Data Protection Policy
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Girlguiding UK’s policies and related statements provide a
structure in which guiding can take place safely, consistently and
in accordance with legislation. Policies must be followed by
Girlguiding UK’s members and by recognised volunteers involved in
delivering or supporting guiding. These policy statements are
supported by further information and resources to ensure that our
members put the policies into practice.
Policy
Statement
Girlguiding UK conforms to the requirements of the
Data Protection Act 1994 when storing personal data on the
Girlguiding UK membership database Go! as well as when storing any
manual records. It is the policy of Girlguiding UK that all
personal information will only be used for guiding purposes and
will never be passed to a third party.
Guiding Organiser database
(Go!)
Go! contains information on all Girlguiding UK
members and volunteers, as well as certain other associated
individuals. Authorised County, County/Region and Association
personnel are authorised to view Go! records. Individual
members are able to access Go! via a secure web portal, to update
their personal information and the records of young members in
their Unit.
The information in the system is added locally
and is derived from information provided by individuals to
authorised personnel and should be taken from the current
Girlguiding
UK forms available online (the Starting… leaflets) for girls
and young women, and directly from Volunteers (no forms required).
Units and guiding areas should use the current online forms to
obtain information relevant to the safe delivery of guiding and to
obtain permission to add the details of any Young Member who is
under 18.
Individuals are responsible for maintaining
their own data, either directly or via a nominated person.
Volunteers should not store members’ information on their own
personal computer.
Guiding units are required to hold personal
data on members of Girlguiding UK provided that it:
- relates only to members of Girlguiding UK and enables them to
deliver guiding to the girls and young women in their care
- is held only to calculate remuneration, or to keep a record of
payments due to or from an individual.
A member, or an adult with parental
responsibility for her, has the right to request a copy of the
information being held. This can be provided by the Girlguiding UK
Confidential Records Team. In the case of an adult this information
can be requested from the local Commissioner or her nominee, the
County Membership Support Coordinator, or from Membership
Support Services. The Information Commissioners’ Office
guidance allows Girlguiding UK to make a charge of £10 if a ‘hard’
copy is requested. Email requests are free of charge.
If guiding units and areas wish to hold
personal data on individuals who are not members of Girlguiding UK
they must ensure that the data subjects, having been asked, have
not objected.
Statement of fair
processing
The data on Go! is held and used in accordance with the
provisions of the Data Protection Act 1998. In particular:
- The personal data is only used for activities directly relating
to guiding and/or a person’s membership of Girlguiding UK.
- The information is never passed to a third party.
- The information is kept as accurate and up-to-date as is
necessary for the purposes for which it is being held. The
Association undertakes to keep it secure and to prevent it being
used in an unauthorised or unlawful way.
- The Data Protection Act gives members rights in relation to the
information held about them and members have the right to request a
copy of the data.
Page last updated: 10/28/2011