The Scout Association of Australia, South Australian Branch has always respected the privacy of its members and customers and understands the importance you place on the protection of personal information in its care.
Our commitment to protecting your privacy is important to us.
This policy is binding on all staff, volunteers and members of Scouts Australia (SA Branch) as well as all formations of the organisation in South Australia (from Branch level to the local Scout Group and Section).
Primary Purpose Definition
Personal information is collected and retained by Scouts Australia (SA Branch) on past and present adult members, as well as youth members and their parents, guardians or care-givers, for the primary purpose of operating Scouting in South Australia.
All information collected is directly applicable to the functions and activities of Scouting and to the health, well being and protection of its members.
This information is entered and stored in a centralised database located at the Branch Headquarters. Data may also be retained in electronic or hardcopy format by any formation of the organisation to which the individual member belongs.
Collection of Data
We will only collect personal information in a fair and lawful manner. Only that information which we require to properly manage and promote our organisation is collected.
When you apply for membership, a training course, or for major Scouting events, the application form includes statements about privacy and requests for consent. Those privacy statements refer you to this policy where more detail is available on how any information about you may be used and disclosed in relation to your membership of Scouting in South Australia.
When you apply for membership, you consent to us collecting, maintaining, using and disclosing personal information about you and provided by you or by another person in accordance with this policy.
When you apply to become a member of Scouts Australia (SA Branch), you are assigned a computer generated number to uniquely identify you for the purposes of the organisation’s operations. This number has no relationship to any identifier assigned by any other agency.
Type of Data Collected
Generally, we only collect personal information from you, with your consent. There are occasions where Branch Headquarters may collect information about you from your local Scout Group to whom you have applied to be a member, however we do not collect or store information about you from individuals or organisations not connected with Scouting. In the case of adults, for the protection of our youth members, we maintain a Memorandum of Understanding (MoU) with the South Australia Police Force (SAPOL) which enables Scouts Australia (SA Branch) to make application to SAPOL for information about adult members. This is used solely to assist Scouts Australia (SA Branch) to assess an adult’s suitability to join our organisation. An application to SAPOL for this information, is not made without the consent of the adult. Any information received in this way is used solely for Scouts Australia and will not be shared in any way with individuals or agencies outside Scouts Australia. Under this MoU, any information received by Scouts Australia from SAPOL is destroyed once the purpose of its collection is satisfied.
Our membership application forms generally request information that identifies you, such as; your full name and date of birth; and information that enables us to contact you such as address, phone and fax numbers, as well as email address(s). We also ask for the name of your school or, if employed, your occupation and a work contact. An important part of our membership application process is the identification of three of your personal referees. We also like to know your hobbies and interests and whether you have any other skills that may be of use to Scouts Australia (SA Branch).
We also collect from internal sources and from members, information related to events and activities they attend, training courses, appointments and qualifications related to Scouting.
In the case of youth members we also need to know the names and contact details of parents, guardians and care-givers in case we have to contact them in an emergency, or to ensure they are informed about Scouting activities, policy issues or other important matters involving their children. We also ask for the parent, guardians or care-givers occupation details as well as their skills/hobbies and sporting/leisure activities, as our organisation relies on volunteers providing their time and expertise in a variety of areas for the benefit of our youth program. We ask parents, guardians and care-givers about their willingness to support their children’s activities and to assist with their local Scout Group.
Scouting is a voluntary, non-political, non-formal education movement for young people, open to all without distinction of origin, race or creed with the aim to encourage the development of young people.
We do not actively seek to collect sensitive information (for example; health information or information about your race, politics, police record or religious background) unless it is necessary to satisfy the aims and principles of our organisation, or, is for the care and protection of our members.
The following information, which may be considered to be of a sensitive nature, is collected but we do so in accordance with the National Privacy Principles:
- Your place of birth, nationality and whether you are of a non-English speaking background is requested in order for us to identify any special needs of members from different cultures.
- Your religion/denomination (if applicable) is requested so that we can provide for the needs of members from different religious backgrounds.
- For adult leaders we request their marital status and their partner’s name for the purposes of inviting partners to Scout functions and activities and to incorporate them as much as possible in the ‘Scouting family’.
- Information obtained from SAPOL is strictly confidential, is not held electronically in any form, and is securely stored and accessed only by three “Authorised Officers” who are: The Chief Commissioner, the Chief Executive Officer and the Executive Officer Operations (in accordance with the MoU).
- We collect health, and medical information, including Medicare and private health fund numbers, about youth members at the time of applying for membership, as well as each time we seek parent, guardian and care-giver permission for the young person to attend a Scouting activity.
- Health and medical information is also sought from adult members attending major activities and events for use in medical situations.
When you join Scouts Australia (SA Branch) you agree that we may use your contact/personal details to send you information about our organisation and its activities and services that we feel may be of interest to you, and to contact you from time to time to obtain your feedback about our activities and services. You also agree to the collection of sensitive data for the purposes disclosed in this policy. Please let us know if you no longer consent to this information being retained. However, if you withdraw consent, we may not be able to provide you with associated services.
We will not use your personal information for any purpose that you would not reasonably expect. At State Branch level, your information may be used to offer you other products, services and activities that will enhance our relationship with you. You may decide, at the time of joining, and at any other time by informing us in writing, that you do not wish to be contacted in this way. It is assumed that existing members have given consent unless they advise us otherwise.
Use and Disclosure
By signing the membership application form you consent to us using your personal information in the following ways:
- To maintain a register of our membership.
- To respond to your request or help us process any request for our activities or services.
- To effectively administer all activities and services that we provide to you.
- To communicate with you about the activities and services that we may provide you.
- To inform you of relevant internal or external activities, events, promotions or special offers that may be of interest to you.
- To identify ‘demographic’ details of our membership for the purpose of building membership.
- To ensure the safety, health and well-being of all members while they participate in Scout activities.
- To carry out research, marketing or development of our products, activities and services including the surveying of members of their needs and attitudes.
- To provide contact information to enable communication between members of the Movement.
- To assess the suitability of adult members to be in charge of our youth members
- To provide personal details of potential adult members to SAPOL.
- To direct membership inquiries to you.
- To direct inquiries to you regarding the use or hire of Scout property or services.
- To assess, process and investigate claims made under any insurance products we provide to you.
If you have chosen to provide us with your email address, we may use that address to advise you of matters of Scouting interest as well as for marketing, planning, new services or research purposes. Members have the right not to receive these additional communications.
We may release information about you where there is a duty to the public to disclose that information, or where disclosure is required or authorised for law enforcement or regulatory purposes.
Scouts Australia (SA Branch) undertakes to give proper and responsible consideration to privacy issues associated with the introduction of new marketing methods or technology.
Data Quality and Integrity
We rely on the accuracy of the information that members or their formation provide to us. We attempt to ensure that all information which we collect, use or disclose is accurate, complete and up to date. We conduct periodic internal checking procedures to ensure that as far as is practicable the data held by us is accurate and current.
You should promptly notify us if there are any changes to the personal information held by Scouts Australia (SA Branch).
Data Access and Correction
You can request access at any time to personal information we hold about you. We will process your request within a reasonable time (usually two working weeks).
There is no fee for requesting access to or updating your information.
Before giving you access to, or amending your records, either in person or over the phone, we may require you to prove your identity. We may ask you to verify your full name, membership number, date of birth and address.
From time to time, for the purposes of data correction, we may provide members or their Scout formation with a computer printout of some or all personal data that we hold on a member.
Many forms other than the membership application form are used by Scouts Australia (SA Branch) for operational purposes. These forms often request personal details from members which were previously collected from their original membership application. These provide us with further opportunities to ensure our data is accurate and current.
Any amendments to member’s records will be processed as soon as possible after such reports or forms are returned to Branch Headquarters.
Access to Data by Members of Scouts Australia (SA Branch)
Scouting is essentially an organisation that is run by and for its voluntary members. Communication between members is of primary importance for its successful operation and therefore the provision of contact details to members to allow them to make contact with other members is most important. Additionally, the provision of some personal details about members to Leaders, whose role is to supervise and in some cases assess the performance of those members, is also essential to our program.
Information access is provided to another member of Scouting for these bona fide purposes.
We also publish a contact list showing limited personal details for a select list of senior adult members. This list is provided to all those on the list and to all adult members for contact purposes.
Access to Data by Non Members
Access to personal information by non members, except custodial parents, guardians, care-givers and authorised volunteer adults in Scouting is not permitted, subject to other provisions of this policy. Personally identifiable data is not provided to external parties. An exception to this provision of information is disclosure to SAPOL or its agents upon its lawful request, or, on our application to SAPOL for information.
We take all reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification or disclosure.
We have physical, electronic and procedural safeguards to protect your information which is held by us.
For example, your personal information in the form of original or copies of paper forms is stored in secured premises. Forms may also be held by authorised voluntary adults at the local ‘Group’ level. These adults are accountable for the security and privacy of your data at that level. Similarly, data containing your personal information may be held at your Group in electronic format. In these circumstances, the security of this information is also vested in those adults that have access to this data.
The Branch Headquarters is the sole location of the State consolidated electronic membership databases. Read-only and change access to information stored electronically is restricted to personnel whose role in the organisation requires access. All authorised personnel require logins and passwords for access to this information. We require all staff and volunteers to maintain the confidentiality of customer and member information.
The Branch database is backed-up on tape on a daily basis and the tapes moved off-site overnight.
Any visitor, to any part of our premises in which your personal information is kept is required to be accompanied by a member of staff or an authorised volunteer adult while on the premises.
The Branch Headquarters uses secure methods to destroy or de-identify any personal information such as computer reports as soon as the information is no longer required by us for any purpose. Our current policy dictates that electronic information in the membership database pertaining to past members is not removed or archived.
Commercial Use of Data
There are occasions when external organisations or individuals wish to offer a product or service which we consider would be beneficial or of interest to our members.
Subject to our consideration of the external organisation (and its material for potential distribution) together with a signed agreement between Scouts Australia (SA Branch) and the external organisation regarding data confidentiality, the Branch Headquarters may provide a mailing service for that external organisation, or, use a Scouts Australia (SA Branch) mailing house to distribute offers of product or services. We do not provide our database to these companies directly.
Scouts Australia (SA Branch) occasionally relies on third party suppliers to conduct specialised activities such as bulk mail outs, data processing, printing etc. These agents act on behalf of Scouts Australia (SA) and are not permitted to facilitate their own commercial agendas whilst processing your personal information. While your personal information may be provided to these agents to enable them to perform their agreed tasks, such information remains the property of Scouts Australia (SA Branch) at all times and the agent organisations involved are bound by specific confidentiality, non-disclosure agreements and data disposal protocols.
Scouts Australia (SA Branch), uses suppliers and partners who are signatories to the Australian Direct Marketing Association (ADMA) Code of Ethics in relation to all direct marketing and electronic marketing to members.
Whilst Scouts Australia (SA Branch) is a not-for-profit organisation, it does operate its own commercial businesses which provide financial returns to its youth program. Except as provided for in this policy, your personal information is not available to these businesses.
SA Branch Corporate Database
Scouts Australia (SA Branch) conducts an annual series of business functions and corporate sporting opportunities. The primary function of these activities is corporate networking and the promotion of Scouting in South Australia.
Scouts Australia (SA Branch) collects data about attendees and corporate participants as well as potential attendees to these events. This information is stored electronically in a unique database that is accessible only by authorised staff. Information about forthcoming events is sent regularly to individuals and organisations on this database. Contact information may also be made available to fellow participants, consistent with the networking aims of the corporate program. Scouts Australia (SA Branch) reserves the right of approval for this to occur. Any person, or company, in this separate database may opt to be excluded from these processes.
Data collected for the purposes of promoting and managing the Scouts Australia (SA Branch) corporate program will not be made available by way of sale, lease or hire to other third party organisations for the purposes of marketing any other product or service.
Website On-Line Services Policy
Scouts Australia (SA Branch) does not collect any personal information about you via our Internet site except when you knowingly provide it.
It is possible for you to visit this website without telling us who you are.
If you have elected to be a registered user we may use your e-mail address to send you from time to time various promotional offers, Scout program information, special events or other marketing communications that may be of interest to you.
It is our policy to only email customers who give us permission to do so. If we send you an email for a commercial purpose, we will give you the option of not receiving further communications of this nature. Alternatively, you may also elect to receive emails about specific subjects and activities.
Subject to other provisions of this policy, personal information obtained on the site will not be released to a third party without your consent. We will use any collected information to improve our service to users, and from time to time may contact registered users about new features and improvements to the website.
Scouts Australia (SA Branch) undertakes to take reasonable steps necessary to ensure that member information is secure from any unauthorised access or disclosure. We have incorporated security procedures and practices that we consider are consistent with Australian industry practice. We review our security procedures from time to time and update them when relevant. Obviously, any information you decide to provide to third parties on the internet (outside our website and its levels of protection) fall outside this statement.
You may elect to use an e-commerce section of our website to purchase products and to pay for those products using your credit card. These transactions use an industry standard encryption code. This means that your credit card and payment details are not retained by Scouts Australia (SA Branch) or its businesses.
For statistical purposes we may collect non-personalised information on website activity (such as the number of users who visit the website, the date and time of visits, the number of pages viewed and navigation patterns) through the use of 'cookies' and other tracking technology. In order to collect user statistics we may anonymously log information, and identify categories of users by items such as domains and browser types.
Scouts Australia (SA Branch) may amend this section from time to time. We will notify you by posting a prominent announcement on our webpages and via email to registered users if we make any substantial changes in the way we use your personal information.
You need not give us any of the personal information about you or any other person which may be requested in our communications with you. However, without that information, we may not be able to process an application, fulfil your request to become a member or provide you with an appropriate level of service.
You are entitled to ask us for access to your personal information records at any time, or to choose to cancel or opt-out of any service or future mailing.
You may elect to advise us that your phone and fax numbers are to be marked as ‘silent’ in which case we will not release or publish them in any form.
Complaints will be resolved in accordance with the Scouts Australia (SA Branch) grievance policy. This policy is available on request from Branch Headquarters. Complaints should be made in writing or by email to the Chief Executive Officer.
This information relates to our current privacy standards. We may vary our privacy standards from time to time. We undertake to notify you of these changes by publishing them on our website - we will not separately notify you of these changes.
Scouts Australia (SA Branch)
211 Glen Osmond Road
FREWVILLE SA 5063
Ph: (08) 8130 6000
Fax: (08) 8130 6010