Privacy Policy

Our Commitment to Privacy

At 1st Holmer Green Cub Scouts, we are committed to protecting the privacy and security of our members, their families, and all visitors to our website. As a youth organisation, we take special care to protect children's personal information in accordance with the General Data Protection Regulation (GDPR) and UK data protection laws.

This policy explains what information we collect, how we use it, and your rights regarding your personal data.

What Information We Collect

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

• Member Information: Names, dates of birth, addresses, contact details, emergency contact information, and medical information (collected through Online Scout Manager)
• Parent/Guardian Information: Names, email addresses, phone numbers, and other contact details
• Website Usage: Information about how you use our website through cookies and similar technologies
• Communications: Records of correspondence when you contact us via email or contact forms
• Event Information: Registration details, attendance records, and calendar subscriptions
• Photographs and Videos: Images taken at events and activities (only with explicit consent)

How We Use Your Information

We use your personal information for the following purposes:

• Youth Program Delivery: To organise and deliver Cub Scout activities, events, and programs
• Safety and Safeguarding: To ensure the safety and welfare of all young people in our care, including emergency contact and medical information
• Communications: To send information about meetings, events, schedule changes, and important announcements
• Website Functionality: To provide access to event calendars, announcements, and other website features
• Record Keeping: To maintain membership records and meet our obligations as part of The Scout Association
• Legal Compliance: To comply with legal obligations and safeguarding requirements

Legal Basis for Processing

We process personal data under the following legal bases:

• Consent: For processing children's data, we obtain explicit consent from parents/guardians. You can withdraw consent at any time.
• Legitimate Interests: For the delivery of Scouting activities and communications with members and parents
• Legal Obligations: For safeguarding, health and safety, and other regulatory requirements

Children's Data and Special Category Information

As a youth organisation, we recognise the importance of protecting children's personal data. We process children's data only with explicit parental consent and take extra precautions to keep this information secure.

We also collect special category data including health information (medical conditions, allergies, medications) which is necessary for safeguarding purposes. This information is:

• Only accessible to authorized leaders and volunteers who need it for safety reasons
• Stored securely through Online Scout Manager's encrypted platform
• Never shared with third parties except in emergencies or where legally required
• Reviewed regularly and deleted when no longer necessary

Who Has Access to Your Information

Your personal information may be accessed by:

• Leadership Team: Our authorized Cub Scout leaders and section leaders who need access to deliver activities safely
• Group Administrators: Volunteers who manage Online Scout Manager and maintain records
• The Scout Association: As required for membership administration and insurance purposes
• Service Providers: Trusted third-party services including Online Scout Manager (membership system) and website hosting providers
• Legal Authorities: Where we are legally required to disclose information (e.g., safeguarding concerns, court orders)

We never sell or share your personal information for marketing purposes.

How Long We Keep Your Information

We only keep personal information for as long as necessary:

• Current Members: Information is retained while your child is an active member of our Cub Scout pack
• Former Members: Essential records are kept for up to 3 years after leaving for insurance and safeguarding purposes, then securely deleted
• Safeguarding Records: Retained according to The Scout Association's policies and legal requirements (typically 25 years from date of birth)
• Website Data: Contact form submissions and general inquiries are kept for 2 years unless you request earlier deletion
• Photographs: Retained with consent until withdrawn, or deleted upon request

Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access: Request a copy of the personal information we hold about you or your child
• Right to Rectification: Ask us to correct inaccurate or incomplete information
• Right to Erasure: Request deletion of personal data (subject to legal retention requirements)
• Right to Restrict Processing: Ask us to limit how we use your information
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to certain types of processing
• Right to Withdraw Consent: Withdraw consent at any time where we rely on consent for processing

To exercise any of these rights, please contact us using the details at the bottom of this page.

Cookies and Tracking Technologies

Our website uses cookies to improve your browsing experience. Cookies are small text files stored on your device when you visit our website.

We use:

• Essential Cookies: Required for the website to function properly, including authentication and security
• Functional Cookies: Remember your preferences and improve your experience

We do not use advertising or tracking cookies. You can control cookies through your browser settings, but disabling essential cookies may affect website functionality.

How We Protect Your Information

We take data security seriously and implement appropriate technical and organisational measures:

• Secure hosting with encryption (HTTPS/SSL)
• Password-protected systems with role-based access controls
• Regular security updates and monitoring
• Secure data storage through trusted providers (Online Scout Manager, AWS)
• Regular training for leaders and volunteers on data protection
• Physical security measures for paper records

While we strive to protect your personal information, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but will notify you promptly of any data breaches as required by law.

Third-Party Websites

Our website contains links to external websites including:

• The Scout Association (scouts.org.uk)
• Online Scout Manager
• Social media platforms

We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing any personal information.

Photography and Media Consent

We may take photographs and videos at our activities for:

• Internal use (displays, presentations to parents)
• Website and social media (with explicit consent)
• Promotional materials and publications

We will only use images where we have explicit consent from parents/guardians. You can withdraw consent at any time, and we will remove or stop using images within a reasonable timeframe.

We follow The Scout Association's guidance on photography, including:

• Never naming children in publicly available images
• Focusing on group activities rather than individual children
• Ensuring all images are appropriate and respectful

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify parents/guardians of any significant changes via email or through prominent notices on our website.

The "Last updated" date at the top of this page shows when the policy was last revised.

Contact Us About Privacy

If you have any questions about this privacy policy, wish to exercise your rights, or have concerns about how we handle personal information, please contact:

If you are not satisfied with our response or believe we are processing your data unlawfully, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

The Scout Association

1st Holmer Green Cub Scouts is part of The Scout Association (charity number 306101). As a registered Scout Group, we follow The Scout Association's data protection policies and guidance. For more information about how The Scout Association handles data, please visit:

scouts.org.uk/about-us/policy/data-protection/