Your checklist for taking actionTo make sure youve done everything to make personal information safe, youll need to do two things:
1. find all the places you might have peoples information, and
2. take the following action with the information you have.
Tick everything on the list as soon as youve done it.
Finding all the things you have which might have personal data thats connected to Girlguiding
Check your cupboard/loft/unit meeting place/filing cabinet/car boot/workplace/sheds/garages
Check for all paper files
Check any online storage systems for example Dropbox, Google Drive
Check for old laptops, desktops, tablets, mobile phones etc
Go through any CDs, discs, memory sticks etc.
Definition of terms used
When the checklist says securely destroy, for paper documents it means shredding it or tearing/cutting it into pieces small enough that it cant be put back together before you put in in the bin. If its electronic, it means deleting it and then emptying the recycle bin. If you later go on to sell/get rid of the electronic device make sure you wipe all your data off! Destroy CDs by scratching them or breaking them before you throw them away. Delete all records from memory sticks.
When the checklist item says keep in a safe place, it means keeping them somewhere secure where no one else can access them.
Send to us care of our trading department in Altrincham:
Any health forms for activities and residentials which have already taken place where there was an accident or safeguarding incident
Consent forms for activities and residentials which have already taken place where there was an accident or safeguarding incident
Any paperwork/electronic records relating to safeguarding concern/s you might have dealt with, which you reported at the time to district, division, county, country/region or HQ
Any paperwork/electronic records where youve noted any safeguarding concern associated with either a unit or previous role within Girlguiding for example an activity form
Any paperwork/electronic records that you decided not to report at the time as you werent sure or it wasnt appropriate to do so.
All of this information will be kept on file but there may be cases where we need to follow up further.
Please send this information to: The Safeguarding team, Girlguiding Trading Service, Atlantic Street, Broadheath, Altrincham, Cheshire WA14 5EQ or firstname.lastname@example.org.
Keep in a safe place:
Current records. Keep these until they are no longer needed for example when a girl leaves a unit, or the event has taken place
Financial records from the last seven years
Other documents that youre currently using
Any other health forms for activities and residentials which have already taken place without any accidents or safeguarding incidents
Consent forms for activities and residentials which have already taken place without any accidents or safeguarding incidents
Old unit starting forms
Current starting forms after youve updated GO. KEEP current Gift Aid forms
Financial records older than seven years, including old Gift Aid forms
Six/Patrol registers no longer used
Old electronic registers, spreadsheets
Emergency contact lists, either paper or electronic
Any documents electronic/paper which lists personal information or contact details
Old booking forms/order forms
Any non-safeguarding records/paperwork passed on by a previous leader or volunteer
If youre not sure whether to keep or destroy a document you find, please contact us on 020 7834 6242.
FOR COMMISSIONERSPlease support all volunteers to help them with any questions or concerns they may have. The FAQs on the website will help you. As well as going through the previous checklist yourself, please do the following too:
Support your volunteers with anything that may be linked to GDPR/safeguarding
Check county/district/division buildings for any records/forms either paper or electronic that has personal data
Support volunteer shops to securely destroy any out of date data either hard or soft copy they hold
Contact lists for training, county days, other events/activities that are completed
Details pertaining to girls or volunteers that are not stored on GO
Records which hold personal information, contact details that are no longer needed, for example old Leadership qualification books
Need help? Were here to help and support you through this.For help with GDPR email email@example.com or give us a call on 020 7834 6242.
For help with Safeguarding email firstname.lastname@example.org or give us a call on 020 7834 6242.