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5th Port Dollymount Sea Scouts (the “Group”) is a Scout Group affiliated with Scouting Ireland. We are committed to protecting the privacy and personal data of our members, volunteers, parents/guardians, and supporters. This Privacy Policy outlines how we collect, use, store, and protect your personal information, and your rights in relation to that information.
We are a "data controller" for the purposes of the GDPR. This means we are responsible for deciding how and why your personal data is processed. However, we also operate as joint data controllers with Scouting Ireland for membership records and certain other activities.
1. The Data We Collect
We may collect and process the following types of personal data:
Identity and Contact Data: Name, date of birth, gender, address, email address, phone numbers.Membership Data: Scouting Ireland membership number, section (e.g., Beavers, Cubs, Scouts), date of joining.
Emergency Contact Data: Names and contact details of parents/guardians and emergency contacts.
Health and Medical Data: Relevant medical information, allergies, dietary requirements, and other special category data necessary for the safe participation of members in activities.
Image and Media Data: Photographs and videos of members participating in scouting activities, used for promotional and archival purposes.
Volunteer Data: Details for Garda Vetting and other child protection checks, training records, and volunteer roles.
Financial Data: Bank details for subscriptions or event payments (if applicable, and processed securely).
2. How We Collect Your Data
We collect data from you in the following ways:
Scouting Ireland (scouts.ie): We use the official Scouting Ireland membership management system to register and manage member details. This is the primary system for storing core membership, contact, and health information.
Google Workspace: We use Google Workspace (e.g., Google Drive, Gmail, Docs, Sheets) for internal communications, administrative tasks, and to store some group-specific documents (e.g. Consent Forms). Access is restricted to authorised volunteers.
Spond: We use the Spond app and platform for communicating with members and parents, organising events, managing attendance, and collecting event-specific data (e.g., dietary needs for a camp).
WhatsApp: Some sections addtionaly utilise WhatsApp for communicating with parents / guardians
Directly from You: Through forms (paper or digital) for specific events, consent forms, and verbal communication.
3. How We Use Your Data
We use your personal data for the following purposes and with the following legal bases:
4. Sharing Your Data
We will only share your personal data with third parties where there is a legitimate reason to do so and in compliance with data protection laws.
Scouting Ireland: As joint data controllers, we share data with Scouting Ireland to register members and manage the national organisation's records.
Third-Party Platforms: We use Spond and Google Workspace to facilitate our operations. These platforms have their own privacy policies and are contractually bound to process your data securely and in line with our instructions.
Emergency Services: In the event of an emergency, we may share relevant medical information and emergency contact details with medical personnel or emergency services.
Statutory Bodies: We will share data with statutory bodies such as An Garda Síochána when legally required to do so (e.g., for Garda Vetting).
We will never sell your personal information to any third party for marketing purposes.
5. Data Retention
We will retain your personal information for as long as you/your child are a member of the Group. After you leave the Group, we will securely delete most of your data. We are, however, legally required to retain certain records indefinitely for safeguarding purposes (as per Scouting Ireland policy).
6. Your Rights
Under the GDPR, you have the following rights with respect to your personal data:
The Right to Be Informed: You have the right to know how your data is being used. This Privacy Policy is intended to provide that information.
The Right of Access: You can request a copy of the personal data we hold about you.
The Right to Rectification: You can request that we correct any inaccurate or incomplete data we hold about you.
The Right to Erasure (the "right to be forgotten"): In certain circumstances, you can ask us to delete your personal data.
The Right to Restrict Processing: You can request that we limit how we use your data.
The Right to Data Portability: You can request that we provide your personal data in a structured, commonly used, and machine-readable format.
The Right to Object: You have the right to object to us processing your data.
The Right to Withdraw Consent: Where we rely on your consent to process data (e.g., for photos), you can withdraw that consent at any time.
7. How to Exercise Your Rights
If you have any questions about this Privacy Policy or wish to exercise any of your rights, please contact the Group’s Data Protection Officer at privacy@5thportdollymount.ie. You also have the right to make a complaint to the Data Protection Commission (DPC) in Ireland if you believe your data has been processed unlawfully.
8. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website at www.5thportdollymount.ie/resources/privacy-policy
5th Port Dollymount Sea Scouts
Last Reviewed: 31/07/2025