Managing information procedure

Procedure last updated 1 October 2025.

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Find out what's changed and why in the most recent updates to this procedure.

This procedure explains how to follow the managing information policy and manage personal data safely and legally in your volunteer role.

This procedure is for volunteers. Girlguiding employees must use the staff procedure on the intranet.

Data protection laws can be complicated and difficult to understand. But as long as you follow this procedure, you’ll be doing everything right.

If you have any queries at all, speak to your commissioner, or email [email protected].

Data protection covers lots of areas. So we’ve split the procedure across different pages to make it easier for you to find what you’re looking for.

Collecting, using and destroying personal data

This part of the procedure explains how to handle personal data safely in your Girlguiding role.

• Collecting personal data
• Using personal data
• Storing personal data
• Keeping historical records in an archive
• Sharing personal data
• Keeping personal data up to date
• Data retention and deleting or destroying personal data

Handling photos and videos

This part of the procedure explains how to follow the policy when taking and sharing photos and videos of young members.

• Photo and video consent
• Taking photos and videos
• Photos and videos at large-scale events
• Receiving photos and videos
• Storing photos and videos
• Deleting photos and videos
  

Contacting other volunteers and parents or carers

This part of the procedure explains how to follow the policy when communicating with volunteers, parents and carers.

• Using email
• Using social media
• Managing a newsletter and other mass communications
  

Subject access and other rights requests

This part of the procedure explains how to follow the policy, and how to make and respond to personal data requests.

• Making a data request
• Receiving and responding to data requests

Reporting a data breach

This part of the procedure explains how to report and respond to data breaches.

• What’s a data breach?
• Reporting a data breach
• Reduce the impact
• What happens next?