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Ide Hill Scout Group


Privacy & Security

The 16 th Ide Hill Scout Group respects the privacy of your personal data. By personal data, we mean information about you which might allow you to be identified, such as your name and address.

Our use of your personal data is subject to your instructions, the EU General Data Protection Regulation (GDPR) (the Regulation), other relevant UK and EU legislation and our professional duty of confidentiality.

This Privacy Policy explains how we will collect, store and use any of your personal data.

How Ide Hill Scout Group Collects Your Personal Data

Ide Hill Scout Group may collect Personal Data:

  • From publically accessible sources
  • Direct from a third party or from a third party with your consent
  • Information that you might provide when using our website, such as your name and email address. 
  • Information that you might provide when contacting us with an enquiry, other than through our website. 
  • When your child joins a pack or you ask for them to be put on a waiting list, we will collect relevant information from you, which will include personal data. All personal data is stored and used in accordance with the Regulation
  • We may ask you to complete surveys or ask you for help for specific events. although you do not have to respond to them.
  • Please note that we cannot guarantee that any email sent from you to us will be received by us or that its contents are or will remain secure during or following transmission. Likewise we cannot guarantee that emails sent by us to you are secure. If you have any concerns about the security of email transmissions to or from us, you may prefer to telephone or write to us instead.

Personal Data Provided Through Our Website or By Email

Through the use of Cookies, Ide Hill Scout Group may collect information about your computer when you access our website or contact us by email, such as the domain from which you access the internet or the date and time that you access our website. This information will not identify any individual.


Cookies are small amounts of information which we store on your computer. Unless you have indicated your objection when disclosing your details to us, our system will issue cookies to your computer when you log on to the site. Cookies make it easier for you to log on to and use the site during future visits.

They also allow us to monitor website traffic and to personalise the content of the site for you. You may set up your computer to reject cookies although, in that case, you may not be able to use certain features on our site. If you do not wish to receive cookies in the future, please let us know.

How to Delete Cookies

To find out how to delete cookies, please refer to your web browser’s help section. More information is also available on the Interactive Advertising Bureau’s site, All about Cookies.

Where Personal Data Is Stored

Ide Hill Scout Group has procedures in place to protect your personal data from loss, misuse, alteration or destruction. Where personal data that you provide to us is stored electronically, it will be held on devices, including laptops, PCs, mobile phones and tablets that are protected by a series of security measures.

Where personal data is held manually, for example in a spreadsheet or word document, all of our leaders, volunteers and Executive Committee members are subject to strict obligations to maintain the security of that personal data.

A yearly census of members is also taken and sent to regional Scout HQ at Gilwell in a secure file and stored in a secure location. It remains as part of the Scouting Organisation and does not get shared externally.

How long your Personal Data will be kept

Ide Hill Scout Group will only keep your personal data from the moment you first enquire about the group, whether for a place for your child, or to offer as a volunteer helper or leader, until you or your child leave the Scout Group. All data held by us will be destroyed securely as soon as possible after this date.

How We Use Your Personal Data

Ide Hill Scout Group use information held about you in the following ways:

  • For our legitimate interests. so long as this is not overridden by your own rights and interests.
  • To provide you with information about activities and events that you request from us or which we feel may interest you. We will not contact you by e-mail, post or telephone for this purpose unless you have expressly opted in and agreed to this, as part of your induction paperwork when your child joins a pack or you join as a volunteer or a leader.

Ide Hill Scout Group do not sell or share your personal data with any third party, except as necessary to carry out the activities and programmes managed by the pack and shared within the Scout Group District organisation for wider events.

Your Rights

You have the right at any time to ask us not to process your personal data for marketing purposes. You can do so by contacting the Ide Hill Scout Group Secretary, Helen De May at secretary@idehillscouts.org.uk

You have the right to require us to correct any mistakes in your personal data.

You have the right to require us to delete your personal data in certain situations.

Under the Regulation you have the right to receive details of the personal data we maintain on you. If you would like to see the information we hold about you or would like to be removed from our database, you should contact the Ide Hill Scout Group Secretary, Helen De May, at secretary@idehillscouts.org.uk

Please contact us at the same email address if you have any reason to believe the details we hold about you are incorrect.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the guidance from the UK Information Commissioner’s Office on individuals’ rights under the General Data Protection Regulation:

- https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

Security and data retention

Ide Hill Scout Group employs security measures to protect your information from access by unauthorised persons and against unlawful processing, accidental loss, destruction and damage. We will retain your information for a reasonable period or as long as the law requires.

Changes to our privacy policy

This Policy was last updated in May 2018. Any changes to our privacy policy in the future will be posted to the site and, where appropriate, through e-mail notification.


All comments, queries and requests relating to our use of your information are welcomed and should be addressed to the Ide Hill Scout Group Secretary, Helen De May, at secretary@idehillscouts.org.uk

Disability Discrimination Act

Ide Hill Scout Group has tried to make this web site as accessible as possible. If you have any comments or suggestions which could make the site more accessible please contact the Ide Hill Scout Group Secretary, Helen De May, at secretary@idehillscouts.org.uk

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