The Data Protection Act covers all records kept, regardless of whether they are Manual or Electronic.

Scout Groups, Districts & Counties as recognised by The Scout Association, in most cases are classed as "not for profit" organisations. These are exempt from recognition under the 1998 Data Protection Act.

Therefore if your Scout Group holds records of your Members or individuals that have regular contact with the Group, you should not have to be registered under the Act.

Conditions of exemption:

The Personal Data kept on people can only be stored and processed for the purpose of:

• establishing or maintaining Membership or support for the Scout Group/Section
• providing Scuting activities to Members or to those who have regular contact with the Scout Group or Section.

The Scout Group or Section must still ensure that individuals do not object to the personal data being held. Therefore you should tell Members that the Information is being held and that it is only for Scouting use. They should also be told that the data will not be disclosed to anyone outside the Movement without their permission. If the Member is a minor (under 18 years of age), the parent or carer must be informed.

There are rules governing the use of sensitive data on indivduals. On health matters and so forth, explicit consent should be gained from the individuals before it is recorded. There is a useful pro forma letter here for this purpose.