Privacy notice
This notice explains what personal details 1st Cheltenham (Highbury) Scout Group collects through the contact and volunteer forms on this website, why we need them and what we do with them. We're committed to using your details fairly and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Our waiting list form is run by Online Scout Manager, so the details you give there are covered by their privacy policy, which you'll find on that form.
Who we are
1st Cheltenham (Highbury) Scout Group is an excepted charity with the Charity Commission for England and Wales. We're part of The Scout Association.
Our Trustee Board is the data controller for the details you send us. The Board is appointed at our Annual General Meeting and its members are charity trustees. You can contact the Group Chair at info@1stcheltenhamscouts.co.uk.
What we collect
When you use our contact form, we collect:
- your name and email address, so we can reply to you
- the subject and message you write, so we know how to help
When you use our volunteer form, we collect:
- your name and email address, so we can get in touch
- the sections you'd like to help with
- any skills or talents you choose to tell us about
Please don't include health details or other sensitive information in your message. If you're under 18, please ask a parent or carer to get in touch for you.
Why we use it
We use your details only to reply to your enquiry, or to talk to you about volunteering with us. Our lawful basis is legitimate interests: you've asked us to get in touch, and we need your details to do that.
If you decide to volunteer, we'll ask for more information as part of joining. That's covered by The Scout Association's data protection policy, which we'll give you at the time.
How we handle it
The forms send your details as an email to our group mailbox (info@ for the contact form, volunteer@ for the volunteer form). The website doesn't store your details in a database. Only adult volunteers who hold a role in the Group can read these emails.
Who we share it with
We normally only share your details with adult volunteers who hold a role in the Group. We'll only share them outside the Group if the law requires it, for example with The Scout Association, its insurers, the local authority or the police, and then only as much as is needed.
We will never sell your personal information.
How long we keep it
We only keep form emails for as long as we need them to deal with your enquiry, then we delete them. If you become a member or volunteer, your details are then kept in line with The Scout Association's data retention policy.
Your rights
You have the right to:
- know how we use your details (this notice)
- ask for a copy of the details we hold about you
- ask us to correct anything that's wrong or missing
- ask us to delete your details
- ask us to stop or limit how we use your details
- object to how we use your details
- get your details in a format you can use elsewhere, such as a PDF
We don't make any decisions about you automatically. To use any of these rights, email info@1stcheltenhamscouts.co.uk. If you're not happy with how we've handled your details, you can also complain to the Information Commissioner's Office at ico.org.uk.
Cookies and other websites
This website doesn't set any cookies of its own, and the forms don't set cookies either. We don't use Google Analytics or any other tracking.
Some parts of the site load from other services. When your browser connects to them, they receive your IP address:
- Google Fonts, for the Scouts brand font
- jsDelivr, for the Bootstrap page layout
- Vimeo, for the video on our volunteer page. We've set it to "do not track", so Vimeo doesn't set tracking cookies.
Our web host may also keep standard server logs, such as IP addresses, to keep the site secure.
Changes to this notice
If we want to use your details for something new, we'll update this notice first and ask for your consent where we need it.
Version 1.0, last reviewed 9 October 2026.