Who we are
The 1st Calne Scout Group is an independent local charity and is a Data Controller under UK data protection law. Our website address is www.calnescouts.co.uk.
You can contact us about this privacy policy via email at chairman@calnescouts.co.uk or by writing to:
1st Calne Scout Group
49 Springfield Drive
CALNE
SN11 0UF
What Personal Data We Collect
When you visit our website or interact with our group, we may collect the following types of personal data:
- Information you provide: When you use our “Join Us” or other contact forms, you may provide your name, email address, phone number, and details about your child’s age.
- Volunteering data: If you express interest in volunteering, we collect your contact information to process your request.
- Analytics data: Like most websites, we use analytics tools to collect standard internet log information and visitor behaviour patterns. We do this to understand how our website is used and to improve it. This data is anonymised where possible.
- Cookies: Our website uses cookies to improve your user experience.
- Photographic consent: We explicitly request consent from parents/guardians to take and use photographs of our members. This is managed separately from the website.
How We Use Your Data
We use your personal data for the following purposes and have identified a legal basis for each:
- Performance of a contract: To process and manage membership applications.
- Legitimate interests: To communicate with potential members and volunteers, manage website content, and understand website usage.
- Legal obligation: To fulfil legal requirements, including safeguarding responsibilities, for which certain member records must be retained.
- Consent: For sending promotional and marketing communications, such as newsletters, but only where you have explicitly opted in.
- Google user data: The data we collected about you is what you have provided to us, including your name, mobile or telephone number, address, etc.
How We Store and Share Your Data
- Third-party processors: Where we share data with third parties, we ensure there is a legal basis for doing so. We will not sell your data to third parties, but we may share it with our partners who help us provide our services for administrative tasks, such as our membership system, which is part of The Scout Association or our Hall Hire / Booking system which uses BookingPress.
- Data security: We use technical and organisational measures to protect your data from unauthorised access and misuse.
- Retention: We only keep your information for as long as necessary. As per The Scout Association guidelines, some membership data is retained for a certain period after leaving, primarily for legal and insurance purposes. We securely delete or destroy data when it is no longer required.
Your Rights as a Data Subject
Under UK GDPR, you have several rights regarding your personal data:
- Right to be informed: You have the right to know how and why your data is being used.
- Right of access: You can request a copy of the personal data we hold about you.
- Right to rectification: You can ask us to correct inaccurate or incomplete data.
- Right to erasure (“right to be forgotten”): You can request that we delete your personal data in certain circumstances.
- Right to object: You can object to us processing your personal data, for example, for marketing purposes.
To exercise any of these rights, please contact the Group Trustee Board Chair at chairman@calnescouts.co.uk.
Complaints
If you are unhappy with how we have handled your personal data, you can complain to us directly. If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.
Changes to this Privacy Policy
We may update this policy periodically. We will post any changes on this page, so please check back regularly.