Tomintoul and Glenlivet Youth Club(SCIO) Privacy Policy

Last Updated: 17/06/2026

1. 1. Who we are

      Tomintoul and Glenlivet Youth Club (“we”, “our”, “us”) is a youth club operating in Scotland. We are committed to protecting your personal information and your right to privacy.

   2. The data we collect and why

      We collect personal information that you voluntarily provide to us when you interact with our services. This typically occurs when you express interest in membership, register for events, or contact us. This information may include, but is not limited to:
      • Personal and Contact Details: Such as names, dates of birth, and contact information for children/young people and their parents/guardians.
      • Information Relevant to Participation: Details necessary for safeguarding and providing appropriate care, which may include information about health, allergies, or additional needs.
      • Preferences and Interests: Information about a young person’s interests to help us plan and tailor our activities.
      Purpose of Collection: This data is collected to process your enquiries, manage memberships and events, communicate with you, and ensure we can provide a safe and suitable environment for all young people. Our legal basis for this processing is your consent (provided when you submit information) and our legitimate interests in organising and running the youth club safely.

   3. How We Use Your Information

      We use the personal information we collect for the purposes outlined in Section 2, including:
      • To administer membership, events, and activities.
      • To communicate important information to parents/guardians.
      • To ensure the welfare, safety, and safeguarding of all young people.
      • For the internal administration of our voluntary organisation.
      We will not use your personal data for marketing purposes or share it with third parties for their own marketing.

   4. How We Share Your Information

      We take your privacy seriously and will only share information where necessary:
      • With Club Volunteers/Leaders: Essential information (e.g., name, age, medical/allergy alerts) will be shared with relevant, PVG-checked volunteer leaders to ensure child safety during sessions.
      • With Service Providers: We use trusted third-party services that process data on our behalf under strict instructions to provide specific functions (such as online forms, website hosting, or analytics). These providers are not permitted to use your data for their own purposes.
      • When Required by Law: We may disclose information if required to do so by law (e.g., to safeguard a child, or in response to a valid request from a law enforcement agency).
      We do not transfer your data internationally.

   5. Data Retention

      We will retain personal information only for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or safeguarding reporting requirements.
      • If membership proceeds: For the duration of membership plus 7 years after a young person leaves the club, for legal and safeguarding record-keeping purposes.
      • If no place is available/offered: We will retain your details on a waiting list for 7 years, after which they will be securely deleted unless you ask us to keep them longer.

   6. How We Keep Your Data Secure

      We have implemented appropriate organisational measures to protect your personal information. Access to data is limited to necessary volunteers. While we use secure platforms (like Fillout.com, WordPress), no electronic transmission is 100% secure, and we cannot guarantee absolute security.

   7. Your Data Protection Rights

      Under UK data protection law, you have rights, including:
      • Right of Access: You can request a copy of the personal data we hold about you or your child.
      • Right to Rectification: You can ask us to correct inaccurate or incomplete data.
      • Right to Erasure: You can ask us to delete your personal data in certain circumstances.
      • Right to Object: You can object to processing based on our legitimate interests.
      • Right to Withdraw Consent: Where we rely on consent, you can withdraw it at any time.
      To exercise any of these rights, please contact us using the details at the start of this document. You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).

   8. Cookies

      Our website uses cookies. When you first visit, you will be asked to consent to our use of non-essential cookies (like Google Analytics). You can adjust your cookie preferences at any time via our cookie consent tool or your browser settings.

   9. Links to Other Websites

      Our website may contain links to other sites (e.g., community partners). This privacy policy applies only to our site. We encourage you to read the privacy policy of any other site you visit.

   10. Updates to this policy

       We may update this policy from time to time. The updated version will be indicated by a new “Last Updated” date at the top. We encourage you to review this policy periodically.