Wimbledon & Wandle Scouts – Privacy Notice

Last updated: October 2025

Who we are

Wimbledon & Wandle Scouts is a registered charity and part of The Scout Association in the UK.
We deliver Scouting across the boroughs of Merton and Wandsworth for young people aged 4–25.

Charity name: Wimbledon & Wandle District Scouts
Charity number: 1036432
Data controller: District Trustee Board, represented by the District Lead Volunteer
Contact: data@wimbledonandwandlescouts.org or use the website contact form.

What data we collect

We only collect personal information that helps us to run safe and effective Scouting activities.
This may include:

• Names, contact details and dates of birth

• Emergency and medical details for activities

• Parent/carer contact information

• Training, permit and membership records for volunteers

• Photos or videos (with consent)

• Website or event form submissions

We never collect more information than we need.

How we use your information

We use personal data to:

• Manage membership, waiting lists and communications

• Plan safe programmes, activities and events

• Record training and qualifications for volunteers

• Handle payments and Gift Aid (where applicable)

• Promote Scouting locally, with consent for photos and media

• Meet our legal and safeguarding responsibilities

Legal basis for using your data

We process data under one or more of the following:

• Consent – when you’ve agreed to us holding or sharing your data

• Contractual necessity – to manage your participation or membership

• Legal obligation – for safeguarding, health and safety, or charity regulation

• Legitimate interest – to run and develop Scouting safely and effectively

How we store and protect data

We use secure, password-protected systems such as Online Scout Manager (OSM) and The Scout Association’s Membership System.
Paper forms are stored securely and destroyed once no longer needed.
We never sell or share your data outside Scouting unless required by law or safeguarding procedures.

How long we keep your data

We keep data only for as long as needed:

• Membership data: while active and up to 12 months afterwards

• Event forms: up to 6 months after the event

• Accident or safeguarding records: in line with national Scouts guidance

Your rights

You have the right to:

• Access and receive a copy of your data

• Correct or delete your data (where lawful)

• Withdraw consent at any time

• Complain to the Information Commissioner’s Office (ICO) if you believe we’ve mishandled your data

To exercise your rights, contact data@wimbledonandwandlescouts.org.

Photography and media

We only publish photos or videos with consent from parents or volunteers.
If you’d like an image removed, email media@wimbledonandwandlescouts.org and we’ll do so promptly.

Cookies and analytics

Our website may use cookies to help it run smoothly and understand visitor activity.
No personal data is collected unless you submit a form.
You can disable cookies in your browser settings.

Updates to this notice

We review this notice annually or whenever our practices change.
The latest version will always be available on this page.