It is important when dealing with your personal data that you are fully aware, and that any decisions that you take concerning your data are fully informed. Please read the notice below, before giving consent.
Information Notice
At Scouting Ireland, and in 3rd Port Dalkey/41st Dublin, we treat your personal data with the utmost importance and respect. Scouting Ireland and 3rd Port Dalkey/41st Dublin are joint controllers of your personal data; if you have any queries related to 3rd Port Dalkey/41st Dublin’s use of your personal data, please contact secretary@dalkeyseascouts.ie.
Why we collect data, and what data we collect
We collect the minimum amount of data for the purposes of being able to administer our scouting programme. We collect the following required data:
- Identification details – name, and date of birth, so that we know who our members are
- Parent/guardian contact details – postal address, email address, mobile number, so that we can contact you about our programme, activities, and related matters
When you consent to provide it, we will also collect:
- Health data – for our members’ well-being we wish to obtain certain health information about your child from you, such as allergies, dietary intolerances, medications that are being used, and anything else which may inform or affect our programme and our members’ participation and enjoyment. Health data will not be gathered from you without your explicit consent.
- Emergency Contact Data – who to contact in the event of emergency, if we are unable to contact you
Other information that we may gather, from time to time, includes:
- Photographs – Scouting is fun, and we like to be able to remember how much fun it was and tell other people about it. We often take photographs during our activities, and your child may appear in some of them
- Gender – we strongly supporter gender diversity; this data helps us ensure that our facilities cater to everyone’s needs.
- Dietary Data – so that we can ensure that specific needs are appropriately catered for
Whom can access your personal data
The data we collect is only accessible to adult members of 3rd Port Dalkey/41st Dublin, and to administrative staff in Scouting Ireland.
Whom we might share your personal data with
In general, we do not share your or your child’s personal data with anyone outside of 3rd Port Dalkey/41st Dublin or Scouting Ireland. For promotional purposes, from time to time we may post photographs of our activities onto our web or Facebook page; when we post photographs, we never tag them, or identify the children in them, without explicit permission.
Circumstances may arise making it necessary to share your or your child’s data with:
- Medical personnel
- Emergency services
- Law enforcement agencies
- Our insurers
We will only share your data in these circumstances when required to by law, or when it is in our legitimate interests, or when it is in your or child’s vital interests for us to do so.
How long we keep your data for
In general, we will retain your information only for the duration of your child’s membership. For historical/archival purposes, we retain the names of our members (and the period of their membership) and photographs of events. If we gather health data, we will keep it only for the duration of your child’s membership.
Security measures in place
Work in progress – this information will be available on our website in due course.
Transfers abroad
We do not transfer any of your or your child’s data to any country outside of the European Economic Area unless we have your explicit consent.
Your Rights
The GDPR grants you several rights in respect of your personal data and its processing. The applicable ones are:
- To be informed – the purpose of this information notice
- Access – you may obtain a copy of the personal data held about you
- Rectification – you may get errors in the data held about you corrected
- Erasure – subject to certain limitations, you have the right to have information about you erased
- Restriction and Objection– subject to certain limitations, you may object to, or request restriction of, processing
You have the right to withdraw your consent to the processing of any of your information at any time. You also have the right to make a complaint about the processing of your data to the Data Protection Commission. You can obtain further information about your rights (and all your personal data protection rights in general) here: www.gdprandyou.ie
Further information about how Scouting Ireland processes your information can be found here: www.scouts.ie/Data-Protection
You can exercise any of these rights in connection with Scouting Ireland by contacting dataprotection@scouts.ie, and in connection with 3rdPort Dalkey/41st Dublin by contacting secretary@dalkeyseascouts.ie.
| NB – We will also make this information and any subsequent updates available on our website http://www.dalkeyseascouts.ie |
PRIVACY NOTICE
The following Privacy Information is being provided to you as outlined in the General Data Protection Regulation. It is intended to inform you of how the Personal Information provided by you on our ‘Consent to Activities form’ will be used, by whom and for what purposes.
Scouting Ireland processes personal information 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.
Contact Details
If you require any information regarding Data Protection and how your data is processed by the Scouting Ireland, please contact the Scouting Ireland Data Protection Officer
Tel: 01 4956300
Email: dataprotection@scouts.ie
Post: Data Protection, Scouting Ireland, National Office, Larch Hill.
Scouting Ireland Membership – Membership Management System
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 and enters their relevant information into the system.
Who is the data controller for my data?
The Scout Group and Scouting Ireland are Joint Data Controllers of the Personal Data used for membership registrations. Scouting Ireland can be contacted at the details above. Your Scout Group can be contacted directly or by emailing your Scout Group’s Secretary
Who is the Data Protection Officer for Scouting Ireland and the Scout Group?
Your Scout Group Secretary 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 if you have any questions or wish to make any request in relation to your personal data.
What is the purpose of processing my Personal Data?
The purpose of processing your Personal Data is that it is necessary for the performance of a contract in order to register and maintain your membership with the Scout Group and Scouting Ireland.
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.
Will anyone else receive a copy of my Personal Data?
Your Personal Data can be accessed by certain members of the County Boards, Provincial and National Teams and National Administrative function in Larch Hill as well as appropriate staff members. This will be done in accordance with our data protection policy only.
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.
Where is your Personal Data stored?
Your data will be stored electronically on the Scouting Ireland Membership Management System which is provided by pTools, Content House, Stephen’s Pl, Grand Canal Dock, Dublin 2
Who is pTools Software?
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.
How long will your Personal Data be stored for?
Your Personal Data will be held for the duration of your Membership and it will 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 may retain your Personal Data after your Membership ceases if we decide that it is strictly necessary to do so in the circumstances in accordance with our data retention policy.
Scouting Ireland Vetting
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.
What is the purpose of processing my Personal Data?
The purpose of processing your Personal Data is that it is necessary for the performance of an obligation imposed by Child Protection legislation.
Will anyone else receive a copy of my Personal Data?
Your Personal Data can be accessed by certain members of the National Administrative function in Larch Hill. It is subsequently furnished to the relevant authorities for the completion of the Vetting process.
Where is your Personal Data stored?
Your data will be stored electronically on Scouting Ireland’s file server (password protected) stored at National Office, Larch Hill, Dublin 16. Details may also reside on the Garda Vetting system. For further information contact An Garda Síochana or Access NI.
How long will your Personal Data be stored for?
Your 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).
How can I obtain a copy of the Personal Data held by the Scout Group/Scouting Ireland?
You have the right to request a copy of all of your Personal Data and can do so by contacting us. This information will be provided to you within one month.
What are my privacy rights relating to my Personal Data?
You have the right to have your Personal Data updated, rectified, or deleted 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.
Where can I get further information?
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
How do I make a complaint or report a breach?
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 info@dataprotection.ie
NB –
This information was downloaded from https://www.scouts.ie/Data-Protection/Privacy%20Notice/
© Copyright 2019 Scouting Ireland Services CLG. All Rights Reserved.
Company Reg. No. 397094, Charity No. CHY3507, CRA No. 20004347
Reg. Office – National Office, Larch Hill, Dublin 16, D16
WEBSITE POLICY DOCUMENT
This is the website policy document of 41st Dublin (St. Patrick’s, Dalkey) Sea Scouts c/o Northover Hall, Harbour Road, Dalkey, Co Dublin. Our web address is http://www.dalkeyseascouts.ie.
Website Administrator: Each year the Group Council will appoint a Website Administrator. He/she will be responsible for the site content and uploading of items. The Website Administrators decision is final and absolutely discretionary. The contact address is webmaster@dalkeyseascouts.ie should you have any suggestions or queries, please do not hesitate to contact us.
Generally: The website will be regularly checked by the Website Administrator to ensure that there is no content that compromises the safety of our members. There will be no personal information of either leaders or members including home address and contact details on the web pages.
Photographs: The Group Council anticipates using digital photographs of special group activities or events. The content of photos will focus on the activity or the piece of work in question.
The Website Administrator has absolute permission to publish all photos at her/his absolute discretion. If a parent wishes to avail of an opt-out clause in this regard, an Opt Out form must be signed and returned to the Website Administrator.
Any changes to this policy will be published on the website for your reference.
Dated: November 2025