Privacy Notice

1st Prague (Czech Republic) Scout Group z.s.  –  ICO: 04755057

1st Prague Scout Group – Junior p.s. – ICO 233 34 975

1st Prague Scout Group – Senior p.s. – ICO 232 51 999

Last updated: 30.4.2026

1st Prague (Czech Republic) Scout Group z.s. is an English-speaking international Scout Group part of British Scouting Overseas. It provides Scouting to young people from many nationalities in Prague the capital city of the Czech Republic.

This Privacy Notice explains how 1st Prague (Czech Republic) Scout Group z.s. (“we”, “us”, “our”) collects, uses, stores and shares personal data.

 We are based at The Gilwell Centre, Politických vězňů 912/10, Prague 1

Contact details for privacy matters:

• Email: info@praguescouts.cz
• Postal address: Pod pekárnami 251/4, Vysočany, 190 00 Praha 9

Data Protection Officer: Roberto Di Cursi 

This notice applies to:

• youth members;
• parents and legal guardians;
• adult volunteers and leaders;
• supporters, donors and funders;
• event participants;
• website visitors; and
• anyone who contacts us.

Depending on your relationship with us, we may collect:

• identification details (such as name and date of birth);
• contact details (such as address, email address and telephone number);
• membership and attendance information;
• badge / award records;
• emergency contact details;
• event information;
• photographs or videos, publication on our website or social media channels for promotional purpose, for internal records and historical documentation of the Group;
• volunteer administration information;
• donation / supporter information;
• communications and correspondence records;
• website and enquiry information;
• where necessary for camps or events, limited health / medical information and other safety-related information (for more information see point 7); and
• religious data to respect a person’s beliefs with regards to activities, food and holidays, where necessary.

We collect personal data:

• directly from you;
• from a parent or legal guardian;
• through membership or event forms;
• through our website and email communications;
• from trusted third parties where appropriate; and
• from scouting systems and records used to administer our activities.

We use personal data for the following purposes:

Purpose	Example of data used	Legal basis
Membership administration	Member and parent contact details, attendance, badge records	Legitimate interest (Art. 6(1)(f))
Running meetings, camps and events	Contact details, emergency contacts, event forms	Legitimate interest (Art. 6(1)(f))
Photographs and videos	Photographs, video recordings, image, voice, event participation details	Art. 6(1)(a) GDPR – Consent for publication on website, social media, promotional materials; Art. 6(1)(f) GDPR – Legitimate interests for internal event documentation and historical records where appropriate
Health and safety / safeguarding	Health or medical information where needed for event safety	Legitimate interests (Art. 6(1)(f)) for routine administration; Vital interests (Art. 6(1)(d)) in emergencies Art. 6(1)(c) GDPR – Legal obligation where safeguarding obligations apply under applicable Scout Association requirements and relevant law Art. 9(2)(d) (non-profit body) and Art. 9(2)(c) where necessary to protect vital interests
Religious / philosophical belief requirements (where relevant)	Information about religious observance, dietary requirements, accommodation needs or similar participation-related requests that may reveal religious or philosophical beliefs	Consent (Art. 6(1)(a)) or Legitimate interests (Art. 6(1)(f)) where strictly necessary for participation Art. 9(2)(a) Explicit consent
Volunteer administration	Volunteer contact and administration details	Legitimate interests (Art. 6(1)(f))
Communications	Emails, notices, newsletters, updates	Legitimate interests (Art. 6(1)(f))
Awards / nominations	Name and contact details, eligibility information	Legitimate interests (Art. 6(1)(f))
Insurance, incident management and legal claims	Relevant records needed to protect the group and its members	Legal obligation (Art. 6(1)(c)) where reporting is required; Legitimate interests (Art. 6(1)(f)) for protection and defence of legal claims Art. 9(2)(f) where special-category data is required for legal claims
Donations / supporter administration	Donor or supporter contact details and records	Legitimate interests (Art. 6(1)(f))
Website administration / analytics	Website usage data and technical information	Legitimate interests (Art. 6(1)(f))

Where we rely on legitimate interests, we have considered and balanced our interests against the rights and freedoms of the individuals concerned and concluded that the processing is necessary, proportionate and expected in the context of membership of and participation in Scout activities.

We are committed to keeping personal data secure and to limiting access to those who need it for the proper administration of the Group and its activities. Personal data is stored in secure systems used to manage membership, attendance, badge records, event administration and related Scout Group activities. Access to personal data is restricted to authorised leaders, volunteers and committee members who need the information for their role.

We may use digital systems and service providers to help us administer the Group.

In some situations, particularly for camps, trips or events where internet or digital access may not be available, we may also use paper records. These may include joining forms, event consent forms, emergency contact details, coordination documents, award records, and, where necessary, limited medical or other safety-related information required for the event.

Where paper records are used, we take steps to keep them secure during transport, use and storage.

We keep personal data only for as long as necessary for the relevant purpose and in line with our retention practices, legal obligations, insurance requirements and safeguarding needs.

For some camps, trips or events, we may need to collect limited health or medical information, allergy information, medication details, dietary requirements or other safety-related information to help protect participants and respond to emergencies.

We will only use this information where necessary, restrict access to those who need it, and keep it only for as long as required for the relevant purpose.
Where paper forms are used, they will be handled securely and destroyed when no longer needed.

We may share personal data with:

• authorised leaders, volunteers and committee members within the group;
• scouting bodies and affiliated organisations where necessary;
• service providers and systems used to administer the group;
• insurers;
• local authorities or public bodies where required;
• law enforcement or regulators where required by law; and
• another scout group or unit if a member transfers.

Specifically, we will share your personal information with others outside our Scout Group where we need meet or enforce a legal obligation, this may include, Northern Europe District Scouts, British Scouting Overseas Area Scouts, The Scout Association and it insurance subsidiary “Unity”, local authority services and law enforcement, we will only share your personal information to the extent needed for those purposes.

We do not sell personal data for marketing purposes.

We currently use following data processors’ systems and services to administer our activities and maintain records:

The Scout Association via its adult membership system “The Membership System” which is used to record the personal information of leaders, adults and parents who have undergone a Disclosure and Barring Service (DBS) check.

Online Youth Manager Ltd (Online Scout Manager) which is used to record the personal information, badge records, event and attendance records etc, we have a data processing agreement in place with online youth manager, more information is available at https://www.onlinescoutmanager.co.uk/security.php

Google Drive occasionally used for secure transfer of limited personal information for events. MS 365 to process data and information through software such as MS Teams, MS Forms, MS Excel and MS Word.

We do not normally transfer personal data outside the European Union / European Economic Area unless this is necessary for a specific lawful purpose, for example in connection with an event taking place outside the EU/EEA.

Where a transfer outside the EU/EEA is necessary, we will use appropriate safeguards where required and provide more information on request.

We keep personal data only for as long as necessary for the relevant purpose and to meet legal, insurance, safeguarding and record-keeping requirements:

• active membership records – while membership continues plus 1 year;
• former member records – for a period of up to 15 years (or until the age 21) in a much more limited form (just name, badge and attendance records);
• event medical forms – for the duration of the event plus 1-year max.
• volunteer administration records –for the duration of membership plus 5 years.
• incident / safeguarding records – 10 years.
• donor / supporter records – 10 years.
• website enquiries – 5 years.

Under data protection law, you may have the right to:

• be informed about how your personal data is used;
• request access to your personal data;
• request correction of inaccurate personal data;
• request deletion of personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing in certain circumstances;
• request data portability where applicable; and
• complain to a supervisory authority.

If you have a privacy concern, please contact us first using the details above.

You also have the right to lodge a complaint with the Office for Personal Data Protection (ÚOOÚ) in the Czech Republic (https://www.uoou.cz/).

We use a privacy‑friendly analytics tool (Usermaven) to understand how visitors use our website or services. This tool operates without traditional cookies and processes pseudonymous identifiers to analyse usage patterns and improve our services.

We do not use automated decision-making or profiling that produces legal or similarly significant effects on individuals.

We may update this Privacy Notice from time to time. The latest version will always be published on our website together with the last updated date.