Girlguiding Surrey East Privacy Policy

Girlguiding Surrey East Privacy Policy

Girlguiding Surrey East takes the privacy of our volunteers, our county office and everyone who interacts with us seriously. This document sets out how we gather, use, disclose and manage your data.

If you have any questions about this policy, please contact us via

officegirlguidingsurreyeast@gmail.com.

Who we are

Girlguiding Surrey East is part of Girlguiding, the largest charity for girls and young women in the UK. We operate in the east of Surrey, England by supporting nearly 1,000 volunteers to provide fun and adventure in around 300 units, to girls and young women aged 5-25.

Girlguiding Surrey East is our operating name; we are also known as the County of Surrey East Guide Association. Our charity number is 305818.

As we are part of Girlguiding, you should also read the Privacy Notice on the national charity’s website here.

What personal information do we collect and how?

Girlguiding Surrey East uses personal information collected by Girlguiding, the national charity. Both our volunteers and county administrator are required to follow its data management policies.

Girlguiding Surrey East obtains personal information when our volunteers start a qualification, complete an online booking form to attend an event or training, enquire about volunteering with us when there isn’t an internet connection available, and when we need to deal with a complaint or safeguarding concern. Contact via social media by volunteers or members of the public means we collect personal data when this is supplied by the person contacting us. We may also collect personal information via telephone or face to face conversation, or from other volunteers or Commissioners from local Girlguiding groups in our area.

Our campsite Faurefold obtains personal information from people making a booking and via its MyDonate fundraising page.

We generally do not hold information about people who are not our members, unless they make an enquiry through social media or our websites.

We may use or obtain the following information:

  • Your name, date of birth, membership number and contact details (phone, email, address);
  • Records of your correspondence and engagement with us;
  • Records of your participation with us (including as a member or as a volunteer);
  • Photographs, video or audio recordings;
  • Biographical information;
  • Any other information you share with us.

We only collect sensitive information relating to a person’s health or medical needs, when this is appropriate and when it is supplied by an individual, for example to ensure we run a training that meets their needs. Senior volunteers (i.e. Commissioners) have access to sensitive personal data that you may have provided to Girlguiding, but we do not collect this data outside of Girlguiding’s national systems.

Our website and the Faurefold website collect sessional cookie data which is used Google Analytics to report on usage of our websites. Girlguiding Surrey East does not process or store any of the cookie data. Information about Google’s privacy policy may be seen here:

http://www.google.com/analytics/learn/privacy.html.

 Why and how do we use your personal data?

We use personal information to support our volunteers in their roles, for example:

  • invitations to training and events for unit participation;
  • support in achieving a qualification;
  • celebrating volunteer service and achievement;
  • responding to complaints;
  • supporting volunteers who report a safeguarding concern;
  • letting volunteers know about policy changes or updates from Girlguiding at a national or regional level;
  • making sure girls and adults are safe and the right arrangements are in place for their care.

Our campsite Faurefold uses personal information to:

  • Administer your booking, including advising on whether there is availability for your chosen dates;
  • Keep you up to date with its work, through its Friends of Faurefold mailing (by consent only).

Girlguiding Surrey East sends the following types of marketing materials:

  • Updates about Girlguiding Surrey East’s aims and achievements – through our fortnightly update and occasional other publications;
  • Appeals and fundraising activities – including requests for donations, how you can raise money on our behalf or attend or take part in a fundraising event and updates about the impact that fundraising activities have had.

You can withdraw your consent, unsubscribe from or update your marketing preferences by updating your details on Girlguiding’s volunteer platform GO. We recommend reading their Privacy Notice.

Non-members who receive the Friends of Faurefold mailing can withdraw their consent at any time by using the “Get in touch” details below.

Legal basis for processing your personal information

We need a lawful basis to collect and use your personal data under data protection law. The lawful bases for Girlguiding Surrey East’s data processing are as follows:

Legitimate interests

Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, as long as its use is fair and does not adversely impact the rights of the individual concerned.

When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair. Girlguiding Surrey East’s legitimate interests include:

  • Charity governance, including delivery of our charitable purposes, statutory and financial reporting and other regulatory compliance purposes and transfers of data between the constituent parts of Girlguiding;
  • Administration and operational management, including responding to enquiries, providing information, events management, and the administration of volunteers. This includes sharing of information with national, regional and local branches of Girlguiding.

Consent

If you have given your consent to receive marketing information from Girlguiding and its regional and local branches, we can contact you by email with our fortnightly update which may include information about our aims, achievements and local fundraising events.

 Legal obligations

We have a legal obligation to retain financial records, which may include personal information, and conform to our legal obligations under charity law, which include processing personal data, for example about our Trustees.

Data held on children

We only use and process data on young members aged 14 and over, for the same purposes as for supporting adults e.g. undertaking a qualification and invitations to training.

How long do we keep your personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. If the data is held on the basis of consent, you are entitled to withdraw that consent at any time.

Do we share your data with other organisations?

We do not share or sell your personal information to third-party organisations for marketing, fundraising or campaigning purposes.

We share your personal information with relevant regional, national and local Girlguiding organisations to:

  • Administer your membership of Girlguiding;
  • Facilitate your participation in Girlguiding events, activities and learning opportunities.

We share personal information:

  • with MailChimp, who manage our mailings;
  • where we are required to do so by law, for example to law enforcement or regulatory bodies;
  • where it is necessary to protect the vital interests of an individual;
  • if we have obtained your consent to do so.

We retain the ownership of the personal information we share with MailChimp, and only share the information we have permission to share, as consented by members of Girlguiding in Girlguiding’s marketing preference centre. MailChimp comply with data protection regulation and our interaction with them does as well, as set out in their terms and conditions: https://mailchimp.com/legal/terms/.

How we protect your personal information

Our volunteers and county administrator are required to follow policies and procedures in order to protect your personal data and prevent its loss, misuse or alteration.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Transferring your data outside Europe

Information held by Girlguiding Surrey East is not normally transferred outside of Europe. The main exception to this is when running an international residential, when the details of participants will be taken as part of the safe running of that activity.

Automated decision making and profiling

Girlguiding Surrey East does not do this.

Your rights

You have the following rights:

  • Right of access
  • Right to be informed
  • Right to withdraw consent
  • Right to object
  • Right to restrict processing
  • Right of erasure
  • Right of rectification
  • Right to data portability

If you want to exercise any of the above rights, please contact Girlguiding HQ at dataprotection@girlguiding.org.uk. They will ensure your data request is applied to all parts of Girlguiding, including ourselves.

Get in touch

If you have any questions or concerns about the Girlguiding Surrey East privacy notice or about data protection at Girlguiding Surrey East please contact us at officegirlguidingsurreyeast@gmail.com.

In addition, you are also entitled to make a complaint to the Information Commissioner’s Office (www.ico.org.uk) and the Fundraising Regulator (www.fundraisingpreference.org.uk).