{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003ETo make volunteering easier and more enjoyable we\u0027ve adopted a new set of teams, roles and accreditations. \u00A0\u003Cbr\u003E\u00A0\u003Cbr\u003EMost of these come with certain digital permissions, which determine what you can see and any impact you have on the membership records of others. To help explain these permissions, we\u0027re making this resource available to all volunteers because we appreciate that its not easy to know who should be able to see and action different areas of My Membership, and we want to make it easier for volunteers to follow.\u00A0\u003Cbr\u003E\u00A0\u003Cbr\u003EOn the Permissions Dashboard linked below, you\u0027ll find a series of dashboards which show the permissions held by all roles, accreditations and teams within My Membership. These have been grouped by theme:\u00A0\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ETeams\u003C/li\u003E\n\u003Cli\u003EPersonal Information\u003C/li\u003E\n\u003Cli\u003ESafe Scouting\u003C/li\u003E\n\u003Cli\u003EAwards, HQ Services, Grants\u003C/li\u003E\n\u003Cli\u003EPermits \u0026amp; Nights Away\u003C/li\u003E\n\u003Cli\u003EJoining Journey\u003C/li\u003E\n\u003Cli\u003EData Explorer\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003EAbout this resource\u003C/h4\u003E\n\u003Cul\u003E\n\u003Cli\u003EIt\u0027s an overview of My Membership permissions held by the different teams, roles and accreditations.\u003C/li\u003E\n\u003Cli\u003EIt does not show the combined permissions where someone holds multiple roles and/or accreditations.\u003C/li\u003E\n\u003Cli\u003EThis is intended to offer guidance and insight, rather than full answers, to many of the queries we are hearing.\u00A0\u003C/li\u003E\n\u003Cli\u003EPermission information may be updated over time. Key updates will be noted within this resource.\u003C/li\u003E\n\u003Cli\u003EWe also recommend checking the\u00A0\u003Ca href=\u0022/volunteers/volunteer-experience/digital-system-updates/\u0022 title=\u0022Digital system updates\u0022\u003EDigital Updates\u003C/a\u003E page.\u00A0\u003C/li\u003E\n\u003Cli\u003EWe use different descriptions and wording to explain permissions. Some of these are included in the dashboards, but a full explanation of each is provided below.\u003C/li\u003E\n\u003C/ul\u003E","gtmId":"","gtmClass":""},{"gridType":"callToAction","gtmId":"","gtmClass":"","buttonText":"View the Permissions Dashboard","buttonLink":{"name":null,"id":null,"url":"https://app.smartsheet.com/b/publish?EQBCT=8accecf884b74340a4804eb9bf88f8da","newWindow":false,"target":"_blank"},"colour":{"value":"006ddf","label":"006ddf"},"alignment":"full width"},{"gridType":"callToAction","gtmId":"","gtmClass":"","buttonText":"View recent updates to the Permissions Table","buttonLink":{"name":"Changes to the Permissions table","id":null,"url":"https://app.smartsheet.com/b/publish?EQBCT=d7415046f5a943fca7d3fd736d1f98b7","newWindow":false,"target":"_blank"},"colour":{"value":"006ddf","label":"006ddf"},"alignment":"full width"},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E\u0026nbsp;\u0026nbsp;\u003Cbr\u003EAdditional heading explanations\u003C/h4\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":true,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cdiv\u003ENominate or Support = Anyone who can support, can also nominate\u003C/div\u003E","label":"Good Service Awards"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EView permits (Permit Search or Full Details) = Permit search only shows those who hold the permit, but not any details about the permit. Full details shows all information about current and historical permits.\u003C/p\u003E","label":"Permits"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EView Suspension history - This permission allows for the member to view (a) Previous suspensions, and (b) Basic details of the reason a member has been suspended. Only Lead Volunteers and the relevant Team Leader can see the full detail of the suspension\u003C/li\u003E\n\u003Cli\u003ERequest suspensions - This is for Lead Volunteers and those with the Suspension Lead accreditation. As the Suspension Authority, they are able to recommend that someone is suspended.\u003C/li\u003E\n\u003Cli\u003ERecord suspension investigation - This is the recording of the investigation into the suspension. It allows the member to record their recommendation after the investigation. It can be the same person who requested the suspension or someone else. The person who investigates the suspension locally doesn\u2019t have to be the person who records the suspension.\u003C/li\u003E\n\u003Cli\u003EResolve suspensions - This is the member who can lift the suspension. It is likely to be the same person as the Approver of the suspension\u0026nbsp;\u003C/li\u003E\n\u003C/ul\u003E","label":"Safe Scouting"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cul\u003E\n\u003Cli\u003EView and request Criminal record checks (Disclosure) - Ability to view criminal record check details and request criminal record check in the portal. If someone has the ability to carry out the criminal record check, they can can see all the details of the person.\u003C/li\u003E\n\u003Cli\u003EValidate local check - Ability to process a local or non-UK criminal record check.\u003C/li\u003E\n\u003Cli\u003EComplete HQ return - Complete the criminal record check return (which may contain a minor offence), and a decision has been passed from HQ back to local Scouting for discussion, review and approval.\u003C/li\u003E\n\u003Cli\u003EHold reviews (sign off online review form) - complete the sign off of the Review Form in the membership system\u003C/li\u003E\n\u003C/ul\u003E","label":"Teams"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cdiv\u003EEdit profile of others - Ability to update content in My Profile area (incl. address, preferred name, etc.)\u003C/div\u003E","label":"My Profile (Others)"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EUpdate the role appointment audit requirements - \u0027Read only\u0027 permission allows seeing which requirements still remain, but it doesn\u0027t allow any actions)\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E","label":"Roles and Accreditations"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cdiv\u003ECreate a Section [Unit] - Create the section and add in the approvers.\u003C/div\u003E","label":"Units"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cdiv\u003E\n\u003Cul\u003E\n\u003Cli\u003EBasic Contact Card - Ability to search for a member but not to see anything about them when viewing their profile. It will only show the member\u0027s name, membership number, roles and accreditations. (It will also show any information the member has chosen to share out of hierarchy.)\u003C/li\u003E\n\u003Cli\u003EFull Contact Card - Ability to search for a member and view relevant information on their group, team or hierarchy. It will show the contact card, which contains the name, telephone number, communication email, postal address, roles, accreditations, permits, qualifications, awards. (It will not show medical or EDI information.)\u003C/li\u003E\n\u003Cli\u003ELine Manager view (Team Leaders, Leadership Team Members, Lead Volunteers) - Ability to see full contact card, and additionally the registered address and date of birth. They cannot see EDI information\u003C/li\u003E\n\u003Cli\u003EData explorer reports - medical info, etc. - View their team or everyone below their team/ accreditation - Medical info includes: allergies, dietary needs, NHS-number, other medical details, emergency contact info, and doctor\u2019s surgery info. Access information is also visible.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E","label":"Personal information / data"}]},{"gridType":"RichTextBlock","content":"\u003Ch3\u003E\u003Ca id=\u0022PersonalDetails\u0022\u003E\u003C/a\u003E\u003Cbr\u003EHow your personal details are used\u003C/h3\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThis in an overview of what each piece of personal information in My membership is used for and who can see it.\u00A0\u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003ENote that some roles do not require a criminal record check.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cstrong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EFirst name\u003C/span\u003E\u003C/strong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E is used for internal checks and to confirm your identity for criminal record checks and must match your legal name. It\u0027s visible to anyone who can see you in My Membership unless you have a preferred name.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cstrong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EMiddle name\u003C/span\u003E\u003C/strong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E is used for internal checks and to confirm your identity for criminal record checks and must match your legal name. It is only visible to people doing criminal record checks and people that can manage your membership.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cstrong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003ESurname\u003C/span\u003E\u003C/strong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E (last name) is used for internal checks and to confirm your identity for criminal record checks and must match your legal name. It is visible to anyone who can see you in My Membership.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003EPreferred name\u003C/strong\u003E \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eis what you would like to be addressed by, other than your first name. It is visible to anyone who can see you in My Membership.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003Edate of birth (DOB)\u003C/strong\u003E\u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eis used for identity-checking. Your date of birth is only visible to people who can manage your criminal record check.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003EPhone number (contact)\u003C/strong\u003E\u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E is used so that you can be contacted by local scouting or HQ. It is visible in data explorer and on your My Profile page.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003EPhone number (alternate)\u003C/strong\u003E\u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E is used in an emergency if you are not reachable on your contact number. It\u0027s visible to your line manager, Leadership Team and anyone with line manager access in the hierarchy above.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cstrong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003ERegistered address\u003C/span\u003E\u003C/strong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E is used for criminal record checks and must match your legal address. It\u0027s only visible to your line manager, Leadership Team and anyone with line manager access in the hierarchy above.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003EPostal address\u003C/strong\u003E \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eis the address we send communications to. It\u0027s visible to anyone who can see you in the My Membership.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003ELogin email\u003C/strong\u003E \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eaddress is used to access Scouts online services. It is visible to everyone who can see you in My Membership. If\u00A0\u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eyou\u2019d prefer our communications to be sent to a different email address, add a Communications email address. Your login email address will then only be visible to your line manager, Leadership Team and anyone with line manager access in the hierarchy above.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003Cstrong\u003ECommunication email\u003C/strong\u003E \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eaddress is the email address we will send \u003C/span\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003Eall our communications to. It is visible to everyone who can see you in My Membership.\u003C/span\u003E\u00A0\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E\u003C/span\u003E\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022OutlineElement Ltr SCXW201507398 BCX0\u0022\u003E\n\u003Cp class=\u0022Paragraph SCXW201507398 BCX0\u0022\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EThe \u003C/span\u003E\u003Cstrong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003EMedical details\u003C/span\u003E\u003C/strong\u003E\u003Cspan class=\u0022NormalTextRun SCXW201507398 BCX0\u0022\u003E are visible to members of your team so they can help you in an emergency. Visible to your line manager, Leadership Team and anyone with line manager access in the hierarchy above.\u003C/span\u003E The information includes: Allergies, Dietary needs, NHS number, Any other medical info, Emergency contact, Alternative emergency contact and GP surgery details.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"searchDescription":"","pageType":null,"location":null,"browserTitle":"","versionDate":"14 March 2025","reviewDate":"01/01/0001","redirectUrl":"","id":85042,"nodeName":"User permissions and personal data","title":"User permissions and personal data","type":"contentPage","image":null,"assets":null,"headerOptions":{"headerTitle":"User permissions and personal data","headerSubTitle":"Discover who can access different features within the digital system, and who your personal details are shared with","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"088486","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[]},"subHeader":"","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NTA0MiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/volunteer-experience/digital-tool-guides/user-permissions-and-personal-data/"}