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Privacy Policy

1. Introduction

Hag Dyke is operated by the 1st Ben Rhydding Scout Group, which is part of The Scout Association (UK). We are committed to protecting the privacy and security of everyone who interacts with our website. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, submit a booking request, subscribe to news updates or register an account to upload photos or reviews.

We follow the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the policies and guidance issued by The Scout Association.

By using this website, you agree to the practices described in this Privacy Policy.

2. Who we are

Data Controller:

1st Ben Rhydding Scout Group

The Scout Headquarters, Wheatley Lane, Ben Rhydding, Ilkley

enquiries@hagdyke.or.uk

As part of the Scout Association, we operate under their national data protection framework. You can read their policies at www.scouts.org.uk/terms-and-conditions/privacy-policy

3. What personal data we collect

We collect only the information necessary to operate the Hag Dyke hostel, website and provide related services.

3.1 Information you provide directly

a) Booking form

When you submit a booking request we may collect:

  • Name
  • Email address
  • Phone number
  • Organisation or Scout/Guide group
  • Preferred dates
  • Any additional notes you provide

b) Email newsletter subscription

If you subscribe to receive news updates, we collect:

  • Email address

c) User account registration

If you create an account to upload photos or leave reviews, we collect:

  • Name or display name
  • Email address
  • Password (stored securely and never visible to us)
  • Any content you upload (photos, reviews, comments)
3.2 Information collected automatically

When you browse the website, we may collect:

  • IP address
  • Browser type
  • Device information
  • Pages visited
  • Time spent on the site

This is standard technical data used for security, analytics and improving the website.

4. How we use your personal data

We use your information for the following purposes:

4.1 Booking and hostel management
  • Responding to bookings enquiries
  • Managing reservations
  • Contacting you about your stay
  • Ensuring safe and appropriate use of the hostel
4.2 Communications
  • Sending news updates if you subscribe
  • Responding to questions or support requests
4.3 User accounts
  • Allowing you to upload photos and reviews
  • Displaying your submitted content on the website (with your chosen display name)
  • Managing your account and login credentials
4.4 Website operation and security
  • Maintaining website performance
  • Preventing misuse or unautorised access
  • Analysing usage to improve the site

We do not use your data for marketing unrelated Hag Dyke or the Scout Group.

5. Legal basis for processing

We process personal data under the following lawful bases:

  • Legitimate interests: Managing bookings, running the hostel, ensuring safety, improving the website
  • Consent: Email newsletter subscription, user account creation, uploading photos or reviews
  • Contract: Communicating with you about your booking
  • Legal obligation: Complying with safeguarding, financial or regulatory requirements applicable to Scout Groups

6. How we store and protect your information

We take appropriate technical and organisational measures to protect your data, including:

  • Secure hosting and encrypted connections (HTTPS)
  • Password hashing and secure authentication
  • Restricted access to booking information
  • Regular security updates
  • Compliance with Scout Association data protection guidance

We retain personal data only for as long as necessary for the purposes described in this policy.

7. Sharing your data

We do not sell or share your personal data with third parties for marketing.

We may share data only with:

  • Hag Dyke volunteers: People who manage Hag Dyke bookings, Wardens, or manage website content
  • The Scout Association: If required for safeguarding or compliance
  • Service providers: Support website hosting, email delivery, or security

We will disclose data if required by law (e.g. safeguarding concerns, legal requests).

8. Cookies and analytics

Our website may use cookies or analytical tools to improve performance and understand how visitors use the site.

You can control cookies through your browser settings.

9. Your rights

Under UK GDPR you have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Withdraw consent (e.g. unsubscribe from emails)
  • Request restriction of processing
  • Object to certain types of processing
  • Request a copy of your data in a portable format

To exercise any of these rights, contact us at enquiries@hagdyke.org.uk

10. Children’s data

As a Scout Group we take safeguarding seriously. We do not knowingly collect personal data from children without appropriate consent from parents or guardians.

11. Uploaded photos and reviews

If you upload photos and reviews:

  • You confirm you have permission to share the content
  • Your display name may appear alongside your submission
  • You may request removal of your content at any time

We may remove content that is inappropriate, unsafe or violates Scout Association guidelines.

12. External links

Our website may contain links to external sites. We are not responsible for the privacy practices of those websites.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this website.