Privacy notice
How we use the details you give us on this website: hall enquiries, fundraiser and uniform orders, and Scout membership and consent forms. Last updated: 25 October 2026.
Who we are
The 1st Cotswold Scout Group is responsible for the personal information collected through this website, in line with South Africa's Protection of Personal Information Act (POPIA). Questions about your information can be sent to bookings@1stcotswoldsg.co.za.
What we collect
Hall enquiries: your name, email address, phone number, the type of event, your dates, the number of guests and any message you write.
Fundraiser orders (the photoshoot, firewood and tickets): your name, email address, phone number, what you ordered and any special instructions. You pay by EFT, so we see your payment (the name, reference and amount) on our bank statement, and any proof of payment you send us.
Uniform orders: your name, email address and cell number, your child's name and section, and the sizes you ordered.
Membership and consent forms: the details on SCOUTS South Africa's official forms. For a child this includes their name, ID number, date of birth, home address, medical aid, medical conditions, allergies and medication, the parents' or guardians' contact details, and signatures. Health details are "special personal information" under POPIA, and details about children have extra protection, so we only collect them with the consent of a parent or legal guardian, who fills in the form. Religion and ethnic group are optional and only used for anonymous statistics.
We don't use advertising or tracking cookies.
The map in our Contact section is provided by Google Maps. When it loads, Google may set cookies and collect information under its own privacy policy.
To keep out spam robots, the enquiry form uses Cloudflare Turnstile (Cloudflare is a US company). When you reach the form, your browser sends Cloudflare technical details such as your IP address and browser type, so it can check you're a person. Cloudflare uses them only for that check, under its Turnstile privacy notice. Most people never see it; sometimes you'll be asked to tick a box.
Why we use it
- To reply to your enquiry and check the hall is available.
- To manage your booking: confirming it, deposits, and contacting you about your event.
- To keep basic records of hall bookings for the group's finances.
- To deliver what you ordered: your photoshoot slot, firewood or tickets, and to check tickets at the door.
- To invoice you for a uniform order, buy the uniform from the SCOUTS South Africa shop and hand it over.
- To process membership: Scouters use the form to register members with SCOUTS South Africa on its membership database (Scouts.Digital), as the form explains.
- To keep young people safe on camps and outings: Scouters in charge use consent forms for permission, medical information and emergency contacts.
We use your information because you've asked us to (your consent) and because it's needed to arrange the hire you're asking for. We never sell it or use it for marketing.
Who can see it
Only 1st Cotswold committee members and Scouters, who sign in to a private part of this website, or to our invoicing system. Membership details are passed on to SCOUTS South Africa when a member is registered, under its own privacy notice. Our emails never repeat what you filled in on a form.
Where it's kept
This website is run on Netlify, a US company. Booking, order and form records are stored on its servers in Germany. The website's automatic emails are sent through Resend (a US company). Emails you send us, and our replies, are handled by our email provider, IONOS.
When we confirm a booking, or when you order a uniform, your name, email address, phone number and the booking or order details are added to our invoicing system, Zoho Invoice (Zoho Corporation, with servers for our account in the US), which emails you the invoice.
How long we keep it
We keep booking and order records for as long as we need them for the booking and the group's financial records, normally no more than 3 years. Enquiries we decline are deleted within 12 months.
Consent forms are deleted automatically 6 months after the camp or outing. Membership forms are kept while the person is a member of the group, and deleted within 12 months after they leave.
Your rights
You can ask to see the information we hold about you, ask us to correct or delete it, or withdraw your consent, by emailing bookings@1stcotswoldsg.co.za. If you're unhappy with how we've handled your information, you can complain to the Information Regulator.
Security
The website only works over a secure (HTTPS) connection, booking details can only be seen by signed-in committee members, and we limit how often forms can be sent and check that enquiries come from people, not robots, to stop misuse.