Mendip Scout Base is the home of Wedmore Scout Group
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What is this document about? So that Wedmore Scout Group can successfully hire out its headquarters (Mendip Scout Base) to outside parties, it needs to hold basic information about them. The information that it collects enables it to provide the best service to them; by ensuring that the Group has all the information it needs to deliver these facilities, in a safe and appropriate manner. The "General Data Protection Regulation" (GDPR) dictate how the Group must treat this; and requires that it publishes this Privacy Notice, which describes to you (the "data subject" - the person whose data is held) what data it holds, some of which is classed as ‘Sensitive Personal Data’; as well as what and how the Group uses it to provide Mendip Scout Base to hirers. Personal information The Group maintains the ‘Personal Data’ that it has about its hirers, electronically on a local desktop computer; which is used for handling, collecting, storing and updating personal information relevant to the day to day hire of Mendip Scout Base; as well as noting bookings for events, raising invoices, and recording payments, etc. What information do we hold and where does it come from? The personal data that is kept about the hirers of Mendip Scout Base, includes information about some, or all of the following: name & contact information – so that we can get hold of you, should we need to do so hire periods & charges  - so that we can recover the agreed hire charges purpose of the hire – so that we can ensure that it is within the permitted use Mostly, the information the Group holds is provided by the hirer themselves.  However, it also retains data about each hirer’s history of hire of Mendip Scout Base, which is generated within the invoicing software. Who controls the information and who has access to the data? Control For the purposes of this Privacy Notice, the GDPR ‘Data Controller’ is "Wedmore Scout Group"; as it exercises overall control over the purpose for which, and the manner in which, personal data is processed. The Group can be contacted about this Privacy Notice by email at – ‘mailto:data-controller@mendip-scout-base.org’. The information is kept on a local desktop computer in a secure location, to ensure that it is readily accessible when it is needed; and so that it can easily be kept up-to-date and accurate. The data is protected by a password and is encrypted; to ensure that it is not available to people who should not have access to it. Initial bookings for the hire are handled through an email system and made using a paper based ‘Booking Form & Hire Agreement’; after which a ‘standalone’ bespoke invoicing package is used to generate a contact list of each hirer and an invoice for each period of hire. All booking forms and the relevant invoices are stored in paper format in a ring-binder that is kept in a secure location. Access Within the Group, the information stored about the hirers can only be accessed by approved adult members of the Group. No information is passed outside the Group to Third Parties (unless legally required to do so). Hires may request details of the ‘Personal Data’ that the Group holds about them, at any time by email at – data-controller@mendip- scout-base.org; so that they can ensure that the information held by the Group is up to date; and to request amendments to their records, if needed. Retention and Removal All booking forms and the relevant invoices are kept for seven years before being destroyed; so as to comply with the requirements of HMRC for keeping income records. Digital images are kept in perpetuity as they from part of the Group’s history. Hirers may ask the Group to delete their information; however, the removal of this may in the future, hinder the Group’s capacity to provide the facilities at Mendip Scout Base to them in a safe and appropriate manner.  Moreover, there may be circumstances where it may need to be retained; for instance, to investigate a complaint, in which case the hirer will be notified.

Privacy Notice 

This notice describes what personal data is held and how it is used

Privacy

Notice 

This notice describes

what personal data

is held and how it is

used

What is this document about? So that Wedmore Scout Group can successfully hire out its headquarters (Mendip Scout Base) to outside parties, it needs to hold basic information about them. The information that it collects enables it to provide the best service to them; by ensuring that the Group has all the information it needs to deliver these facilities, in a safe and appropriate manner. The "General Data Protection Regulation" (GDPR) dictate how the Group must treat this; and requires that it publishes this Privacy Notice, which describes to you (the "data subject" - the person whose data is held) what data it holds, some of which is classed as ‘Sensitive Personal Data’; as well as what and how the Group uses it to provide Mendip Scout Base to hirers. Personal information The Group maintains the ‘Personal Data’ that it has about its hirers, electronically on a local desktop computer; which is used for handling, collecting, storing and updating personal information relevant to the day to day hire of Mendip Scout Base; as well as noting bookings for events, raising invoices, and recording payments, etc. What information do we hold and where does it come from? The personal data that is kept about the hirers of Mendip Scout Base, includes information about some, or all of the following: name & contact information – so that we can get hold of you, should we need to do so hire periods & charges  - so that we can recover the agreed hire charges purpose of the hire – so that we can ensure that it is within the permitted use Mostly, the information the Group holds is provided by the hirer themselves.  However, it also retains data about each hirer’s history of hire of Mendip Scout Base, which is generated within the invoicing software. Who controls the information and who has access to the data? Control For the purposes of this Privacy Notice, the GDPR ‘Data Controller’ is "Wedmore Scout Group"; as it exercises overall control over the purpose for which, and the manner in which, personal data is processed. The Group can be contacted about this Privacy Notice by email at – ‘mailto:data- controller@mendip-scout-base.org’. The information is kept on a local desktop computer in a secure location, to ensure that it is readily accessible when it is needed; and so that it can easily be kept up-to-date and accurate. The data is protected by a password and is encrypted; to ensure that it is not available to people who should not have access to it. Initial bookings for the hire are handled through an email system and made using a paper based ‘Booking Form & Hire Agreement’; after which a ‘standalone’ bespoke invoicing package is used to generate a contact list of each hirer and an invoice for each period of hire. All booking forms and the relevant invoices are stored in paper format in a ring-binder that is kept in a secure location. Access Within the Group, the information stored about the hirers can only be accessed by approved adult members of the Group. No information is passed outside the Group to Third Parties (unless legally required to do so). Hires may request details of the ‘Personal Data’ that the Group holds about them, at any time by email at – data- controller@mendip-scout-base.org; so that they can ensure that the information held by the Group is up to date; and to request amendments to their records, if needed. Retention and Removal All booking forms and the relevant invoices are kept for seven years before being destroyed; so as to comply with the requirements of HMRC for keeping income records. Digital images are kept in perpetuity as they from part of the Group’s history. Hirers may ask the Group to delete their information; however, the removal of this may hinder the Group’s capacity to provide the facilities at Mendip Scout Base to them in a safe and appropriate manner, in the future. Moreover, there may be circumstances where it may need to be retained; for instance, to investigate a complaint, in which case the hirer will be notified.
Mendip Scout Base is the home of Wedmore Scout Group © The contents of this website are copyright to Wedmore Scout Group
… the place for everyday adventure scout Mendip  base
… the place for everyday adventure scout Mendip  base