Who we are
This website (https://midlothianscouts.org.uk) is run by Midlothian District Scout Council, a Scottish charity (SC041302). We are the data controller for personal information collected through this website. Contact: info@midlothianscouts.org.uk.
Postal address: 12 Pinewood Road, Mayfield, Dalkeith EH22 5JB.
We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
What information we collect
- Emails you send us: your name, email address and anything you write, when you contact us by email.
- Online forms: our forms are provided by Jotform. When you fill one in, Jotform collects the details you enter (such as your name, contact details and your message or request) and holds them on our behalf as a data processor. Jotform may also record technical information such as your IP address and browser details to deliver and secure the service. Jotform stores form data on cloud servers run by Google Cloud and Amazon Web Services; its standard storage location is the United States, with an option for EU storage, and it relies on the UK Extension to the EU-U.S. Data Privacy Framework and contractual safeguards for international transfers. See Jotform’s privacy policy and security information.
- Server logs: this website is hosted by Fasthosts (fasthosts.co.uk), which has data centres in the UK. Like all web servers, it automatically records technical data such as your IP address, browser type and the pages requested, to keep the site running and secure. Fasthosts states that log files and temporary data are usually kept for between a few days and a maximum of 60 to 90 days. See the Fasthosts privacy notice.
We do not hold personal details of young people or members on this website. Membership records are managed through Scouts’ own systems.
Why we use it and our lawful basis
We use your information to reply to enquiries, handle joining and volunteering requests, and run the website. Our lawful basis is legitimate interests (responding to people who contact us and running our charity), and, where a form asks for it, your consent. Where we need information to meet legal duties (for example safeguarding or PVG checks), the basis is legal obligation.
Who we share it with
We share information only where needed: with the local Scout Group or section you are asking about, with Scouts Scotland or The Scout Association where required for membership or safeguarding, and with service providers who host our website (Fasthosts), email and forms (Jotform). We never sell your information.
How long we keep it
We keep enquiry emails and form submissions only as long as needed to deal with them, and then delete them. We keep form submissions and enquiry information for 12 months, after which they are deleted.
Cookies
This website uses only the essential cookies set by WordPress, the software that runs the site. These are strictly necessary for the site to work, so under PECR we do not need to ask for your consent and we do not show a cookie banner. We do not use analytics, advertising or tracking cookies.
| Cookie | Who gets it | Purpose | Duration |
|---|---|---|---|
| wordpress_test_cookie | Anyone visiting the login page | Checks that your browser accepts cookies | Session |
| comment_author_{hash}, comment_author_email_{hash}, comment_author_url_{hash} | Only visitors who leave a comment and tick the box to save their details | Remembers your name, email and website for next time | About 1 year (347 days) |
| wordpress_{hash} / wordpress_sec_{hash} | Logged-in site editors only | Keeps you signed in to the admin area securely | Session, or 14 days with “Remember Me” |
| wordpress_logged_in_{hash} | Logged-in site editors only | Shows that you are signed in | Session, or 14 days with “Remember Me” |
| wp-settings-{user_id}, wp-settings-time-{user_id} | Logged-in site editors only | Remembers your admin screen preferences | 1 year |
Comments are switched off on this site, so the comment cookies listed above will not normally be set. They are included for completeness.
Some pages link to other websites (such as scouts.org.uk and Jotform forms). Those sites may set their own cookies when you visit them or interact with embedded content; please see their privacy policies.
Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to data portability, and to withdraw consent at any time. To use any of these rights, email info@midlothianscouts.org.uk. We will respond within one month.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint.
Changes to this policy
We may update this policy from time to time. Last updated: October 2026.