What is this Privacy Policy for?

This is the privacy policy East Lancashire County Scout Council, a registered charity in England and Wales – 521711.

East Lancashire County Scout Council is also operating as Bowley International Scout Centre, East Lancashire Scouts, East Lancs Scouts

1. Introduction

We respect your privacy. This policy explains how we collect, use, share, and protect your personal information, and your rights in relation to that information under UK GDPR and the Data Protection Act 2018.

This policy also applies to use of our website www.eastlancashirescouts.org.uk
. By using our website, you agree to the terms of this policy.

2. Who We Are

East Lancashire County Scout Council (“we,” “us,” “our”) is a registered charity in England (charity number 521711). We organise Scouting activities across East Lancashire.

We are a volunteer-led organisation that employed limited staff.

3. Personal Data We Collect

We may collect the following information when you interact with us:

  • Contact details: for example, name, address, email, phone number
  • Membership and role data: role, age, parent/guardian details where applicable
  • Medical or dietary information: required to safeguard participants during activities
  • Website submissions: information you provide in forms (e.g., event registrations, bookings, contact enquiries)
  • Payment data: processed securely by third-party providers; we do not store payment card details
  • Newsletter subscription details: if you opt in to receive updates

4. How We Use Your Information

We use your information to:

  • Manage membership, bookings, events, and communications
  • Ensure the safety and welfare of participants during activities
  • Meet safeguarding, legal, and insurance obligations
  • Respond to enquiries submitted via our website or email
  • Provide email newsletters or updates (if you have opted in)
  • Process payments securely through third-party providers

5. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

  • Consent: where you give clear consent (e.g., signing up to newsletters)
  • Operational or contractual necessity: to deliver services you request (e.g., event registrations)
  • Legal obligation: where required by law (e.g., safeguarding, insurance)
  • Legitimate interests: where it benefits our charity and members, balanced against your rights

6. Data Protection and Our Volunteers

Our charity relies on volunteers to carry out many roles. In the course of these roles, volunteers may encounter and handle personal data. To ensure data is handled appropriately:

  • All volunteers must complete standardised Data Protection training, with re-completion available at any time to refresh knowledge.
  • It is not practicable for us to provide every volunteer with the equipment needed to fulfil their role (for example, a tablet, laptop, or phone). Volunteers may therefore use their own personal devices and, where necessary, their own email accounts.
  • While we aim to provide organisation-issued email addresses and systems where possible, this cannot always be supported in practice.
  • Volunteers are generally acting in good faith, having undertaken their Data Protection training, and are expected to handle personal data responsibly, securely, and only for legitimate Scouting purposes.
  • Regardless of whether personal or organisation-issued equipment is used, the same standards of care, confidentiality, and data security apply.
  • Volunteers should not keep personal data on their own devices longer than necessary. For example, medical forms and attendance records should be deleted or securely destroyed after an event or once they are no longer required.

7. Contact & Communication

If you contact us via our website, email, or social media, you do so at your own discretion. Any personal data you provide will be kept private and secure in line with this policy and will be used only for the purpose of your enquiry or request.

While we take steps to secure communications, please note that no method of electronic communication is completely risk-free.

8. Email Newsletters & Marketing

We may use email newsletters to share news, event information, and opportunities.

Subscriptions are taken in compliance with the Privacy and Electronic Communications Regulations 2003 (PECR)

You will only be added to our mailing list with your explicit consent

You may unsubscribe at any time by following the link in the footer of our emails

We may track subscriber activity (such as whether emails are opened or links clicked) to improve future communications

We do not share or sell mailing lists to third parties.

9. Website Cookies & Analytics

Our website uses cookies to improve user experience and provide certain functionality.

You will be asked to accept or reject non-essential cookies when you first visit our website

Cookies may be used for Google Analytics to help us understand how our website is used. Google Analytics may set cookies on your device, but no personal information is stored or collected by us through this

Additional cookies may be placed by third parties (e.g., referral links, embedded content, or advertising partners)

You can block cookies at any time by adjusting your browser settings

If you previously allowed cookies, you may revoke consent through your browser settings

For more about Google’s privacy policy, visit: http://www.google.com/privacy.html
.

10. External Links & Social Media

Our website may contain external links. While we aim to only include safe and relevant links, we cannot guarantee the content of external websites. Users click external links at their own risk.

We maintain social media accounts on various platforms. Any engagement with us on these platforms is subject to the terms, conditions, and privacy policies of the platform provider. We will never ask for sensitive information through social media and encourage you to contact us directly by email or phone for such matters.

We may occasionally use shortened links on social media. Users are advised to exercise caution before clicking such links.

11. Sharing Your Information

We will never sell your data. We may share it with:

  • Third-party service providers (e.g., payment processors, booking systems) acting on our behalf
  • Event organisers, leaders, and volunteers where necessary for safeguarding or delivery of events
  • Regulatory or statutory bodies, if legally required

12. Data Retention

We retain personal data only for as long as necessary to fulfil charitable, legal, or safeguarding obligations. The retention period may vary depending on the type of data.

13. Data Security

We take steps to protect personal data using appropriate measures – technological, administrative, and physical.

Because some volunteers may use personal devices or accounts, we cannot guarantee absolute security of information shared electronically. We regularly review and improve our practices.

14. Your Rights

Under data protection law, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Ask for deletion of data when appropriate
  • Request restriction or object to processing in certain circumstances
  • Request portability of data you have provided
  • To exercise your rights, please contact us using the details below. If you are unhappy with our response, you may complain to the Information Commissioner’s Office (ICO).

    15. Changes to This Policy

    We may update this policy occasionally. The date at the top will always show the latest version. Significant changes may be communicated directly where appropriate.

    16. Contact Us

    Data Protection Officer
    East Lancashire County Scout Council
    Bowley International Scout Centre, Dean Lane, Great Harwood, Lancashire, BB6 7UN
    countyoffice@eastlancashirescouts.org.uk

    If you remain concerned, you can contact the Information Commissioner’s Office (ICO) at https://ico.org.uk