PLEASE READ BEFORE COMPLETING:
Before completing this Nights Away Notification Form, please check with your Lead Volunteer or Nights Away Assessor/Approver to confirm the correct procedure that you should follow. Districts have until Spring 2025 to transition to the Nights Away process within the new digital membership system. As a result, your County/District may implement this process right away or choose to wait until closer to the transition date in Spring 2025, during which time you can still use the existing systems (downloadable nights away notification form or local digital solution).
PURPOSE AND USE: This form provides the information a Lead Volunteer (or the Nights Away Approver) requires to APPROVE an event to take place (i.e. POR 9.1.2). The Permit holder is responsible for ensuring the District Lead Volunteer is informed about each section attending a nights away event (even a District or County event). For all Nights Away events the information below should be with your District Lead Volunteer at least 7 days before the event (in normal circumstances). How the information is passed on will depend on local arrangements, but must be documented. Please ensure your Group Lead Volunteer / District 14-24 Team Lead is aware of the event.
The event must not go ahead until the District Lead Volunteer has confirmed their approval.
DATA PROTECTION: This form is used to collect information about you and your team for the purpose of approving this nights away activity, this is to be used by your Lead Volunteer or Nights Away Approver. As part of this form we collect personal data about you and your team, this detail is required so that we can check that everyone meets the membership and vetting requirements for the event and that appropriate permit holders are in place. We do not share your personal data provided in this form with any third parties. We take your personal data privacy seriously. The data you provide to us is securely stored (based on local arrangements) and we will keep the data we capture from this form for 2 months after the event for any queries that arise then it will be securely destroyed. For further detail on our retention periods please visit our Data Protection Policy.
