Privacy Policy

Last updated: 12 October 2025

We care about protecting your privacy. This policy explains what personal information we collect on www.25th-allerton.com, how we use it, and the choices you have. It is written in the same spirit as our programme, friendly, clear and focused on keeping everyone safe.

If you are a young person, please speak to your parent or carer before sharing personal information online.

Who we are

25th Allerton Scout Group
St Mary’s Scout Hut
St Mary’s Road, Liverpool L19 0NE

The Group is the data controller for the information collected through this website and for enquiries related to joining, volunteering and events at Group level.

The Scout Association may also be a data controller when we use national systems and tools. You can read their privacy information at scouts.org.uk when relevant.

How to contact us: Please use the website contact form or the email address provided on our Contact page. We will be happy to help with any privacy questions.

The information we collect

We collect only what we need to run safe, welcoming activities and to keep you informed.

Information you give us

1. Contact details such as name, email address and phone number when you complete a form or join a mailing list.

2. Enquiry details such as a child’s age and preferred section, or your interests as a volunteer.

3. Event information such as dietary needs, medical information and emergency contacts when you register for an activity. We only ask for sensitive details when needed for safety.

Information we collect automatically

1. Basic technical data such as IP address, device type and pages visited.

2. Cookie data described in the Cookies section below.

We do not collect more than we need. We do not sell your personal information.

Why we use your information and our legal bases

We use your information to:

1. Respond to enquiries about joining and volunteering. Legal basis: legitimate interests, and consent where you choose to receive updates.

2. Manage membership, programmes, events and badges. Legal basis: contract and legitimate interests, and vital interests for safety in an emergency.

3. Meet legal duties including safeguarding and finance. Legal basis: legal obligation.

4. Send news and invitations that help families and volunteers feel connected. Legal basis: consent, which you can withdraw at any time.

5. Improve our website so it stays storybook bright, easy to use and helpful. Legal basis: legitimate interests.

Where we rely on consent you can change your mind at any time by contacting us.

Children and young people

We always put the safety and privacy of young people first. In the UK, if we rely on consent for online services and the person is under 13, we will seek consent from a parent or carer. For events and activities we collect emergency and medical information from parents or carers so we can keep young people safe.

Who we share information with

We only share information when it is necessary, and only with trusted partners:

1. The Scout Association and approved systems used within UK Scouting to manage membership, safety and training.

2. Service providers who host our website, send emails, or provide analytics. They must keep your data secure and act only on our instructions.

3. Leaders and approved volunteers who need information to run safe activities.

4. Emergency services, safeguarding bodies or regulators when the law requires it or when it is necessary to protect someone.

We do not allow advertising companies access to personal data collected through this site.

International transfers

Some service providers may store data outside the UK. When that happens we make sure there are appropriate safeguards in place, for example standard contractual clauses or an adequacy decision.

How long we keep information

We keep information only for as long as it is needed.

• General enquiries and waiting lists, up to 24 months or until a place is offered.

• Routine event records, up to 18 months after the event.

• Membership information, for as long as you are involved and then according to national Scouting guidance.

• Safeguarding records and serious incident reports, for the periods required by law and policy.

• Financial records, normally 7 years.

When information is no longer needed we delete it securely.

Cookies and similar technologies

Cookies help our site remember your preferences and understand how people use the pages so we can keep improving.

Types of cookies we may use

1. Essential cookies make the site work, for example security and page navigation.

2. Analytics cookies help us understand which pages are most helpful so we can make the website better.

3. Preference cookies remember choices such as section interests so forms are quicker to complete.

You can control cookies in your browser settings and through the cookie banner on our site. If you turn off optional cookies the site will still work although some features may be less tailored.

Keeping your information safe

We use sensible security measures to protect your data. This includes access controls for volunteers, training in data protection, secure storage, and encryption where appropriate. Only people who need the information to perform their role can access it.

Your rights

Under UK data protection law including UK GDPR and the Data Protection Act 2018 you have rights over your personal information. These include:

• The right to be informed about how your data is used.

• The right of access to a copy of your data.

• The right to rectify inaccurate information.

• The right to erase information in certain circumstances.

• The right to restrict or object to processing in certain circumstances.

• The right to data portability for information you have given us with consent or contract.

• The right to withdraw consent at any time.

• The right to complain to the Information Commissioner’s Office if you are unhappy with how we have handled your data.

How to complain to the ICO: Visit www.ico.org.uk or write to ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Links to other websites

Our website may link to other sites such as national Scouting pages or local partners. Those sites have their own privacy notices. Please read them before sharing personal information.

Changes to this policy

We may update this privacy policy to reflect changes in how we work or changes in the law. We will post any updates on this page and will highlight significant changes in a clear way.

Contact us

Questions, requests or feedback about privacy are always welcome.
Please contact the Group via the website contact form or the email address on the Contact page. We will respond as soon as we can.

Together we can keep mini adventures safe, supportive and full of smiles.