This Cookie Policy explains how BG Scouts (“we”, “our”, or “us”) uses cookies and similar technologies on our website bgscouts.co.uk (“the Website”). By using the Website, you consent to the use of cookies as described in this policy.

1. What are cookies?

Cookies are small text files placed on your device (computer, smartphone, or tablet) when you visit a website. They are widely used to make websites work, improve efficiency, and provide information to the site owners.

2. Types of cookies we use

We use the following types of cookies on our Website:

Strictly Necessary Cookies
These cookies are essential for the Website to function properly. They enable basic features like page navigation and access to secure areas of the Website. Without these cookies, the Website cannot operate correctly.
Performance & Analytics Cookies
These cookies help us understand how visitors use the Website (for example, which pages are most popular). This information is used to improve how the Website works. We may use tools such as Google Analytics for this purpose.
Functionality Cookies
These cookies allow the Website to remember choices you make (such as your language preference) and provide enhanced, more personalised features.
Third-Party Cookies
Some cookies may be set by third-party services that appear on our pages (such as embedded YouTube videos, social media sharing buttons, or maps). We do not control these cookies; please check the relevant third party’s cookie policies for more information.

3. How long cookies stay on your device

Session cookies – temporary and deleted when you close your browser.
Persistent cookies – remain on your device for a set period or until you delete them.

4. Managing cookies

You can control and manage cookies in your browser settings. Most browsers allow you to:

See what cookies are stored.
Delete cookies.
Block all or some cookies.
Set preferences for certain websites.

Please note: If you disable or block cookies, some parts of the Website may not function properly.

5. Updates to this policy

We may update this Cookie Policy from time to time. Any changes will be posted on this page with an updated “Last updated” date.

Privacy Policy

At BG Scouts, we are committed to protecting the privacy of our members, volunteers, and visitors to our website bgscouts.co.uk. This Privacy Statement explains how we collect, use, and protect personal information in line with UK data protection laws, including the UK GDPR and the Data Protection Act 2018.

1. Information we collect

We may collect and process the following personal information:

Information you provide when contacting us via forms, email, or registration.
Membership details (such as name, contact information, emergency contacts, and health information if required for events or camps).
Website usage data collected through cookies (see Cookie Policy above).

2. How we use your information

We use personal information to:

Communicate with you about Scouting activities, events, and enquiries.
Manage membership records, including safeguarding and health & safety requirements.
Comply with legal or regulatory obligations.
Improve our website and services.

3. Sharing your information

We will never sell your personal data. We may share information only with:

The Scout Association (UK) where required for official purposes.
Event organisers, activity providers, or service providers who support our activities (with appropriate safeguards in place).
Authorities if required by law, safeguarding, or health & safety regulations.

4. How we protect your information

We take appropriate technical and organisational measures to safeguard personal data from unauthorised access, loss, or misuse.

5. Your rights

Under UK data protection law, you have the right to:

Access the personal data we hold about you.
Request correction or deletion of your data.
Restrict or object to certain processing.
Withdraw consent where given.

To exercise your rights, please contact us using the details below.

6. Data Policy

Personal data

Personal data retention is governed by current Data Protection legislation. These data must be kept accurate, up to date and retained for no longer than is necessary for the purpose for which they were obtained. Detail of retention periods can be found in Annex A – Retention periods.

Where a person has requested that we delete all data we hold about them, we may need to retain basic personal data to evidence that we have completed the request.

Lawful purpose for processing

Personal Data can only be processed (including how it is retained) where there is a lawful basis.

TSA relies on different lawful bases depending on what the Personal Data is being used for. In some cases, TSA has a legal need or right to keep the data, but in other cases TSA’s relies on Data subjects consenting or TSA’s legitimate interests, where this needs to be actively managed.

Data subjects also have a number of rights that they can exercise over their Personal Data, such as to delete or rectify it.

Maintaining consent or legitimate reasons for retention

TSA needs to communicate with these data subjects to clearly sign post them to their ability to withdraw their consent or challenge the legitimate interest that has been assessed, this is commonly known as ‘opt out’. Where appropriate the data subject should be informed every 2 years of the consent or legitimate interest being used to process their data with an option to update this preference.

A formal retention period for data processing based on consent has not been defined in this policy and is assumed as permanent until the data subject exercises their rights to cease the processing activity. Examples of processing covered by this statement are subscribers to newsletters, photograph consents and marketing communications.

7. Data Retention Periods

Process	Data Type	Retention	Justification
Want to Join	Personal data	1 year after enquiry or until member joins, whichever is shorter.	To keep them informed of their joining status.
Joining – including the role, dates of joining and permits	Personal and Sensitive data (special category)	10 years after leaving the data will be reduced to only include name, membership number, date of birth, awards, training records, events attended, roles, permits held and any complaints in summary format. This remaining data will be retained for 100 years.	The 10-year retention of all data is required to provide tenure and service records in the event an individual wants to re-join. The 100 years retention of data is required for evidence requests from statutory agencies or internal safeguarding investigations.
Youth Top Award registrations	Personal and Sensitive data	6 months after the member turns 25.	To retain their award registrations for the duration of the eligibility period.
Youth Top Award completions	Personal data and Sensitive data	Permanent for basic data; name, location, award, membership number, HQ approval date and Windsor attendance status (where relevant). For KSA and Explorer Belt data: Other data is deleted three years after the award completion date. For SOWA data: Other data is deleted one year after the award completion date.	Historic record of award completions.
Youth MC/G/CSB/CSPA award nominations	Personal and Sensitive data (special category including citation)	Successful awards: Permanent. Unsuccessful awards: One year after decision by HQ.	To retain their award nominations/locally made decisions for the purpose of processing awards. Successful awards: Historic record of awards.
Adult GS/MC/G/CSB/CSPA award nominations made locally	Personal and Sensitive data (special category including citation)	Successful awards: Permanent. Unsuccessful awards: One year after decision by HQ.	To retain their award nominations/locally made decisions for the purpose of processing awards. Successful awards: Historic record of awards.
Department for Digital, Culture, Media & Sport (DCMS) Award nomination at local Scout Group	Personal data and Sensitive data (special category including citation)	Where TSA are approached by a local group in relation to a possible national honour nomination, TSA will retain the information for two years from the initial contact. Where TSA are informed that the local group have made a submission to DCMS, TSA will retain the information for three years from the date of submission.	To assist with progressing award nominations.
Department for Digital, Culture, Media & Sport (DCMS) Award nomination direct to TSA	Personal data and Sensitive data (special category including citation)	Where TSA are approached by DCMS in relation to a possible national honour nomination, TSA will retain the information for two years from the initial contact.	To retain their award registrations for the duration of the eligibility period.
Research – surveys and other methodologies	Personal and Sensitive data (special category)	18 months (This is a guide only and may differ for specific research. Retention periods will be stated at the point of collection).	To allow sufficient time for data analysis and challenge. Anonymised data may be retained for longer.
Scouts Experience Survey	Personal and Sensitive data (special category)	15 Years	To keep a collation of completing members and compare answers from the previous years.
Vetting	Personal Data – Disclosure Certificate	6 months after issue. Details of any offences and alleged offences may be retained in order to support ongoing suitability risk assessments.	6 months after issue. Details of any offences and alleged offences may be retained in order to support ongoing suitability risk assessments.
Safeguarding – Adult volunteer ’person of concern’	Personal and Sensitive data (special category)	Adult – 100 years after case closure. Will include all case notes, including those of witnesses and young person along with any litigation correspondence until it is appropriate to reduce this to a detailed summary of the case. In the event that the allegation is actually disproved or is found to have been mis-recorded in the first place, the record will include a statement that the data subject has been exonerated and the data will be subject to the joining data process retention period.	Required for evidence requests from statutory agencies or internal safeguarding investigations.
Safeguarding – Young person -Welfare	Personal and Sensitive data (special category)	Young Person – 7 years after last communication with the Young Person or Family.	Required for evidence requests from statutory agencies or internal safeguarding investigations.
Safeguarding – Young person ’person of concern’	Personal and Sensitive data (special category)	Young Person – 100 years after case closure. Will include all case notes, including those of witnesses and adult volunteers along with any litigation correspondence, until it is appropriate to reduce this to a detailed summary of the case. In the event that the allegation is actually disproved or is found to have been mis-recorded in the first place, the record will include a statement that the data subject has been exonerated and the data will be subject to the joining data process retention period.	Required for evidence requests from statutory agencies or internal safeguarding investigations.
Safety Incident (Adult) –including personal injury details (covering sexual abuse/psychological damage) and cases with no personal injury identified	Personal and Sensitive data (special category)	20 Years after the incident.	To address a legal claim, offer support and identify trends.
Safety Incident (Young Person) – including personal injury details (covering sexual abuse/psychological damage) and cases with no personal injury identified	Personal and Sensitive data (special category)	20 Years after the young person turns 18.	To address a legal claim, offer support and identify trends.
Scout Stories	Personal data	5 years after submission	Required for the Media team to ascertain if a story is newsworthy during this period.

Contact us

If you have any questions about this Privacy Statement or how we handle your data, please contact us: https://bgscouts.co.uk/contact/

Cookie & Privacy Policy