Privacy notice

Leader Compliance gives a Scout leader visibility of their own hierarchy's training and DBS compliance status, read from the UK Scouts membership system via a browser extension. This is the most sensitive of the Tools for Scouting products, since the data it stores is about other adults, not just the account-holder — please read this notice carefully.

What we collect

• Your account: name and email address, used to sign in.
• Your synced hierarchy: for each leader visible to you in the scope you choose (your section, group or district), their name, unit and role — read from the membership system, not entered by you.
• Training records: module title and completion status, plus an expiry date where the module has one.
• DBS status: disclosure status and issue/expiry dates. These fields are encrypted at rest — see "How it's protected" below.

We never see or store your Scouts membership-system password. The browser extension reads your existing signed-in session there directly; only the compliance data above is sent to us.

Why we collect it

So you can see who in your hierarchy needs attention — an expired or soon-to-expire training module or DBS check — without hunting through the membership system leader by leader.

Who can see it

Your synced data is private to you. Unlike Camp Planner, Quartermaster and Hall Manager — where a Scout group's leaders share visibility of group data — nobody else, including other leaders in your own group, can see what you've synced.

The two exceptions are yours to choose. First, you can share three numbers with your group's trustee board: how many volunteers are in the units you pick, how many are up to date with the learning everyone needs, and how many have a DBS in date. Those totals are never a name, a date or a membership number. They're seen by people with access to Trustees in that group, and by the District's trustee board if your group's board chooses to share its summary with its District.

Second, and separately, you can share the trustee board's own trustees' records with that board: only people with a current role in the Trustee Board you choose, and only their name, membership number, Trustee Board roles and dates, trustee check and declaration, “Being a Trustee in Scouts” and the learning everyone needs. Never DBS details, contact details or anyone else. Only people with access to Trustees in that group see them.

Both are refreshed when you sync and deleted the moment you stop sharing or delete your data. Nothing is shared unless you switch it on.

How it's protected

Data is stored with our hosting provider (Supabase, in the EU/UK) and transmitted over encrypted connections. Row-Level Security restricts every row to the syncing user — not even an administrator of this service can browse another leader's synced data through the app. DBS status and dates are additionally encrypted at rest with AES-256-GCM, so a database-level compromise alone would not expose them.

How long we keep it

Each sync replaces your previous snapshot — the membership system is the source of truth, not us. You can delete your synced snapshot entirely at any time from the Sync keys page; the next sync simply repopulates it.

Your rights

Under UK GDPR you can ask to access, correct or delete your personal data, or withdraw consent. If the data concerns you as a leader appearing in someone else's synced hierarchy rather than your own account, please raise this with the leader who synced it, or email leadercompliance@toolsforscouting.com.

This notice is a starting template. Review it against your own circumstances and The Scout Association's data protection guidance before relying on it.