Declaration
November 2024
When a volunteer first signs into the new digital system, they will be asked to review and accept the declaration relevant to their role. They will also be assigned an action to sign a new declaration for each new role as part of the joining journey for that role.
Declarations
IMPORTANT, by pressing accept you are confirming that you agree with all the sections.
If you have any questions or want to clarify any point, you can contact your Lead Volunteer, local Data Lead or Scouts Support Centre.
We value our volunteers, relying on people like you to plan and run our programmes and help keep Scouts running. Whatever your role or team, you play a part in helping young people gain skills for life.
1. Scout values, culture and rules
Scouts has a number of policies that support our values, culture and rules. Please take time to read the linked webpages and documents below.
I confirm that I:
- will be a good role model with behaviours and an attitude that are in line with Our Volunteering Culture.
- will make sure I follow the organisation’s policies and rules as laid out in the Scouts’ Policy, Organisation and Rules (POR). In particular, the Safeguarding Code of Conduct for Adults (known as the Yellow Card).
- am prepared to follow the Scout Promise as it reflects my own faith and/or belief. (See variations to the wording of the Promise).
- accept that Scouts is a uniformed organisation.
- agree to complete any learning which is necessary for my role in Scouts within the specified time frame outlined in the joining journey (and any additional learning as required).
- agree to complete the steps in the joining journey within the specified time frame (as far as is practicable).
- will support decisions of my team, and/or of Scouts, and won’t do anything which brings, or is likely to bring, Scouts into disrepute or have a negative impact on Scouts or its reputation.
- understand that background checks will be made against records at UK Headquarters and/or a criminal record check (if relevant).
- accept that if I am volunteering in Scotland, in a regulated role, I will not take partstart my in any regulated activity role until I am clear to volunteer. This is when the Disclosure Issued status is recorded against a Disclosure Scotland check on My Membership.
2. Data protection
The Scout Association is a registered Data Controller and is committed to the Principles of the Data Protection Act 2018, and other relevant data legislation.
Local Scouts Trustee Boards are their own distinct Data Controllers, separate to The Scout Association.
For the purpose of the data stored in the membership system, The Scout Association and the local Trustee Boards each act as Independent Data Controllers.
You will be required to provide data directly to the local Scout Group, District, County, Area or Region (Scotland). The Scout Association will share data from time-to-time with local Scout Groups, District, County, Area or Region (Scotland), only where there is a legitimate reason and lawful basis in doing so. You should read the local Data Protection Policy of your Scout Group, District, County, Area or Region (Scotland) for information on how they will use your data.
I acknowledge that The Scout Association will process my data in accordance with the Data Protection Policy and the Data Retention Policy which will include the processing of my data during and beyond my membership, using the lawful basis set out in the Data Protection Policy.
This will include:
- Keeping my personal data for the periods stated in our Data Retention Policy to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- Retaining sensitive (also known as special category) personal data regarding my religion or faith, disabilities, ethnicity, medical information and/or commission of offences or alleged offences for the periods stated in our Data Retention Policy.
- Carrying out checks into my suitability to carry out a role in Scouts, including obtaining references and a criminal record check (if relevant).
- Sharing my data with any statutory agencies or other organisations that work with children and young people where there is a legitimate reason and lawful basis to do so to ensure the safeguarding of children.
I acknowledge that some elements of my data will be visible to others via the membership system. This is for the purpose of allowing communication between members, as well as volunteer management, safeguarding and vetting purposes. Some Accreditations will automatically increase visibility on the system to allow contact with appropriate individuals to share skills and communicate.
I acknowledge that I may have access to other peoples’ data and will only use it for genuine Scouts reasons in line with the Data Protection Act 2018. Local Data Leads and Local Trustee Boards can provide assistance if there are any concerns.
3. Communications preferences
As part of your membership, Scouts provides essential information by email to support your role. This is a requirement of membership, and the rationale for sending the emails is to make sure you can carry out your role safely and in line with our rules.
As a member of Scouts, I accept I will receive messages from UK Headquarters relevant to me in my role.
We encourage all members to receive and read the monthly membership email as this is a key part of how we keep in touch with you. You can choose to receive additional marketing information about products, services or offers, as well as additional topics that are not directly related to your role by signing into the membership system to edit your communications preferences.
You can find out from the local Scout Group, District, County, Area, Region or Nation how they will communicate with you.
4. Acceptable Usage
The Acceptable Usage Policy applies to all members, volunteers and visitors who use any element of the membership system. It outlines the practices you must agree to; to use the membership system, it covers rules around accessing and using information.
I confirm that I have read and accept the conditions within the Acceptable Usage Terms.
5. Trustee declaration
This declaration applies to you as your role requires you to be a charity Trustee. You must accept it to carry out this role.
I declare that I am willing to act as a charity trustee within Scouts’ governance structure and am not prevented from acting as a Trustee because I:
- have an unspent conviction for:
• an offence involving dishonesty or deception
• money laundering offences
• terrorism offences including financing
• an offence under sections 1, 2, 6 or 7 of the Bribery Act 2010
• the offence of contravening a charity regulator Order or Direction
• offences of misconduct in a public office, perjury or perverting the course of justice
• aiding, attempting, or abetting the above offences
• any other offence listed in the Charities Act 2011, (England and Wales), Charities and Trustee Investment (Scotland) Act 2005, Charities Act (Northern Ireland) 2008, Charities (Jersey) Law 2014 and the Bailiwick Charity Law 2022. - have an Individual Voluntary Arrangement (IVA), Protected Trust Deed (PTD), debt relief order and/or a bankruptcy order.
- have been removed as a Trustee in England, Scotland, or Wales (by the Charity Commission or Office of the Scottish Charity Regulator).
- have been removed from being in the management or control of anybody in Scotland (under relevant legislation).
- have been disqualified by the Charity Commission.
- am a disqualified company director.
- am a designated person for the purposes of anti-terrorism legislation.
- am on the sex offender’s register.
- have been found in contempt of court for making (or causing to be made) a false statement.
- have been found guilty of disobedience to an order or direction of the Charity Commission.
If your Scout Group, District, County/Area/Region (Scotland) pays (or will pay) any Trustee or person connected to them for providing goods and services, you declare that this will:
- be in the organisation’s best interests
- be lawful and authorised
- help the organisation carry out its purposes (or be a necessary by-product of it carrying out its purposes).
I also declare that:
- I understand that it’s an offence under section 60(1)(b) of the Charities Act 2011 to knowingly or recklessly provide false or misleading information
- I will comply with my responsibility as a Trustee – these are set out in the following guidance depending on the country you are a Trustee
• for England and Wales, the Charity Commission’s guidance on The Essential Trustee (CC3)
• for Northern Ireland, the Charity Commission for Northern Ireland's guidance on Trusteeship
• for Scotland, the Office of the Scottish Charity Regulator (OSCR)'s guidance on Trustee Duties
• for Guernsey, Jersey, Isle of Man and Gibraltar, contact the equivalent charity regulator for guidance about the role of a Trustee
· for BSO, the Charity Commission’s guidance on The Essential Trustee (CC3), and contacting the equivalent charity regulator, for the country my charity is registered, for guidance about the role of a Trustee
I understand that:
- Each Local Scout Trustee Board is their own distinct Data Controller committed to the Principles of the Data Protection Act 2018, and other relevant data legislation.
- That any data sharing with The Scout Association is done in accordance with the Data Sharing Agreement.
- If I am a Trustee in Scotland, a PVG is required to be a Trustee, and I cannot start my role until I am clear to volunteer. This is when the Disclosure Issued status is recorded against a Disclosure Scotland check on My Membership.
IMPORTANT, by pressing accept you are confirming that you agree with all the sections.
If you have any questions or want to clarify any point, you can contact your Lead Volunteer, local Data Lead or Scouts Support Centre.
1. Data Protection
Who handles your data in Scouts?
The Scout Association is a registered Data Controller and is committed to the Principles of the Data Protection Act 2018, and other relevant data legislation.
I accept I will receive messages from UK Headquarters relevant to me in my role.
Local Scouts Trustee Boards are their own distinct Data Controllers, separate to The Scout Association.
For the purpose of the data stored in the membership system, The Scout Association and the local Trustee Boards each act as Independent Data Controllers.
You will be required to provide data directly to the local Scout Group, District, County, Area or Region (Scotland). The Scout Association will share data from time-to-time with local Scout Groups, District, County, Area or Region (Scotland), only where there is a legitimate reason and lawful basis in doing so. You should read the local Data Protection Policy of your Scout Group, District, County, Area or Region (Scotland) for information on how they will use your data.
I acknowledge that The Scout Association will process my data in accordance with the Data Protection Policy and the Data Retention Policy which will include the processing of my data during and beyond my membership, using the lawful basis set out in the Data Protection Policy.
This will include:
- Keeping my personal data for the periods stated in our Data Retention Policy to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- Retaining sensitive (also known as special category) personal data regarding my religion or faith, disabilities, ethnicity, medical information and/or commission of offences or alleged offences for the periods stated in our Data Retention Policy.
- Carrying out checks into my suitability to carry out a role in Scouts, including obtaining references and a criminal record check (if relevant).
- Sharing my data with any statutory agencies or other organisations that work with children and young people where there is a legitimate reason and lawful basis to do so to ensure the safeguarding of children.
I acknowledge that some elements of my data will be visible to others via the membership system. This is for the purpose of allowing communication between members, as well as volunteer management, safeguarding and vetting purposes. Some Accreditations will automatically increase visibility on the system to allow contact with appropriate individuals to share skills and communicate.
I acknowledge that I may have access to other peoples’ data and will only use it for genuine Scouts reasons in line with the Data Protection Act 2018. Local Data Leads and Local Trustee Boards can provide assistance if there are any concerns.
2. Communications preferences
I accept I will receive messages from UK Headquarters relevant to me in my role
You can find out from the local Scout Group, District, County, Area, Region or Nation how they will communicate with you
3. Acceptable Usage
The Acceptable Usage Policy applies to all members, volunteers and visitors who use any element of the membership system. It outlines the practices you must agree to; to use the membership system, it covers rules around accessing and using information.
I confirm that I have read and accept the conditions within the Acceptable Usage Terms.
This is only applicable to Young Leaders who are required to be recorded on My Membership for a PVG Disclosure Check.
IMPORTANT, by pressing accept you are confirming that you agree with all the sections.
If you have any questions or want to clarify any point, you can contact your Section Team Leader or Lead Volunteer,
1. Youth Member
I confirm that I:
a. understand that checks will be made against records at UK Headquarters
b. will follow the Code of Conduct and safe scouting rules as outlined in the Orange Card
c. will follow any rules or policies relevant to my volunteering
d. am prepared to follow the Scout Promise as it reflects my own faith and/or belief. (See variations to the wording of the Promise).
e. have, or will within 3 months of starting the Young Leader role, complete Module A of the Young Leaders’ Scheme
f. understand that in Scotland, the Young Leader role is a regulated role, and therefore from 16 I must be clear to volunteer before starting or continuing in this role. This is when the Disclosure Issued status is recorded against a Disclosure Scotland check on My Membership
2. Data Protection
Who handles your data in Scouts?
The Scout Association is in charge of how it uses personal data and follows UK data protection laws. Local Scout Trustee Boards (like your local group or district) are also in charge of their own data separately from the national Scout Association (known as being independent data controllers). You’ll need to give some personal information directly to your local group, district, county, or region. The Scout Association might also share your data with them, but only when there’s a good reason and it’s allowed by law.
How is your data used?
The Scout Association will use your data according to its rules, even after you stop being a member. This includes:
· Keeping your personal info for a set amount of time to meet legal or reporting needs.
· Checking if you're suitable for a role in Scouts, which might include references or a criminal record check.
· Sharing your data with official organisations that help protect children, if needed for safety reasons.
Who can see your data?
Some of your information will be visible to other members in the Scouts system. This helps with communication, managing volunteers, and keeping everyone safe.
Using other people’s data
You might see other members’ data too. You must only use it for real Scout-related reasons and follow the law. If you’re unsure, your local Lead Volunteer, data lead or Trustee Board can help.
I understand that :
· Some of my data will be visible to others in the membership system
· The Scout Association will process my data in accordance with the Data Protection Policy and the Data Retention Policy which will include the processing of my data during and beyond my membership, using the lawful basis set out in the Data Protection Policy.
3. Communications preferences
As part of your membership, Scouts may provide essential information by email to support your role. This is a requirement of membership, and the rationale for sending the emails is to ensure that you are able to carry out your role safely and in line with our rules.
By being registered on the membership system as a Youth Member, I accept I will receive messages from UK Headquarters relevant to me in my role.
4. Acceptable Usage
The Acceptable Usage Policy applies to all members, volunteers and visitors who use any element of the membership system. It outlines the practices you must agree to; to use the membership system, it covers rules around accessing and using information.
I confirm that I have read and accept the conditions within the Acceptable Usage Terms.
This is only applicable to Young Helpers who are required to be recorded on My Membership for a PVG Disclosure Check.
IMPORTANT, by pressing accept you are confirming that you agree with all the sections.
If you have any questions or want to clarify any point, you can contact your Lead Volunteer, local Data Lead or Scouts Support Centre.
1. Data Protection
Who handles your data in Scouts?
The Scout Association is a registered Data Controller and is committed to the Principles of the Data Protection Act 2018, and other relevant data legislation.
I accept I will receive messages from UK Headquarters relevant to me in my role.
Local Scouts Trustee Boards are their own distinct Data Controllers, separate to The Scout Association.
For the purpose of the data stored in the membership system, The Scout Association and the local Trustee Boards each act as Independent Data Controllers.
You will be required to provide data directly to the local Scout Group, District, County, Area or Region (Scotland). The Scout Association will share data from time-to-time with local Scout Groups, District, County, Area or Region (Scotland), only where there is a legitimate reason and lawful basis in doing so. You should read the local Data Protection Policy of your Scout Group, District, County, Area or Region (Scotland) for information on how they will use your data.
I acknowledge that The Scout Association will process my data in accordance with the Data Protection Policy and the Data Retention Policy which will include the processing of my data during and beyond my membership, using the lawful basis set out in the Data Protection Policy.
This will include:
- Keeping my personal data for the periods stated in our Data Retention Policy to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- Retaining sensitive (also known as special category) personal data regarding my religion or faith, disabilities, ethnicity, medical information and/or commission of offences or alleged offences for the periods stated in our Data Retention Policy.
- Carrying out checks into my suitability to carry out a role in Scouts, including obtaining references and a criminal record check (if relevant).
- Sharing my data with any statutory agencies or other organisations that work with children and young people where there is a legitimate reason and lawful basis to do so to ensure the safeguarding of children.
I acknowledge that some elements of my data will be visible to others via the membership system. This is for the purpose of allowing communication between members, as well as volunteer management, safeguarding and vetting purposes. Some Accreditations will automatically increase visibility on the system to allow contact with appropriate individuals to share skills and communicate.
I acknowledge that I may have access to other peoples’ data and will only use it for genuine Scouts reasons in line with the Data Protection Act 2018. Local Data Leads and Local Trustee Boards can provide assistance if there are any concerns.
2. Communications preferences
I accept I will receive messages from UK Headquarters relevant to me in my role
You can find out from the local Scout Group, District, County, Area, Region or Nation how they will communicate with you
3. Acceptable Usage
The Acceptable Usage Policy applies to all members, volunteers and visitors who use any element of the membership system. It outlines the practices you must agree to; to use the membership system, it covers rules around accessing and using information.
I confirm that I have read and accept the conditions within the Acceptable Usage Terms.
This is only applicable to Explorer Scouts who are required to be recorded on My Membership as they hold a Young Leader role which needs a PVG Disclosure Check.
IMPORTANT, by pressing accept you are confirming that you agree with all the sections.
If you have any questions or want to clarify any point, you can contact your Section Team Leader or Lead Volunteer,
1. Youth Member
I confirm that I:
a. understand that checks will be made against records at UK Headquarters
b. will follow the Code of Conduct and safe scouting rules as outlined in the Orange Card
c. will follow any rules or policies relevant to my volunteering
d. am prepared to follow the Scout Promise as it reflects my own faith and/or belief. (See variations to the wording of the Promise).
e. have, or will within 3 months of starting the Young Leader role, complete Module A of the Young Leaders’ Scheme
f. understand that in Scotland, the Young Leader role is a regulated role, and therefore from 16 I must be clear to volunteer before starting or continuing in this role. This is when the Disclosure Issued status is recorded against a Disclosure Scotland check on My Membership
2. Data Protection
Who handles your data in Scouts?
The Scout Association is in charge of how it uses personal data and follows UK data protection laws. Local Scout Trustee Boards (like your local group or district) are also in charge of their own data separately from the national Scout Association (known as being independent data controllers). You’ll need to give some personal information directly to your local group, district, county, or region. The Scout Association might also share your data with them, but only when there’s a good reason and it’s allowed by law.
How is your data used?
The Scout Association will use your data according to its rules, even after you stop being a member. This includes:
· Keeping your personal info for a set amount of time to meet legal or reporting needs.
· Checking if you're suitable for a role in Scouts, which might include references or a criminal record check.
· Sharing your data with official organisations that help protect children, if needed for safety reasons.
Who can see your data?
Some of your information will be visible to other members in the Scouts system. This helps with communication, managing volunteers, and keeping everyone safe.
Using other people’s data
You might see other members’ data too. You must only use it for real Scout-related reasons and follow the law. If you’re unsure, your local Lead Volunteer, data lead or Trustee Board can help.
I understand that :
· Some of my data will be visible to others in the membership system
· The Scout Association will process my data in accordance with the Data Protection Policy and the Data Retention Policy which will include the processing of my data during and beyond my membership, using the lawful basis set out in the Data Protection Policy.
3. Communications preferences
As part of your membership, Scouts may provide essential information by email to support your role. This is a requirement of membership, and the rationale for sending the emails is to ensure that you are able to carry out your role safely and in line with our rules.
By being registered on the membership system as a Youth Member, I accept I will receive messages from UK Headquarters relevant to me in my role.
4. Acceptable Usage
The Acceptable Usage Policy applies to all members, volunteers and visitors who use any element of the membership system. It outlines the practices you must agree to; to use the membership system, it covers rules around accessing and using information.
I confirm that I have read and accept the conditions within the Acceptable Usage Terms.