The following Privacy Information is being provided to you as outlined in the General Data Protection Regulation (GDPR). It is intended to inform you of how the Personal Data provided to Scouting Ireland will be used, by whom and for what purposes.
Scouting Ireland processes personal data to administer and conduct Scouting Ireland related activities. This includes volunteer and youth membership, Scout Group registrations, events, disciplinary processes, communications and notifications of Scouting Ireland events, Scout Group fundraising activities, training activities and compliance related requirements (i.e., vetting and insurance). We will never share your information with third parties for any purpose without your consent unless legally required to do so or in the case of protecting your safety.
If you require any information regarding Data Protection and how your data is processed by Scouting Ireland, please contact the our Data Protection Officer:
Tel: 01 4956300
Post: Data Protection, Scouting Ireland, National Office, Larch Hill, Dublin 16, D16 P023.
Scouting Ireland uses a centralised electronic database for processing adult volunteers and youth membership registrations. Each Scout Group has access to the database and enters the relevant information from each of their members onto this system. Each adult volunteer and parent/youth member (dependent on youth member’s age) has access to the database to enter their relevant information into the system.
As stipulated in Child Protection legislation, all Scouting Ireland members who interact with Children or Vulnerable persons must be vetted by the relevant authorities. The vetting process requires the provision of verified Proof of Identify and Proof of Address by all vetting candidates and, subsequently, checks by the relevant authorities of their records.
The Scout Group and Scouting Ireland are Joint Data Controllers of your Personal Data. Scouting Ireland can be contacted at the details above. Your Scout Group can be contacted directly or by emailing your Scout Group’s Secretary/Leader.
Your Scout Group Secretary/Group Leader will be able to provide you with contact details for the person within your Scout Group with responsibility for coordinating Data Protection.
You can contact Scouting Ireland's Data Protection Officer at DATAPROTECTION@SCOUTS.IE or 01 4956300.
The purpose of processing your Personal Data is that it is necessary for the fulfilment of a contract in order to register and maintain your membership and vetting with the Scout Group and Scouting Ireland in line with relevant child protection legislation.
The purpose is also to keep you informed of Scouting Ireland events and fundraisers. We will only use your personal data for this second purpose if you have provided your explicit consent for this purpose.
Your Personal Data can be accessed by certain members of the County, Provincial and National Teams and National Administrative function in Larch Hill as well as appropriate staff members. This is done in accordance with our data protection policy and the GDPR.
In the event of an injury or insurance claim, details of your claim which will include your Personal Data will be passed to the Scouting Ireland’s Insurance underwriters, Marsh Limited Ireland, 25-28 Adelaide Rd, Saint Kevin's, Dublin, Dublin 4, Ireland.
During the vetting process your data is sent to Access NI or the Garda National Vetting Bureau in line with child protection legislation and Scouting Ireland’s Code of Behaviour. In the event of a safeguarding concern or disclosure, personal data may be sent to Túsla or An Garda Siochana in line with child protection legislation.
Your data is stored electronically on Scouting Ireland’s Membership Management System, which is provided by pTools, Content House, Stephen's Pl, Grand Canal Dock, Dublin 2.
Some data is stored electronically on Scouting Ireland’s Microsoft 365 Server. The comprehensive system encompasses SharePoint, OneDrive and all @scouts.ie emails. We also maintain and an archived version of our server (password protected) stored at National Office, Larch Hill, Dublin 16.
Details may also reside on the Garda Vetting or Access NI systems. For further information contact An Garda Siochana or Access NI.
pTools Software is a “data processor” who hosts the database on which your information is stored. We have a contract in place with pTools Software to ensure your Personal Data is stored safely and securely and in accordance with Data protection legislation.
Your Personal Data will be held for the duration of your Membership and it may be deleted by us in the event that you resign your Membership or you are removed in accordance with the Rules and Constitution. However, we will retain an archival record of your membership (containing some personal data) after your Membership ceases in accordance with our data protection policy and child protection legislation.
In relation to Vetting; Personal Data (proof of identity and address) will be held for the duration of your vetting application. Some Personal Data (name, address, DOB) will be held for the duration of your vetting approval period (currently three years).
You have the right to request a copy of all of your Personal Data and can do so by contacting us at firstname.lastname@example.org . This information will be provided to you in line with the GDPR.
You have the right to have your Personal Data updated, rectified, or deleted (in certain circumstances) if you so wish. You have the right to object to your Personal Data being processed and to withdraw your consent to processing - You can do so by contacting us at email@example.com
Should you wish to make a complaint or report a breach in relation to your Personal Data, you can do so by emailing the Office of the Data Protection Commissioner at firstname.lastname@example.org
Further information regarding your rights can be obtained through the Office of the Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois, or on the website WWW.DATAPROTECTION.IE
or from The Information Commissioner’s Office – Northern Ireland, 3rd Floor, 14 Cromac Place, Belfast, BT7 2JB, or on the website WWW.ICO.ORG.UK
Here are some frequently asked questions about the General Data Protection Regulation (GDPR) and data protection in general. This will be updated as necessary