Privacy Policy


This document describes the privacy policy of the 3rd Chalkwell Bay Sea Scout Group.

What is this document about?

To support our work with young people, we need to collect and retain certain data about those young people, as well their parents, and our leaders, helpers and friends. The “General Data Protection Regulation” (GDPR) dictates how we must treat this data, and one of the things it requires is that we publish a Privacy Notice, that describes to you (the “data subject” – the person whose data we hold) what data we hold, and what we do with it.

This document is that Privacy Notice.

Data Controller

The “Data Controller” is the person or organisation responsible for managing the data. For the purposes of this Privacy Notice, the Data Controller is 3rd Chalkwell Bay Sea Scout Group. We can be contacted through our web page at

Why do we collect data?

The information we collect is used to ensure that we provide the best service to our members, by ensuring that our leaders have all the information they need to deliver that service.

If you are a member of the Scout Group, or a parent or guardian, then we collect and use your personal data in our legitimate interests (specifically, it helps us to provide Scouting to you, in a safe and appropriate manner), and therefore, according to the GDPR, we do not require your explicit consent.

If you are a leader, helper, or friend, we also need to keep some data about you, so that we can contact you when necessary.

What data do we hold?

We keep data about our members (youth and adult), and their immediate family members. The data includes some or all of the following: names, date of birth, nationality, ethnicity, religion, disabilities, health and dietary issues, address, contact details, National Health number, relationships with other people (including family and health professionals), and history within the Scout Group.

The only financial data we hold is to record subscription payments, and whether each individual is eligible for Gift Aid.

Where do we get the data from?

In most cases, the information we hold about a data subject is provided by the subject themselves, or by their immediate family. In some cases, information may become apparent in other ways (for example, where a family is divided by divorce, information about one side of the divide may become apparent as a result of information provided by the other side).

We also retain data about the history of members within the Group, such as dates of transition between Sections, participation in events, and attainment of awards. This data is generated within the Group.

Who has access to the data?

The data is generally accessible to the leaders of the Scout Group, and to no one else. We may share this information with the wider Scout Association, but we do not share this information with other organisations (unless legally required to do so, or unless you ask us to).

Most of the information is held on a computer system, to ensure that it is readily accessible to everyone that may need it, and that it can easily be kept up to date and accurate. The data is protected by a system of permissions and passwords, to ensure that the data is not accessible to people who should not have access.

How can a subject know what data is held?

You may see a copy of the data we hold about you, by request, and you may ask that we correct any inaccuracies. Indeed, we positively welcome being told we have something wrong!

How long do we keep the data?

Some key data, we will keep indefinitely. There may come a time, for example, when you wish to complain about your treatment in the Group, and we will need records to be able to support or refute your complaint. However, data that is considered “sensitive” (including medical, ethnicity, religion data) will be erased shortly after you leave the Group.

Need to know more?

If you require any further information, please contact us at

Website Data Collection

This section refers specifically to information gathered by this website,

Contact & comment forms

Data provided to us through comment or contact forms will only be used internally by the leadership and management team of The Group to answer your question/comment, or to provide details to leaders for joining The Group or a section’s waiting list.

Messages, comments and other information passed via other sites, fr example Facebook, Instagram etc, will be subject to the privacy policy of that site.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.


Anonymous data may be used for website traffic analysis to aid us in developing the site and features further. None of this can or will be used to identify an individual.

Who we share your data with

Data will not be shared external to The Group without permission, except where required by law enforcement agencies.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments and contact forms may be checked through an automated spam detection service. Beyond this data is only used internally to the Group

Contact information

Questions specific to this website should be directed to