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 In some cases, photographs of an injured person may be added to the form. If a person can be identified in a photograph, consent will be obtained before it is included 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. • For those in Northern Ireland an additional condition for processing required under the DPA 2018 UK is schedule 1 Part 2, paragraph 18 (1)(a) The processing is necessary to protect the physical, mental or emotional wellbeing of an individual and / or paragraph 18 (1)(b) the individual is aged under 18, or aged 18 or over and at risk.
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".
Page 1 of 3