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Privacy Policy

Privacy Policy – BEASTLY and Unleashed25

Last updated: September 2026

1. Who we are

BEASTLY and Unleashed25 are events organised by Basingstoke East District Scout Council, a registered charity in England and Wales.

Registered charity: 1046979
Address: The Clock Tower, Chineham Shopping Centre, Chineham, Basingstoke, Hampshire, RG24 8BQ
Telephone: 01256 592380
Email: contact@bescouts.org.uk

Basingstoke East District Scout Council is the data controller responsible for the personal information described in this notice.

This notice applies to:

  • the BEASTLY and Unleashed25 events;
  • the websites at beastly.org.uk and unleashed25.org.uk;
  • participants, parents and carers;
  • Scout and Guide leaders;
  • event volunteers and staff;
  • suppliers, activity providers and other event contacts; and
  • people who contact us or subscribe to event communications.

2. The information we collect

Depending on how you interact with us, we may collect:

  • your name and contact details;
  • the name and contact details of a parent, carer, leader or emergency contact;
  • your Scout or Guide group, unit, district, county or other organisation;
  • age, date of birth or age group;
  • participant, leader, volunteer or staff role;
  • booking, attendance and payment information;
  • invoice details and bank-payment references;
  • dietary, accessibility, medical or additional support information;
  • emergency contact information;
  • volunteer skills, experience, qualifications and availability;
  • information needed for safeguarding, safety or disclosure checks;
  • correspondence sent through email, website forms or our helpdesk;
  • marketing and communication preferences;
  • photographs, video and audio captured at our events;
  • technical information about visits to our websites, such as browser type, device information, approximate location and website activity; and
  • cookie and consent preferences.

We aim to collect only the information reasonably necessary to organise and safely deliver our events.

3. Information about young people

Our events involve children and young people. Registration information will normally be supplied by a parent, carer, Scout or Guide leader, or another authorised adult.

We may process information about a young person where this is necessary to:

  • register them for an event;
  • organise suitable activities and accommodation;
  • meet medical, dietary, accessibility or additional support requirements;
  • communicate with their responsible adult or group;
  • maintain event safety and safeguarding; and
  • respond to an emergency or incident.

Adults providing information about a young person or another individual must ensure that the information is accurate and that they are authorised to provide it.

Information supplied through Scout or Guide Groups

Where a booking is made by a Scout or Guide Group, Unit or other organisation, we may receive participant information from an authorised leader rather than directly from the young person or their parent or carer.

The person making the booking must ensure that they are authorised to provide this information, that it is accurate, and that the participant and their parent or carer have been given access to this privacy notice.

We may take account of relevant permissions and restrictions already recorded by the participant’s Scout or Guide organisation. However, we may request separate event-specific information or consent where necessary, including for medical and accessibility arrangements or the prominent use of identifiable photographs and video.

4. How we use personal information

We may use personal information to:

  • manage enquiries and provide support;
  • administer event registrations and bookings;
  • verify eligibility to participate or volunteer;
  • allocate participants, leaders, volunteers and staff;
  • plan activities, facilities, catering and accommodation;
  • make reasonable adjustments and provide appropriate support;
  • issue invoices and reconcile bank-transfer payments;
  • communicate important event information;
  • manage waiting lists, cancellations and refunds;
  • coordinate volunteers, suppliers and activity providers;
  • maintain attendance and emergency records;
  • protect the health, safety and welfare of everyone attending;
  • manage safeguarding concerns, complaints and incidents;
  • comply with legal, financial, insurance and regulatory requirements;
  • prevent fraud, misuse or unlawful activity;
  • send event news or promotional communications where permitted;
  • take and use event photographs or video;
  • operate, secure and improve our websites; and
  • understand how people use our websites through consented analytics.

We will not use personal information for a new and incompatible purpose without explaining that purpose and identifying an appropriate lawful basis.

5. Our lawful bases

Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the circumstances, we rely upon:

Contract

We use information where it is necessary to administer a booking, registration, purchase or other agreement with you, or to take steps at your request before entering into one.

Legitimate interests

We use information where it is reasonably necessary for our legitimate interests in organising, administering, promoting and safely delivering charitable Scouting events.

When relying on legitimate interests, we consider the effect on the individuals concerned, particularly children and young people, and do not use information where their rights and interests override ours.

Legal obligation

We use information where necessary to comply with legal, regulatory, accounting, insurance or safeguarding obligations.

Consent

We rely on consent for certain optional activities, including non-essential website cookies, some promotional communications and some uses of identifiable photographs or video.

Consent can be withdrawn at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

Vital interests

In an emergency, we may use or disclose information where it is necessary to protect someone’s life or physical safety.

6. Medical and other sensitive information

Medical, disability, dietary and accessibility information may constitute special-category personal data.

We process this information only where necessary and with an additional legal condition, which may include:

  • explicit consent;
  • protecting someone’s vital interests;
  • safeguarding children or individuals at risk;
  • establishing, exercising or defending legal claims; or
  • another substantial public-interest condition permitted by law.

Access to this information is restricted to people who need it to safely organise or deliver the event.

7. Registration and enquiry forms

We use Jotform to collect information submitted through registration, volunteer, enquiry or similar forms.

The information requested will depend on the purpose of each form. Important privacy information will be provided at the point of collection where appropriate.

Submitting a form does not automatically subscribe someone to unrelated marketing communications.

8. Payments and invoices

Event payments are made by bank transfer. We use Xero to create invoices, record payments and maintain appropriate financial records.

We may process:

  • the name and contact details of the person or organisation being invoiced;
  • booking or registration references;
  • the amount due and payment status;
  • information shown on an invoice; and
  • bank-transfer references used to identify and reconcile a payment.

We do not receive or store online card-payment details for payments made directly by bank transfer.

9. Email, files and support requests

We use Microsoft 365 for email, document management and file storage.

We use Zoho Desk to manage enquiries and support requests. Messages sent to us may therefore be stored as helpdesk tickets, together with your contact details and the history of our correspondence.

Please avoid sending unnecessary medical or other sensitive information through ordinary email.

10. Who we share information with

Where necessary, we may share relevant information with:

  • authorised members of the BEASTLY or Unleashed25 event teams;
  • Basingstoke East District Scout Council trustees and authorised volunteers;
  • the relevant Scout or Guide group, unit, district, county or responsible leader;
  • The Scout Association or Girlguiding where appropriate;
  • venues, caterers, transport providers and activity providers;
  • first-aid, medical, welfare and safeguarding personnel;
  • insurers, professional advisers, accountants and auditors;
  • payment and banking providers;
  • Jotform, Xero, Microsoft and Zoho;
  • website hosting, security and analytics providers;
  • police, emergency services, local authorities, regulators or safeguarding bodies where required; and
  • other organisations where disclosure is legally required or necessary to protect someone’s safety.

We only provide the information reasonably required for the particular purpose. Service providers acting on our behalf are expected to protect the information and use it only in accordance with our instructions and applicable law.

We do not sell personal information.

11. International transfers

Some of our technology providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we require an appropriate legal safeguard. This may include:

  • processing in a country covered by UK adequacy regulations;
  • the UK International Data Transfer Agreement;
  • the UK Addendum to approved standard contractual clauses; or
  • another safeguard permitted under UK data-protection law.

You may contact us for further information about the safeguards relevant to your information.

12. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, insurance, accounting or safeguarding requirements.

Our usual approach is:

  • General enquiries and helpdesk tickets: normally up to two years after the enquiry is resolved;
  • Unsuccessful or withdrawn volunteer applications: normally up to 12 months;
  • Event registration and operational records: normally up to three years after the relevant event;
  • Medical, dietary and accessibility information: removed when it is no longer required following the event, unless it forms part of an incident, safeguarding or insurance record;
  • Financial and invoice records: normally six years after the end of the relevant financial year;
  • Safeguarding, accident and incident records: retained in accordance with applicable legal, insurance and Scouts safeguarding requirements;
  • Marketing records: until you unsubscribe or we determine that the information is no longer current;
  • Website analytics: retained in accordance with the analytics settings and cookie policy applicable to the relevant website; and
  • Photographs and video: retained while they remain relevant to our charitable history or promotional activities, unless consent is withdrawn where consent was the basis for their use.

Some information may be retained for longer where necessary to establish, exercise or defend legal claims, comply with a legal obligation or maintain an appropriate safeguarding record.

Information that is no longer required will be securely deleted or anonymised.

13. Photographs and video

Photography and filming may take place at BEASTLY and Unleashed25 for event reporting, promotion, fundraising and recording our charitable activities.

We will provide event photography information during registration or before the event where appropriate. We will take particular care when using identifiable images of children and young people.

Where consent is required, you may withdraw that consent for future use by contacting us. We will take reasonable steps to stop using the relevant image, although we may not be able to recall printed materials already distributed or material already shared by third parties.

Photography or recording must not compromise safeguarding or identify someone whose identity or location needs to remain protected.

14. Marketing communications

We may send operational messages where necessary to administer a registration, booking, volunteer role or event. These are not marketing messages, and you may continue to receive them while involved with the event.

We will only send optional marketing communications where we have an appropriate lawful basis. You can unsubscribe using the link in a message or by contacting us.

We may retain a minimal suppression record to ensure that we respect an unsubscribe request.

15. Website analytics and cookies

Our websites use essential technologies required for security and basic operation. With permission, we may also use analytics cookies to understand how visitors use our websites and help us improve them.

You can accept, reject or change your cookie choices through the consent controls on the relevant website.

Each website has its own cookie policy containing details of the cookies and services detected on that site:

  • visit the Cookie Policy on beastly.org.uk; or
  • visit the Cookie Policy on unleashed25.org.uk.

Withdrawing consent will not affect the lawfulness of processing that occurred before it was withdrawn.

16. External websites and social media

Our websites may contain links to third-party websites and social-media services. Those organisations are responsible for their own privacy practices.

Following an external link does not mean that we control or endorse how the other organisation processes personal information. You should review its privacy information before providing personal details.

17. Security

We use appropriate organisational and technical measures intended to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

Access is limited to authorised people who require the information for their role. However, no online service or method of electronic storage can be guaranteed to be completely secure.

If we become aware of a personal-data breach, we will assess it and notify affected individuals and the Information Commissioner’s Office where required.

18. Your rights

Depending on the circumstances and lawful basis involved, you may have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct inaccurate or incomplete information;
  • ask us to delete information;
  • ask us to restrict how information is used;
  • object to particular uses of information;
  • receive certain information in a portable format;
  • withdraw consent at any time where processing is based on consent; and
  • complain to the Information Commissioner’s Office.

These rights are not absolute and may not apply in every situation. We may need to verify your identity before responding to a request.

Where information relates to a child or young person, we will consider their age, understanding and rights when handling a request from them or from a parent or carer.

You have the right to object at any time to the use of your personal information for direct marketing.

To exercise a right, contact us using the details below. We will normally respond within one month.

19. Complaints

If you have a concern about how we use personal information, please contact us first so that we can try to resolve it:

Basingstoke East District Scout Council
The Clock Tower
Chineham Shopping Centre
Chineham
Basingstoke
Hampshire
RG24 8BQ

Email: contact@bescouts.org.uk
Telephone: 01256 592380

You also have the right to complain to the UK data-protection regulator:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

20. Automated decisions

We do not currently use personal information to make solely automated decisions that have legal or similarly significant effects on individuals.

21. Changes to this notice

We may update this notice when our events, systems, suppliers or legal obligations change.

The latest version will be published on the BEASTLY and Unleashed25 websites. Material changes will be highlighted where appropriate.