Scouting Ireland, National Office, Larch Hill, Dublin 16, Ireland T: 01 4956300 www.scouts.ie
Privacy Information Notice Register of Members via JotForm 1. Purposes of Processing Scouting Ireland processes Register of Member information for the following purposes: To create and update the register of members of the company. This is a legal requirement (Companies Act 2014). To send information to relevant people regarding the AGM/EGM of the company. 2. Personal data processed We will collect the following personal data: Member (Scout Group) Contact Details, Nominee Contact Name, email, phone number and postal address 3. Lawful Basis We process personal data relating to members for the purpose of maintaining the company’s register of members and to communicate with members regarding statutory company matters, including notices of general meetings. This processing is necessary for compliance with a legal obligation to which the company is subject under company law (Companies Act 2014), in accordance with Article 6(1)(c) legal obligation of the General Data Protection Regulation (GDPR) 4. Third-Party Processor We use JotForm, a secure online form service, to collect the register of member forms, once submitted the form will be securely stored in MS 365 SharePoint and deleted from JotForm after 30 days. JotForm acts as a data processor on our behalf and does not use the data for their own purposes. Data submitted through JotForm and stored in MS 365 SharePoint is stored securely in the EU and access is restricted to authorised staff within Scouting Ireland. 5. Data Retention Register of Members Forms are retained for as long as the Scout Group remains active. When a form is updated, the previous version is securely deleted. If a Scout Group closes, the most recent version of the Register of Members form will be retained for 1 year following closure out and will then be securely deleted. 6. Data Sharing The register of members form will be shared with the Company Secretary and the Volunteer and Group Support Department Manager. 7. Your Rights Under the General Data Protection Regulation individuals have a number of rights in relation to their personal data, including the rights to: Request access to their personal data Request correction of inaccurate data Request erasure of data Request restriction of processing 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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