Data that we collect

For the purposes and lifetime of membership of the Student Scout and Guide Organisation, a limited number of items of personal information is collected for the duration of a SSAGO member's membership. This information is provided by the member themselves in order to enable them to participate as a full SSAGO member.

Personal data

• Name: Enables effective communication with the member
• Date of Birth: Used to confirm age requirements, to ensure the safety of members and required by locations used by SSAGO
• Email: Primary contact for SSAGO members
• Phone: Emergency contact for SSAGO members
• Associations: For insurance purposes, required by some locations used by SSAGO and to enable SSAGO to understand it's membership
• Scout membership number: Used to cross reference with Compass and The Scouts databases for insurance and events purposes

Special category data

• Gender: To ensure adequate provisions are made at events and as required by some locations used by SSAGO and to enable SSAGO to understand it's membership. This data is optional
• In-Touch Information (Emergency Contact Details, Medical and Dietary Details): To provide suitable catering and emergency aid and contact at SSAGO events

Non-personally identifable information

Other non-personally identifable information, such as the year in which a member joins SSAGO, may also be kept alongside your membership record, in order to enable SSAGO to function effectively and in compliance with Non-Personal Data Regulations.

Data usage

The SSAGO App

In order to provide the best SSAGO experience, a limited amount of personal data may optionally be processed. This application can be used with or without a SSAGO account. For those wanting a personalised experience, logging in with your SSAGO account will access your name, club and group from the SSAGO system. No other personal information is acceessed, collected or stored.

All personal data is held only on the SSAGO system and no personal information is shared with other third parties.

Your SSAGO data is held for the duration of your SSAGO membership.

You have full rights of access, rectification, erasure and portability. If you wish to exercise these rights or make any further queries, please contact webmaster@ssago.org

Data usage within the organisation

A SSAGO member has access to their personal details and information and is able to update and modify them themselves to ensure the information is correct and up to date. A yearly process ensures that this information is reviewed and corrected.

The club that a SSAGO member belongs to is able to view the membership information of their members, with the exception of In-Touch information for which a member may choose not to share with their club.

The National SSAGO team have the ability to view membership information of all National SSAGO members, with the exception of In-Touch information for which a member may choose not to share with the Exec.

Event organisers have the ability to view membership information of all attendees, including all In-Touch information unless otherwise arranged.

Data usage with other organisations

SSAGO only supports the sharing of information with the following third parties:

• The Scouts
• Girlguiding
• Unity Insurance

With consent from the SSAGO member, SSAGO information may be shared with other events which link with the SSAGO Events System and other associated organisations, such as the Scout and Guide Graduate Association (SAGGA).

Information will not be shared with any other third party without the prior consent of the individuals involved.

Data usage outside the organisation

Select non-sensitive personal information, such as name and club, may be shared publicly on events pages, news articles, club pages and similar resources and used for archival purposes.

Data processing

SSAGO processes membership data under the legitimate interests clause of the GDPR and within the reasonable expectations of the use of the data by the data subject. This clause states that the processing is "necessary for the purposes of the legitimate interests pursued by a controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child".

All communication that you receive as a member of SSAGO is as of a legitimate interest on the basis of an existing relationship with the member and for the purposes of SSAGO activities, clubs and events.

Data storage

All information about SSAGO members is stored as part of the SSAGO Website and Database in a secure, central location on a UK-based server hosted in London, compliant with GDPR data storage and security requirements.

For the purpose of events and their associated committees and the running of National SSAGO by the SSAGO Exec, copies of this information may be created and stored only on the SSAGO Google GSuite service, which is fully compliant with GDPR and held within the EU and also centrally controlled and managed by National SSAGO to ensure compliance.

Data lifespan

If your account expires due to no longer being an active SSAGO member, your full SSAGO data is maintained for a period of a year in case of accidental removal or a return to SSAGO at a later point. After a year, all special category data is removed, but the basic personal information is retained for archival purposes and also to allow a future reactivation of your SSAGO account. SSAGO members also have the choice to completely close and remove their account and all associated information should they wish, although if enacted by a current SSAGO member this will terminate your membership status with SSAGO.

Cookies

The SSAGO.org website makes use of cookies, small text files placed on your computer by websites, in order to be able to provide you a personalised experience of the website. The following cookies are used on this website:

• Session cookie: The session cookie remembers what user you are currently logged in, which allows you to access the different parts of the SSAGO website, access the members area and sign up for events. Logging out clears this cookie, and no personal information is stored.

Your rights

• The right to be informed: You are informed of all data collection and data usage, directly on the website and through this policy.
• The right of access: Almost all information held on you is accessible from the SSAGO website to you directly. At any time, you can request to know what information SSAGO holds on you.
• The right to rectification: Any inaccurate information can be corrected, the majority of it directly on the website. Any other information can be corrected by contacting us.
• The right to erasure: A request can be made to remove all personal data that we hold on you once you are no longer an active SSAGO member. This will also be done automatically after leaving SSAGO, see Data Lifespan.
• The right to restrict processing: If you have specific requests and limits on the way your data is processed, this can be requested and implemented under certain circumstances.
• The right to data portability: If you wish to move your SSAGO data from one service to another in an exportable format, this can be arranged via request.
• The right to object: If there are any forms of processing to which you object which is not a required part of SSAGO membership, this can be raised via request.

Further queries and requests

If you have any further queries, please contact Team Pink at pink@ssago.org