Scout Portal

• Our Group: 6th Eastcote Scout Group is responsible for looking after the information you share through this website. We are a registered charity, number 303710.
• Where to find us: Oak Grove, Eastcote, Ruislip HA4 8UD.
• What this page explains: how this website and its forms use your information. Information kept elsewhere about members and Scout activities is separate.

We are part of REN Scout District and The Scout Association. Our Group is responsible for deciding how information from this website is used. The Scouts guide to looking after personal information explains how local Groups and the wider Scouts organisation each have their own responsibilities.

Not sure about anything? Ask us a question.

• Asking about joining: a parent or carer should use their own contact details when asking about a child’s place.
• Only a few details: the joining form asks for the child’s first name and age. It does not ask for their full name or date of birth.
• More private details: if you need to tell us about health, safety or money worries, ask a leader how to share those details safely.

• When you get in touch: we ask for your name, email address and message so we can reply.
• When you ask about joining: we ask for the child’s first name, age and chosen section. We also ask how to contact their parent or carer to talk about a place.
• When you offer to help: we ask what you can help with and when you are free. This helps us plan work at the hut and other support for the Group.
• Which form you used: the form’s name and page link come with your message. This helps us understand what you are asking about.

• Sending your message: we use a service called FormSubmit. It takes the answers you send and emails them to maciej.anielski@renscouts.org.uk, a Group mailbox run on Microsoft 365.
• Keeping a list: an automatic step (Microsoft Power Automate) adds each message to a list (Microsoft Lists). Only the Group’s trustees can open it. We use it to make sure every message gets a reply and to note who is dealing with it.
• Getting it to the right person: the same step sends your message on to the Group’s trustees, who make sure it gets a reply.
• Who stores it for us: FormSubmit says it keeps a copy for 30 days. Microsoft stores our mailbox and list for us. Neither service decides how we use your message.
• How long we keep it: we delete a message and its row in the list once we have dealt with it and no longer need it. We check the list at least once a year.

You can ask us about a message you have sent. FormSubmit explains how long it keeps messages and how it uses information (PDF document). Microsoft explains how it uses information.

• Photos and stories: our galleries and newsletters show what the Group has been doing. A photo where someone can recognise you is information about you, just like your name.
• Unhappy about a photo? you can ask us to remove it or tell us you have changed your mind about letting us use it. Tell us about the photo and share the page link or newsletter date so we can find it.

You can also read Scouts’ advice about taking and sharing photos.

• Adverts and visitor tracking: we do not add tools to this website to show adverts or measure how people use it.
• Remembering your place: the Portal saves a few details on your phone or computer, such as your search and where you were on the page. These saved details do not include your answers to our forms.
• Google Maps: the map on the Portal’s Meetings page comes from Google. When you view it, Google receives details about your phone or computer and its internet connection. Google may also save small files called cookies on your device. Read how Google uses this information.
• Other websites and services: some badge pictures come from the Scouts website. Services that send you web pages, pictures or forms receive details about your device and internet connection. They explain how they use these details in their own privacy information.

• See it or put it right: you can ask for a copy of your information. Tell us if anything is wrong or missing.
• Ask us to stop: you can ask us to delete your information, limit how we use it or stop using it for a particular reason.
• Take a copy elsewhere: in some cases, you can ask for a copy in a form you can pass to another organisation.
• Change your mind: if we use your information because you gave us permission, you can take that permission back. This does not change what we were allowed to do before you changed your mind.

Ask to see, change or delete your information. What we can do depends on how and why we use it. For example, the law sometimes allows or requires information to be kept.

Need help? you can ask a parent, carer or trusted adult to help you contact us.

Want to complain? you can tell us if you are unhappy about how we use your information. You can also complain to the Information Commissioner’s Office (ICO). This is the UK organisation that deals with complaints about how personal information is used. It also has advice about what you can ask organisations to do.