Birmingham Scout County takes the privacy and security of personal information seriously.

This Privacy Notice explains how Birmingham Scout County uses personal information, how we keep it safe, who we may share it with, how long we keep it and the rights individuals have over their information.

Birmingham Scout County is a data controller for personal information that it collects and uses in carrying out County Scouting activities.

We process personal information in accordance with UK data protection law and relevant Scouts policies and guidance.

What information we may collect

Depending on your involvement with Birmingham Scout County, we may collect information such as:

• your name and contact details;
• date of birth and age;
• Scout membership and role information;
• event or activity booking information;
• emergency contact details;
• payment and financial information;
• photographs or recordings;
• information about training, qualifications or permits;
• information needed to support accessibility, health, safety or wellbeing;
• correspondence with the County; and
• other information needed to organise and support Scouting activities.

Some information may be classed as special category personal data and requires additional protection.

Why we use personal information

We may use personal information to:

• organise and deliver County events, activities and opportunities;
• communicate with young people, parents, carers and volunteers;
• support volunteer recruitment, appointments and development;
• manage bookings, payments, expenses and refunds;
• support safeguarding, safety and wellbeing;
• administer County governance and Trustee responsibilities;
• manage County systems, communications and records;
• meet legal, regulatory and Scouts requirements; and
• improve the services and opportunities we provide.

We will only use personal information where we have an appropriate lawful basis for doing so.

Depending on the circumstances, this may include:

• fulfilling an agreement or arrangement with you;
• meeting a legal obligation;
• protecting someone's vital interests;
• carrying out legitimate activities and interests of Birmingham Scout County;
• carrying out functions connected with our charitable activities; or
• consent, where consent is the appropriate lawful basis.

Where special category information is used, an additional lawful condition will also apply.

Where we get information from

Most personal information is provided directly by individuals, parents, carers or volunteers.

We may also receive relevant information from:

• The Scout Association;
• Scout Groups or Districts;
• other Scout units;
• event organisers;
• activity providers;
• referees or other people involved in volunteer recruitment; and
• other organisations where there is a lawful reason for information to be shared.

Who we may share information with

We only share personal information where there is a legitimate and lawful reason to do so.

This may include sharing relevant information with:

• The Scout Association;
• Scout Groups or Districts;
• event venues and activity providers;
• transport or accommodation providers;
• insurers;
• professional advisers;
• payment or banking providers;
• IT and digital service providers;
• emergency services, statutory bodies or regulators where necessary; and
• other organisations involved in delivering an activity or service.

We will only share the information reasonably necessary for the purpose concerned.

Keeping information safe

Birmingham Scout County takes appropriate steps to protect personal information from loss, misuse, unauthorised access or disclosure.

This includes appropriate access controls, secure systems, password and account management, and sensible arrangements for storing and sharing information.

County volunteers are expected to follow relevant Scouts requirements and County policies when handling personal information.

How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, or where we are required to retain it for legal, safeguarding, financial or regulatory reasons.

Different types of information may therefore be retained for different periods.

Information that is no longer required will be securely deleted or disposed of in accordance with our data management arrangements.

Your rights

Depending on the circumstances, UK data protection law gives individuals rights over their personal information.

These may include the right to:

• ask what personal information we hold about you;
• obtain a copy of your information;
• ask us to correct inaccurate information;
• ask us to delete information in certain circumstances;
• ask us to restrict how information is used;
• object to certain uses of personal information;
• withdraw consent where consent is being relied upon; and
• request transfer of certain information where applicable.

Not every right applies in every situation.

If you wish to exercise one of these rights, please contact Birmingham Scout County using the details below.

Young people's information

Scouting necessarily involves processing information about children and young people.

We take particular care when handling this information and only collect and use information that is reasonably required to provide Scouting safely and effectively.

Where information is aimed directly at young people, we will seek to explain its use in language appropriate to their age and understanding.

Photographs, video and communications

Photographs, video and other recordings may be used in connection with County activities, communications and publicity where appropriate.

Information about the proposed use of photography or recording will normally be provided as part of the relevant event, activity or communication.

Additional choices or permissions will be sought where required.

Online forms, events and activities

Where Birmingham Scout County collects personal information through an online form, event booking, application or similar process, we may provide a shorter privacy statement explaining how that particular information will be used.

That statement should be read together with this Privacy Notice.

Other Scout organisations

The Scout Association, Birmingham Scout County, Scout Districts and Scout Groups may each act as separate data controllers for personal information they process.

Where information is shared between Scout organisations, each organisation is responsible for the information it processes and for complying with applicable data protection requirements.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our activities, Scouts guidance or data protection requirements.

The current version will be published on the Birmingham Scout County website.

Contact us

If you have a question about how Birmingham Scout County uses your personal information, or you wish to exercise one of your data protection rights, please contact:

Birmingham Scout County
Email: darren.lennon@birminghamscouts.org.uk

Complaints

If you have concerns about how Birmingham Scout County has handled your personal information, please contact us first so that we have an opportunity to look into the matter.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Information about making a complaint is available at:

www.ico.org.uk

Last reviewed: 21st September 2026

Privacy Notice version: 26.1