Last updated: 13/08/2026
5th / 6th / 7th Dromore Scouts Craigavon (referred to in this notice as ‘Craigavon Scouts’ or ‘the Group’).
This Privacy Notice explains how Craigavon Scouts uses personal data and how this relates to Scouting Ireland’s national data protection arrangements. It applies to youth members, parents or guardians, adult volunteers, supporters, and visitors to websites including craigavonscouts.org.
At a Glance
| Your question | Plain-English answer |
|---|---|
| What do you collect? | Contact, emergency, health/dietary, attendance, image and website information when needed for Scouting activities. |
| Why do you need it? | To run meetings, trips and camps safely, communicate with families, manage membership, and meet safeguarding duties. |
| Who can access it? | Appropriate local volunteers, Scouting Ireland where needed, and relevant official bodies in defined circumstances. |
| How do I ask a question or change my preferences? | Contact the Group Leader at [email protected] or Scouting Ireland’s Data Protection Officer. |
Relationship with Scouting Ireland
Craigavon Scouts operates as part of Scouting Ireland. Scouting Ireland and each Scout Group or County are joint data controllers of personal data used for membership, vetting, events, and other Scouting activities.
Scouting Ireland’s main Data Protection and Privacy Notice is available at scouts.ie – Data Protection.
What personal data is collected
Most personal data is collected for Scouting Ireland membership and vetting purposes and is described in Scouting Ireland’s national notice. At the local level, Craigavon Scouts may also collect contact details for parents or guardians and emergency contacts, health and dietary information that is relevant to activities, attendance records, photographs and videos from local activities and camps, local fundraising or administration information, and website-related data such as IP addresses and cookie identifiers.
Data is limited to what is necessary for local Scouting activities, using the lawful bases described in Scouting Ireland’s national notice, including fulfilment of contract, legal obligations, and legitimate interests.
How personal data is used locally
In addition to Scouting Ireland’s national uses of personal data, Craigavon Scoutsn uses data locally to plan and deliver weekly meetings, activities, outings, and camps; keep members and families informed about meetings, programme changes, trips, and fundraising; manage local administration such as attendance, waiting lists, and section moves; record incidents and safeguarding concerns in line with Scouting Ireland policies; promote Scouting locally using photographs or short videos where this is permitted by consent or, where appropriate, legitimate interests; and send reminders and practical information by email, text, and WhatsApp groups or chats where contact details have been provided for that purpose. Where consent is relied on, such as for some image use on public websites or social media, consent can be withdrawn by contacting a section leader or the Group Leader.
Systems used and where data is stored
Scouting Ireland uses a centralised electronic Membership Management System, and Microsoft 365 for email and document storage. Craigavon Scouts uses these systems and also uses Google Workspace, including Gmail, Google Drive, Google Docs, and Google Sheets, together with Google Forms to collect and manage information for local activities, events, and administration. Information submitted through Google Forms is stored in Google’s data centres as part of Google Workspace, and Google processes that data under its data-processing terms, while Scouting Ireland and 5th / 6th / 7th Dromore Scouts Craigavon remain responsible for deciding how and why the data is used.
Craigavon Scouts also uses WhatsApp groups and chats as a convenient way to communicate with parents or guardians, youth members where appropriate, and volunteers about meetings, activities, and events. WhatsApp messages are protected by end-to-end encryption, but WhatsApp also processes some account and device information under its own privacy terms, so use of those groups or chats means WhatsApp also processes phone numbers and message-related data. Some information, such as consent forms or health forms for events, may also be kept in paper format where necessary for leaders running activities. Access to systems and records is limited to appropriate adult volunteers and staff who need the information to carry out their role, with passwords and suitable security controls applied.
Sharing personal data
Personal data may be accessed by Scouting Ireland at National, Provincial, and County level in line with its data protection arrangements. Locally, data is shared only where needed with adult volunteers within Craigavon Scouts, Scouting Ireland National Office for membership, vetting, training, complaints, disciplinary processes, and safeguarding, insurers or loss adjusters where relevant to an incident or claim, AccessNI or the Garda National Vetting Bureau during vetting, and statutory bodies such as Túsla, An Garda Síochána, or PSNI where required by child protection law or safeguarding concerns.
Personal data is not shared with third parties for marketing purposes without explicit consent.
Retention
Scouting Ireland keeps personal data for the duration of membership and retains an archival record afterwards in line with its Data Protection Policy and child protection legislation. Locally, Craigavon Scouts follows Scouting Ireland’s retention guidance and keeps only what is needed, including local event forms and health information, attendance and routine programme records, and safeguarding or disciplinary records for the periods required by those policies and any incident-related needs.
Websites, interactive forms, WhatsApp, and cookies
Scouting Ireland’s websites, including scouts.ie and scouting360.ie, have their own privacy and cookie information. For craigavonscouts.org, any linked Google Forms, and any WhatsApp links or group invitations provided through the site, essential cookies may be used so the site and forms function correctly, and analytics cookies may be used to understand site usage and improve content.
Analytics tools may collect IP address, browser information, and pages visited. Browser settings on the site can be used to control cookies.
The cookie policy for Craigavon Scouts can be found at https://craigavonscouts.org/cookie-policy/.
When information is submitted through a Google Form, Google also processes technical information such as IP address and device information under its own privacy arrangements, while Scouting Ireland and Craigavon Scouts remain responsible for the form content and how responses are used.
When WhatsApp is used to contact Craigavon Scouts or join a group, WhatsApp processes personal data including phone number, profile name, and usage information under its own privacy policy and terms of service.
Rights
Data subjects have rights including the right to request access to their data, have inaccuracies corrected, and in certain circumstances have data erased or object to or restrict particular processing. Consent can also be withdrawn where processing is based on consent.
To exercise these rights, you can contact a local leader, Group Leader, or Group Secretary, or through Scouting Ireland’s Data Protection Officer:
- Data Protection Officer – Scouting Ireland
- Tel: 01 495 6300
- Email: [email protected]
- Post: Data Protection, Scouting Ireland, National Office, Larch Hill, Dublin 16, D16 P023
If there is concern about how personal data is handled, a complaint can be made to the Data Protection Commission in the Republic of Ireland or to the Information Commissioner’s Office in Northern Ireland.
Local contact
- Role: Group Leader – 5th / 6th / 7th Dromore Scouts Craigavon
- Email: [email protected]
- Postal address: 15 Kiln Lane, Lurgan, Craigavon, BT66 6NF
Updates
This Privacy Notice may be updated from time to time if Scouting Ireland changes its national arrangements or if local processing changes. The latest version will be available on the website and should show the date it was last updated.