Privacy notice

7thPortal is a local portal for 7th Swindon Scout Group parents, carers and leaders. Online Scout Manager (OSM) remains the master record for child, parent, programme, event, badge and payment data - 7thPortal reads a limited set of that information to show it in a simpler, mobile-friendly view, and links back to OSM for anything that needs to be updated.

What we store in 7thPortal

• Your name, email address and portal role (parent/carer, leader, administrator, trustee viewer).
• For leaders and administrators: an OSM access token used to read section data on your behalf. We never see or store your OSM password.
• For parents/carers: which OSM member record(s) (i.e. which child/children) are linked to your account.
• Local content you or an administrator create: notices, and a record of who published them.
• Audit records of logins, admin actions and profile views, kept for a defined retention period.

What we do not store

• OSM usernames or passwords.
• Card, bank or direct debit details - all payments happen in OSM.
• Any information not needed to show you the pages you are permitted to see.

Why we process this data

To provide a secure, permission-based way for parents/carers and leaders to view Scout Group information, and to keep an audit trail of access to sensitive information (such as child profiles) for safeguarding and governance purposes.

Who can see what

Parents/carers can only see their own linked child or children. Leaders can only see the section(s) they are permitted to lead in OSM. Trustee viewers see governance-level information, not detailed child records. Administrators can see account and audit information needed to run the portal.

Retention

Audit log entries are kept for a configurable period (set by a Portal Administrator, default 365 days) and then deleted automatically. Local notices are kept until an administrator removes them.

Your rights

You can ask a Portal Administrator what information 7thPortal holds about you, and to correct or delete it. Because OSM remains the source of truth for child and family records, requests about that underlying data should also go through 7th Swindon Scout Group's usual OSM data-handling process.

Contact

For any privacy question, contact your section leader or a Portal Administrator.