Volunteer joining and trustee agreement
1. Applicant declaration
Acceptance of Scouting values and Association rules
I confirm that I:
- accept the values of Scouting as set out in the purpose and values
- have received a copy of Young People First: Safeguarding – Code of Good Practice (known as the ‘Yellow Card’) and accept and understand that the aim of the Child Protection Policy is to safeguard the welfare of all members by protecting them from neglect and from physical, sexual and emotional harm;
- am prepared to make the Scout Promise (where appropriate – if you are unsure please contact your line manager or the Scout Information Centre);
- agree not to promote any beliefs, behaviours or practices that are not compatible with the values of Scouting;
- agree to abide by the policies and rules of The Scout Association
- accept that Scouting is a uniformed organisation
- accept the requirement to undertake the appropriate learning and/or training within the timescale as laid down by The Scout Association
- am subject to a check made against records at UK Headquarters and certain roles will be required to undertake a Criminal Record Disclosure check.
2. Data protection
As a registered Data Controller, The Scout Association is committed to the Data Principles of the General Data Protection Regulation and the Data Protection Act 2018.
By signing this application, I agree to The Scout Association during and beyond my Membership or involvement with the organisation:
- retaining my personal data to facilitate any present or potential future involvement with Scouting, in line with The Scout Association Data Protection and Data Retention Policy. In summary, 10 years after leaving The Scout Association, the data will be reduced to only include name, date of birth, awards, training records, events attended, roles and permits held, and any complaints in summary format. This remaining data will be retained for 100 years.
- retaining sensitive (special category) personal data regarding my religion or faith, disabilities, ethnicity, medical information and/or commission of offences or alleged offences, in line with The Scout Association Data Protection and Data Retention Policy. In summary, 10 years after leaving The Scout Association the data will be reduced to only include name, date of birth, awards, training records, events attended, roles and permits held, and any complaints in summary format. This remaining data will be retained for 100 years.
- carrying out checks into my suitability to carry out a role in Scouting, including obtaining references and a criminal record check (if relevant).
- understand that The Scout Association may use and store my sensitive (special category) data to fulfil their obligations to me.
3. Communications preferences
If you become a member of the Scouts, you will receive messages from UK Headquarters relevant to you in your Scouting role. As part of your membership, we provide the membership magazine, the membership email and direct emails to support your role.
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. You will be given a membership number, which you can use to sign into Compass to edit your communications preferences.
Each Scout Group, District and County/Area/Region Executive Committee is a Data Controller with overall responsibility for compliance with data protection and how they communicate with you locally.
The preferences set on Compass only influence communications from UK Headquarters.
For Occasional Helpers/Non-Member PVG:
The role of Occasional Helper and Non-Member PVG (Scotland) is not a membership appointment of the Scouts and so no member communications are sent to individuals in relation to this role. If you would like to receive information about membership roles in Scouting, you can request this by updating your communications preferences on Compass.
For Scout Network Members:
All members of Scouting aged 18-25 are part of Scout Network and may be sent opportunities and updates. You can edit your communication preferences on Compass
4. Trustee declaration
I declare that I:
- am willing to act as a charity trustee and understand The Scout Association’s fundamental policies and rules set out in Policy, Organisation and Rules (POR)
- am aware of my duties and responsibilities as a charity trustee in relation to the respective laws and guidance documents:
- England & Wales - Charities Act 2011 and ‘The essential trustee (CC3)’
- Scotland - Charities and Trustee Investment (Scotland) Act 2005 and ‘Guidance for Charity Trustees’
- Northern Ireland - Charities Act (Northern Ireland) 2008 and ‘Running Your Charity (CCNI EG024)’
- Jersey - Charities (Jersey) Law 2014
- Guernsey - Charities and Non Profit Organisations (Registration) (Guernsey) Law 2008
- Isle of Man - Charities (General) Regulations 1990
- do not 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, Charities and Trustee Investment (Scotland) Act 2005, Charities Act (Northern Ireland) 2008, or the Charities (Jersey) Law 2014
- do not have an IVA, Protected Trust Deed (PTD), debt relief order and/or a bankruptcy order
- have not been removed and/or disqualified as a trustee by a charity regulator or court under the law of any part of the United Kingdom, or from holding any equivalent position under the law of any other jurisdiction
- am not a disqualified company director
- am not a designated person for the purposes of anti-terrorism legislation
- am not on the sex offenders register
- have not been found in contempt of court for making (or causing to be made) a false statement
- have not been found guilty of disobedience to an order or direction of a charity regulator in the United Kingdom
- am not disqualified from being a charity trustee for any other reasons detailed in the Charities Act 2011, Charities and Trustee Investment (Scotland) Act 2005, Charities Act (Northern Ireland) 2008, or the Charities (Jersey) Law 2014
- will ensure all information provided to a charity regulator of the United Kingdom is true, complete and correct and understand that it is an offence under the respective laws to knowingly or recklessly provide false or misleading information
- will ensure funds held by the Scout Group/District/County/Area/Region (Scotland) are held (or will be held) in the organisation’s name in a UK bank or building society account 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)
If you do not agree or are unable to accept the above, do not complete the volunteer or adult joining form. For advice, please contact your line manager or the Scout Information Centre on 0345 300 1818 or firstname.lastname@example.org.