This policy describes the contact details held and processed by Scouts Online for prospective, current and ex-customers, for the purpose of providing websites to local Scouting bodies.

This policy does NOT cover data held on local Scouting websites provided by Scouts Online. If you have a query relating to data held on a customer’s website, please use the Contact Us form on their website.

This notice is in line with General Data Protection Regulations.

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Scouts Online is the data controller and processor of the data discussed in this policy.

You may contact Scouts Online HERE

Contact details for individuals representing a local Scouting body (Scout Group, District, County, etc.) are received via website contact forms, emails or telephone calls.

Individual’s data may also have been collected from other data sources, such as District websites.

Consent to hold and process individual’s data is collected from the individual.

In order for Scouts Online to provide a website for a local Scouting body, we need consent from at least one individual within that body to communicate with. If no individual has consented for their details to be stored and processed, we may need to suspect their website.

Limited personal data is held for individuals representing local Scouting bodies.

The personal details consist of name, scouting role, email address(s), telephone number(s), IP address, invoice address and notes of previous communications.

We also retain the IP addresses of our website visitors and the pages they have viewed with timestamps. The page view count serves as a metric for assessing the efficiency of our website, while the date/time and page names are used for website technical support.

Cookies are small text files that are placed on your device (e.g. computer, smartphone, or tablet) when you visit a website. They are widely used to make websites work efficiently and provide information to the website owners. Cookies help us remember you and your preferences, improve your user experience, and ensure our website functions as intended.

See our Cookie Policy for more details.

Data is used to contact individuals for the purpose of marketing, website support, news and information updates and invoice/billing.

Individual’s details are not shared with others.

Contact details for prospective, current and ex-customers will be anonymised after five years without communication or when there has been no communication to/from their local Scouting bodies for three years, or planned for the future. This allows for extended discussions of future customer relationships, and to retain an audit trail of contact notes.

Billing contacts will be retained for current and recent customers.

User/contact details added to Scouts Online customer websites will be deleted after all the website(s) they are linked to have been cancelled for three years. This allows for late payment of an invoice, cooling-off period or change of leadership/Trustee Board direction.

Invoices, which include billing contact details and address, will be kept for a minimum of 7 years, irrespective of a current customer relationship.

GDPR forms received are retained for future proof of legitimate contact.

Individuals have the right to view their details held by Scouts Online, have them rectified or withdraw their consent for their details to be held or processed.

Please use this FORM to request data access, review, deletion or withdrawal of your consent for Scouts Online to store/process your details.

Information will be provided free of charge. However, we may charge where a request is unfounded, excessive or repetitive.

Formal complaints may be made to the ICO where an individual is unsatisfied with this process.