We will endeavour to remove identifying metadata from graphics (e.g. location, comments etc.)
  3. The content of all pictures will be considered for appropriateness before publication
  4. We will only use images to publicise Scouting.

If we inadvertently publish material without parental permission on our website we will remove it as quickly as possible after it is brought to our attention. (Please contact; or speak to a member of the District team.) This policy will be reviewed annually and ratified, with suitable amendments, by the District team.


Social Media Policy

Social Media is an exciting way of promoting Scouting and we use this method of communication to interact with fellow Scouts, parents and the local community. Pinner & Headstone District Scouts actively engages with followers on our website, Twitter and Facebook.

The Scout Association encourages the use of social networks as a way to publicise Scouting. Our social networking is conducted within the guidelines issued by The Scout Association which can be found at Key individuals in the District, including the District Commissioner and the Deputy District Commissioners closely monitor our social streams to make sure they fit with these policies.

The District does not have any control over the use of members social media sites (Facebook, Instagram, Twitter etc.) that may be used by parents or youth members; individuals are responsible for the content of their own social media account. We would therefore request that all who are involved in Scouting are mindful of any content that they may post to these platforms and that any pictures that are set in a Scouting context should not bring the movement into disrepute or put young people at risk. We would also ask that you respect the wishes of other parents if they ask for their child’s picture to be removed.

Social Media Guidance

Groups in Pinner & Headstone are provided with further guidance on the implementation of this policy.

  1. Personal Details: We never put a young person’s personal details, whether that be a name, address or age etc. next to a photo, without the express permission of their parents/guardians.
  2. Permission: All parents of Pinner & Headstone Scouts should be aware that we use photos of our young people to promote and advertise Scouting and its benefits to young people and adult volunteers in Pinner & Headstone. If any parent does not wish us to use photos of their son/daughter in this way they can inform their leaders and we will make every effort to not post photos of that individual. It is the responsibility of the person using the photo to make sure that all the parents have been informed of this policy and that none have asked us not to use pictures of their son/daughter.
Put your phone down and what are you left with? Just teamwork, courage and the skills to succeed.’
Bear Grylls, Chief Scout Bear Grylls