Privacy notice

Last updated: July 2026

This notice explains how 1st Hartshorne Scout Group ("we", "us") collects and uses personal information through this website, and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who we are

1st Hartshorne Scout Group is a volunteer-led Scout Group in Hartshorne, Derbyshire, part of the South Derbyshire District and The Scout Association. We are the data controller for the information described in this notice. You can contact us about anything in this notice at [email protected].

Information we collect through the enquiry form

When you use the "Join us" form we collect the details you enter: your name, email address and phone number, your child's name and (optionally) their date of birth, the section you are interested in, and anything you write in the message box.

We use this information only to respond to your enquiry — to contact you, suggest the right section, and arrange a first visit or a place on a waiting list. Our lawful basis is your consent, which you give by submitting the form. You can withdraw consent at any time by emailing us, and we will delete your enquiry details.

We keep enquiry details only as long as we need them to deal with your enquiry (including any time your child spends on a waiting list, if you ask us to keep you on it), and we then delete them. If your child goes on to join the Group, their membership records are handled under The Scout Association's own data protection policy, which we will tell you about at registration.

Because enquiries include information about children, we take particular care with them. We ask only for what we need to place your child in the right section, we don't share it with anyone outside the Group's leadership team, and we never use it for marketing.

Who processes the form for us

The enquiry form is delivered to us by Formspree, a form-handling service, which passes your submission to our Group email address. Formspree acts as our processor and handles submissions under its privacy policy. Formspree is based in the United States; transfers are covered by the safeguards described in its privacy policy, including standard contractual clauses.

Website analytics

We use a privacy-focused analytics tool hosted on our own server to understand how the site is used (for example, which pages are visited and roughly where visitors come from). It does not use cookies, does not store your full IP address, and does not track you across other websites, and the data never leaves our own infrastructure. We rely on our legitimate interest in understanding and improving the site.

Google Maps

The map on our contact page is provided by Google Maps. It does not load automatically: nothing is sent to Google unless you choose to load the map. If you do, Google receives your IP address and may set cookies, and processes that data under the Google Privacy Policy. If you prefer not to load the map, the venue address is shown on the page.

Server logs

Like most websites, our web server keeps short-lived technical logs (such as IP address, browser type and pages requested) for security and to keep the site running. These are kept only briefly and are not used to identify visitors.

Cookies

This site does not set cookies. If you choose to load the Google Map, Google may set its own cookies as described above.

Photographs

Photos of our young people appear on this site to show what we get up to. They are only published in line with The Scout Association's photography and safeguarding guidance and with the consent gathered from parents and carers. Photos are never captioned with names. If you would like a photo removed, email us and we will take it down promptly.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you or your child;
• ask us to correct information that is wrong;
• ask us to delete your information;
• object to, or ask us to restrict, our use of your information;
• withdraw consent at any time where consent is our lawful basis.

To exercise any of these rights, email [email protected]. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this notice

If we change how we use personal information, we will update this notice and the date at the top of this page.