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Privacy Policy

1. Introduction

1st Ely Scout Group is committed to protecting the privacy and security of our members, volunteers, parents, and website visitors. This privacy policy explains how we collect, use, disclose, and safeguard your personal data when you visit our website or interact with our group.

We are a member of The Scout Association (UK) but operate as an independent registered charity. For the purposes of the UK General Data Protection Regulation (UK GDPR), we are the “Data Controller.”

2. The Data We Collect

We may collect and process the following types of personal information:

  • Contact Information: Names, email addresses, phone numbers, and postal addresses (e.g., when you fill out a join request or contact form).
  • Youth Member Details: Names, dates of birth, and schooling info for young people wishing to join.
  • Technical Data: IP addresses, browser types, and website usage data collected via cookies to help us improve our website.

Note on Sensitive (“Special Category”) Data: We do not collect sensitive medical, dietary, or religious data through our public website. That information is collected securely via Online Scout Manager (OSM) or paper forms once a child joins, and is covered by a separate Member Privacy Notice.

3. How We Use Your Data

We only use your personal data when the law allows us to. Most commonly, we use it to:

  • Respond to your inquiries, joining requests, or volunteer applications.
  • Administer and improve our website.
  • Comply with legal, safeguarding, or regulatory obligations (including The Scout Association’s rules).

4. Legal Basis for Processing

Under the UK GDPR, we rely on the following legal bases:

  • Legitimate Interests: To respond to your inquiries and manage the day-to-day administration of the Scout Group.
  • Consent: Where you have explicitly given us permission (e.g., opting into a newsletter or accepting non-essential cookies).

5. Data Sharing and Third Parties

We will never sell your personal data. We only share data with third parties when absolutely necessary, including:

  • The Scout Association / Online Scout Manager (OSM): If you apply to join, your data may be transferred to our secure membership systems.
  • Cloud & IT Service Providers: Secure website hosting platforms or email routing services.
  • Legal Authorities: If required by law, or to protect the safeguarding and welfare of our members.

6. Data Security and Retention

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way.

We only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including any legal or reporting requirements (e.g., keeping joining list requests until a space becomes available or the child ages out).

7. Your Legal Rights

Under UK data protection laws, you have the right to:

  • Request access to your personal data.
  • Request correction or erasure of your personal data.
  • Object to or restrict the processing of your data.
  • Withdraw consent at any time (where consent was the legal basis).

If you wish to exercise any of these rights, please contact us using the details below.

8. Cookies

Our website uses cookies to enhance user experience. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

9. Contact Details

If you have any questions about this privacy policy or our data protection practices, please contact our Executive Committee / Group Scout Leader at:

  • Email: 1st.ely.enquiries@elydistrictscouts.org

You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

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