CHSG Manpower

Privacy Policy

This Privacy Policy explains how the Catholic High Scout Group (“CHSG”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal data through CHSG Manpower (the “Platform”), a private membership-management tool for our Scout Group. We are committed to handling personal data in accordance with the Singapore Personal Data Protection Act 2012 (“PDPA”).

1. Personal data we collect

Depending on your role in the Scout Group, we may collect and hold:

• Identity & contact data — name, email address, and the Google account you use to sign in.
• Membership data — cohort year, training stage, unit/patrol, appointments and leadership roles.
• Photographs — a headshot and related images used to identify members within the Group.
• Scouting records — award progress, evaluative notes, leadership-selection information, and other records relating to a member’s involvement in the Group.
• Technical data — limited sign-in and usage information necessary to operate and secure the Platform.

2. How we collect personal data

We collect personal data directly from you (for example, when you sign in or update your own information), from Scout Group leaders and helpers who administer records on the Group’s behalf, and from records maintained in the ordinary course of running the Group.

3. Purposes for which we use personal data

We use personal data only for purposes connected with running the Scout Group, including to:

• administer membership, units, patrols, and appointments;
• support leadership selection and succession planning;
• plan, track, and recognise awards and training progress;
• maintain a member directory for identification within the Group;
• communicate with members and leaders about Group activities; and
• maintain the security, integrity, and proper functioning of the Platform.

4. Consent and legal basis

By requesting or accepting access to the Platform, and by providing personal data through it, you consent to the collection, use, and disclosure of personal data as described in this Policy. We may also collect, use, or disclose personal data where permitted or required under the PDPA or other applicable law without consent. You may withdraw consent by contacting us (see “Contact” below); note that withdrawing consent may mean we can no longer provide you with access to the Platform or maintain your records within the Group.

5. Members below 18 years of age

Many of our members are below 18 years of age. We treat the personal data of minors as sensitive and apply a higher standard of care, consistent with the PDPC’s Advisory Guidelines on the PDPA for Children’s Personal Data. Where a member does not have sufficient understanding to provide consent on their own, or is below the age at which consent may be given directly, we rely on the consent and involvement of a parent or guardian, and/or the member’s participation in the Scout Group through the school. Parents and guardians may contact us with any questions about a child’s personal data.

6. Disclosure of personal data

Access to personal data within the Platform is controlled and role-based: members can see their own core information, and evaluative or selection-related records are visible only to appropriately senior leaders. We may share personal data within the Scout Group leadership, and with the school and the Ministry of Education (MOE) where relevant to the Group’s activities, as necessary and to the extent permitted by law. We do not sell personal data, and we do not disclose it to unrelated third parties for their own marketing purposes. We use Google Firebase (Google Cloud) to host and operate the Platform; such providers process data on our behalf under appropriate safeguards.

7. Protection and security

We make reasonable security arrangements to protect personal data against unauthorised access, use, disclosure, or loss, including access controls, role- and seniority-based visibility rules, and encrypted transmission. No method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

8. Retention

We retain personal data for as long as it is needed for the purposes described above, or as required for the administration and continuity of the Scout Group. We may retain records of a member’s scouting history and achievements on an ongoing basis. We reserve the right to determine appropriate retention periods, and to retain, archive, or anonymise data at our discretion, subject to applicable law.

9. Access and correction

Subject to the PDPA, you may request access to, or correction of, personal data about you that is in our possession or control. Please direct such requests to the contact below. We may decline a request where the PDPA permits or requires us to do so — including, for example, in respect of opinion data, evaluative records, and information related to leadership assessment and selection, disclosure of which could compromise the confidentiality or integrity of the Group’s processes. Where we are entitled to withhold access, we may do so at our discretion.

10. Reservation of rights; no warranty

Access to the Platform is a privilege granted at the sole discretion of the Scout Group leadership and may be modified, restricted, suspended, or revoked at any time, with or without notice. The Platform is provided on an “as is” and “as available” basis without warranties of any kind. To the fullest extent permitted by law, CHSG and its leaders, helpers, and volunteers disclaim all liability for any loss or damage arising from the use of, or inability to use, the Platform.

11. Changes to this Policy

We may update this Policy from time to time. The version published at this address is the current version, and continued use of the Platform after any update constitutes acceptance of the revised Policy.

12. Contact

For questions about this Policy, or to make an access, correction, or withdrawal-of-consent request, please contact the Scout Group at chsg.leaders@gmail.com.