Excelsior Explorers was founded in 2016 as part of Swanley District and has a partnership agreement with Ash Green Scout Group. The Unit fully adopts the policies of the Scout Association as defined in the Policy Organisation and Rules (POR).
Membership and joining information
As a membership organisation we collect and process information about our members to provide Scouting to them. This may include Personal or Special information such as:
Name and contact details
Date of Birth
Badge and Award Information
We use this information to communicate with our membership and carry out our obligations as a Scout Group. We have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin).
The use of personal data includes:
To enable us to provide a voluntary service for the benefit of the public
To manage our volunteers
To manage our membership records
To update members
To report on our membership
For financial accounting
We also collect information from those looking to join Scouting. As a youth organisation we collect information on young people under the age of 18.
We use registration forms to sign up for activities and events. We collect this information to facilitate the event. It is often necessary to also collect sensitive information relating to the participant including health information. This is used to safely facilitate the event and isn’t passed to any third party – with the exception of medical professionals in the case of a medical emergency.
We may send you communications relating to the event you have registered for using the details provided. If you have been asked to provide an ‘Emergency’ or ‘home contact’ we may contact them during the event if required.
When making a donation, if eligible, you can opt to Gift Aid your donation(s). We will use the information provided to process your Gift Aid application and Gift Aid any subsequent donations.
We have a duty to report accidents and near misses. The nature of the incident will determine the process followed.
Where appropriate these may be reported to:
Home contact/In touch contact
District Explorer Scout Commissioner
The Health and Safety Executive
The Scout Association
Scout Insurance Services (Unity)
Emergency services/health professionals
Other professional bodies we belong to
The accident report will be kept in line with National Scouting guidelines and the requirements of our insurers.
Attending events facilitated by Excelsior Explorers may mean that you are photographed or videoed. We will use these images for non-commercial Scouting purposes including promoting future events, social media, documents and publications, websites, press.
If you do not wish to be photographed/videoed you can make the event organiser or the camera operator aware and we will do our best to comply with your wishes. If your photograph is taken and subsequently published by us, you can contact our Data Protection Officer to have it removed. Please note we have no control over members of the public taking pictures when scouting in public locations.
We aim to seek appropriate permission before publishing full names alongside videos, images or quotes which identify the individual.
Electronic payments are handled directly by our payment merchants and we do not store your payment data. This information is stored as per the payment processing merchants’ policy.
In most instances our lawful basis for processing is ‘Contract’ to provide ‘Scouting’, an event or activity.
We may also contact our members to communicate important information. Our lawful basis for processing is ‘Legitimate Interest’.
We rely on ‘Consent’ when signing up for optional communications.
Where we collect special category data such as health information and data on young people/adults, processing is carried out in the course of our legitimate activities with appropriate safeguards, on the condition that the processing relates solely to members, Excelsior Explorers members or members of The Scout Association.’ Condition (d) in Article 9(2).
Excelsior Explorers uses specialist systems for storing and processing personal information. We have carefully selected the providers that we work with to ensure they have strong data policies in place and meet the requirements of GDPR.
Our website uses SSL encryption to ensure your connection to the site and data entered in our contact forms are secure.
Further details about these systems are available on request.
We keep information for different periods of time for different purposes as required by law or best practice. Event information is normally kept for 1 year following the event.
As far as membership information is concerned, to make sure of continuity (for example leavers and then re-joiners) and to carry out our legal responsibilities relating to safeguarding young people, we keep membership information throughout the membership and after it ends.
Details about the retention of specific data can be obtained by contacting our Data Protection Officer.
As a membership organisation, member data is shared with The Scout Association. We may share data with other groups part of The Scout Association as requested if the member has asked to attend an event organised by that group / area.
We don’t share personal information with third parties except where expressly detailed or where required by law enforcement.
GDPR legislation gives you a number of rights regarding your personal information which you can access at no cost:
The right to be informed – we aim to be transparent about the information we collect and why we are using it. You can request further information from us at any time
The right of access – you can request the information we hold about you
The right to rectification – you can request us to correct any mistakes in the information we hold
The right to erasure – you can request us to delete the information held on you
The right to restrict processing – you can request us not to process your data in a particular way
The right to data portability – to have us transfer your information electronically to yourself or another provider
The right to object – to object to how we are using your information
Rights in relation to automated decision making and profiling
We will always aim to comply with your request unless there is a legitimate reason for us to use your information or to comply with lawful obligations.
If you have a concern about how your data has been collected or used you also have the right to lodge a complaint with the Information Commissioners Office – https://ico.org.uk.
Use of this website is monitored by collecting statistical user information. No personally identifiable data is collected in this process. Typically, we collect information about the number of visitors to the website, to each web page, the technology used to browse the internet and the domain from which the visitor originated. This information is used to understand the visitors use of the website.
Cookies are small files which are sent to your web browser and stored on your computers hard disk. This website itself doesn't drop cookies, however, third party tools added to the site may use and leave cookies on your computer. This includes tools like Google Analytics, social media such as Facebook and Twitter and embedded videos from sources like YouTube. We will try and make you aware if cookies are present and give you the opportunity to opt out.
You can also disable cookies in your website browser preventing them being saved. This may affect some of the websites functionality.
If making contact or purchasing through the website you may receive a reply from us as appropriate. Your message and supplied details will be used for the purpose given.
If you register for a mailing list you will be added to that list but can unsubscribe at any time by visiting the unsubscribe page.
You can contact our Data Protection Officer at firstname.lastname@example.org
Our postal address is:
New Ash Green Youth Centre, North Square, New Ash Green, Kent DA3 8JT