Scouting Ireland, National Office, Larch Hill, Dublin 16, Ireland T: 01 4956300 www.scouts.ie Privacy Information Notice Accident and Incident Reporting via JotForm 1. Purposes of Processing Scouting Ireland processes Accident and Incident information for the following purposes: To record details of accidents or incidents that occur during Scouting related activities, events, camps etc To carry out follow-up checks after an incident To assess any ongoing risks, review trends and improve safety practices To support insurance claims and reporting requirements To comply with legal and safeguarding obligations 2. Personal data processed Depending on the nature of the incident, we may collect: Name, Date of Birth, and contact details of the individual involved Parent/guardian contact details (where applicable) Date, time, and location of the incident Description of the incident Nature and full extent of injuries Names of witnesses involved Name of Person in charge and position held Name of person who incident was reported to Name of trained first aider Photographs of the injured person may be uploaded to the form when applicable, but users strongly encouraged to only upload images which does not identify the individual. 3. Lawful Basis We process personal data relating to accident and incident reports on the basis of our legitimate interests, namely, to ensure the safety and wellbeing of participants, to maintain appropriate records of incidents, and to meet our obligations to insurers and insurance brokers, including supporting the handling and defence of any claims. Where we process special category data (such as information about injuries or health), we rely on the following additional conditions: Establishment, exercise or defence of legal claims, to ensure we can appropriately manage and respond to any current or future insurance or legal claims We process this under Article 9(2)(g) condition of the EU and UK GDPR because it is necessary for reasons of substantial public interest, namely to comply with legal obligations for the safeguarding and wellbeing of children and young people, the duty of care of our volunteers and those who attend Scouting related activities, events and camps. We ensure all such data is handled securely and only used for the purposes of welfare checks and incident management. 4. Third-party Processor We use JotForm, a secure online form service, to collect and store accident and incident reports. JotForm acts as a data processor on our behalf and does not use the data for their own purposes. Reg. No. 397094, Charity No. CHY3507, Reg. Office - National Office, Larch Hill, Dublin 16. Scouting Ireland is a company Limited by guarantee exempt from using the word "Limited".
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