Please note – this is our draft policy for the new GDPR changes – some functionality is not in place yet, however we will ensure it is by the 25th May 2018.

Please view our new privacy policy, which will become effective May 25, 2018.

Security of your data is our first priority and this page outlines some of our operating procedures and security practices.

Online Privacy Policy Only

This privacy policy applies only to our online activities and is valid for visitors to our website and regarding information shared and/or collected there. This policy does not apply to any information collected offline or via channels other than this website.

Privacy Statement

The new General Data Protection Regulations (GDPR) come into force on 25 May 2018.

These Regulations govern how Personal Information (PI) can be handled and how it must be protected by Data Controllers. Because of the information held on its members, the Scout Association is classed, under those Regulations, as a Data Controller, must comply with the these Regulations. For general information about these Regulations, see further guidance on GDPR here.

The Data Protection Act 1998 governs the collection, recording, storage, use and disclosure of personal data, whether such data is held electronically or in manual form. Young people have the same rights as adults under the Act, and the impact on Scouting is addressed below.

This page provides a general overview of the main ways in which data protection may be relevant to scouting. It is not intended as a detailed account and more information can be found from the Information Commission’s Office (ICO) the independent governmental authority responsible for overseeing and regulating data protection. Further explanation/assistance can also be obtained by contacting the Legal Service Department at The Scout Association UK Headquarters.

How we handle personal data (PI) at 18th Ipswich Scout Group:

Personal Information:

At 18th Ipswich Group we utilise the Online Scout Manager (OSM), a third party online management system (Data Processor) for handling, collecting and storing personal data relevant to the day to day running of the Scout Group. This system has been developed specifically for Scouting and Guiding Organisations. More information about the security measures employed by OSM, to protect all personal data can be found here: Security & GDPR.

18th Ipswich Group stores all of the Personal Data held by the Group, on its members, on this online platform and conducts all reviews and updating of information held, events, emails, etc. through this system. No paper records of this information is held, although, on limited occasions, records may be printed out for taking to camps/sleepovers, where online access is not possible. These physical records are then destroyed after the event.

The Group provides all parents with permanent access to all personal information records, held by the group, on this online system, which is available for remote access by all parents at any time, following their setting up an account with secure login (required to make confirm attendance to events, etc.). All parents are required to ensure that information held by the Group is up to date and they are able to amend/update records as they might change. The Group also sends out an annual reminder to all parents asking to undertake this review.

As part of a larger Scouting Organisation, the Group shares its records/information held with the Scout Association headquarters. No information is passed outside the Scout Group, to Third Parties.

Personal Information held on adult members of the Group is handled through the Scout Association Online System, Compass. This has been developed and is managed by the Scout Association for the recording of adult details, training, permits, DBS Disclosures, etc. Information about the use of Compass in the context of GDPR can be found here: Compass.


All email correspondence to and from the Scout Group is undertaken through OSM or through our direct Group email system.

All text/phone call correspondence is conducted through personal mobile telephones, held by the Section Leaders. The information is used only for the purposes of Scouting and is deleted after that child leaves the Scout Group.

External Sites

18th Ipswich Scout Group is not responsible for the content of external internet sites. You are advised to read the privacy policy of external sites before disclosing any personal information.

Contacting us

If you want to contact us to raise any questions about this privacy statement, or any general matters relating to you can contact us using the contact form. Please use this method if you wish to request from us a copy of the personal data we hold about you. 


By using our website, you hereby consent to our privacy policy and agree to its terms.