Your checklist for taking actionTo make sure you’ve done everything to make personal information safe, you’ll need to do two things:

1. find all the places you might have people’s information, and

2. take the following action with the information you have.

Tick everything on the list as soon as you’ve done it.

Finding all the things you have which might have personal data that’s 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 can’t be put back together before you put in in the bin. If it’s 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 you’ve 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 weren’t sure or it wasn’t 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 safeguarding@girlguiding.org.uk.

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 you’re currently using

Securely destroy:

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 you’ve updated GO. KEEP current Gift Aid forms

Financial records older than seven years, including old Gift Aid forms

Paper registers

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

County/local directories

Old booking forms/order forms

Any non-safeguarding records/paperwork passed on by a previous leader or volunteer

If you’re 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 volunteers

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

Securely destroy:

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? We’re here to help and support you through this.For help with GDPR email dataprotection@girlguiding.org.uk or give us a call on 020 7834 6242.

For help with Safeguarding email safeguarding@girlguiding.org.uk or give us a call on 020 7834 6242.