What personal data we collect and why we collect it


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

Individual forms will indicate what is collected and what is done with the information, and should have individual consent checkboxes for consent.


Our Newsletter requires confirmation, and we store your Name & Email Address and the lists you have subscribed to. You can choose to unsubscribe at any time and remove yourself from the list


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.


We use JetPack website analytics, from WordPress, which helps us measure how the site being used.

Who we share your data with

Monmouthshire District Scouts shares data in the following ways

Waiting List

The Monmouthshire District Central Waiting List shares data with the Groups & Units that make up Monmouthshire District Scouts. We use a plugin by Neoweb to capture and send the encrypted data to the Online Scout Manager Database.


Monmouthshire District Scouts collects data for GiftAid returns which may include data supplied offline, or through Online Scout Manager

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Subsites have their own retention policies depending on the data that is stored, why it is stored. Please read those site privacy statements for further information

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you.

This does not include deletion any data we are obliged to keep for administrative, legal, or security purposes.

Visitor comments may be checked through an automated spam detection service.
We use Jetpack to collect website statistics, such as location. This data is processed by Automatic.
We are also required to an annual Census return to the Scout Association which contains aggregated information about the young people who scout in Monmouthshire, we do not, at this stage provide organisations outside Monmouthshire District with detailed information about young people in scouting.

More details on contacting Monmouthshire District Scouts is on the Contact page

Additional information

How we protect your data

We use SSL through the Monmouthshire District Scout network of websites.

We use encrypted data exchange with Online Scout Manager for registering young people on the waiting list.

We use Office365 from Microsoft within the District Team to securely store information.

What data breach procedures we have in place

When a potential breach has been identified our Exec will act within our legal and organisational framework to respond.

What third parties we receive data from

We receive emailed data from the Scout Association registration of interest page.

We also receive waiting list registration details from Groups & Units within the Monmouthshire District

What automated decision making and/or profiling we do with user data

At this moment we’re not doing any profiling, automatic, or otherwise.

Industry regulatory disclosure requirements

We’re regulated by the Scout Association Policy Organisation & Rules, in the event of a breach the Scout Association must be notified when a breach has been reported to  the Information Commissioners Office