Privacy Policy
Last updated: 31 January 2026
1. Introduction
ScoutForge respects your privacy and is committed to protecting personal data.
This Privacy Policy explains:
- What data we collect
- Why we collect it
- How it is used and protected
- Your rights under data protection law
2. Data Controller
ScoutForge acts as the data controller for personal data processed through the service.
Contact details:
3. What Data We Collect
ScoutForge collects limited personal data necessary to operate the service.
This may include:
- Names of users
- Email addresses
- User roles
- Trustee names and roles
- Records of actions taken within the system
ScoutForge is designed to avoid collecting:
- Safeguarding case details
- Data about young people
- DBS or training records
- Unnecessary sensitive personal data
4. How We Use Data
Data is used to:
- Provide access to the ScoutForge service
- Allow governance records to be created and managed
- Generate Evidence Packs and exports
- Maintain system security and integrity
Data is not used for advertising or sold to third parties.
5. Lawful Basis for Processing
ScoutForge processes data under the following lawful bases:
- Legitimate interests (providing governance tools)
- Contractual necessity (providing the subscribed service)
- Consent (where explicitly provided)
6. Data Storage and Security
Data is stored securely using industry-standard hosting and security practices.
Access is restricted to authorised users only.
ScoutForge takes reasonable steps to protect data against unauthorised access, loss, or misuse.
7. Data Sharing
ScoutForge does not share your data with third parties except where:
- Required to operate the service (eg hosting providers)
- Required by law
ScoutForge does not automatically share data between Groups, Districts, or Counties.
8. Data Retention
Data is retained for as long as a group maintains an active account.
If a subscription ends:
- Data will be retained for a reasonable period
- Users will have the opportunity to export their data
- After this period, data may be deleted.
9. Your Rights
Under UK data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of data where appropriate
- Object to certain processing
- Request data portability
Requests can be made by contacting ScoutForge.
10. Cookies and Analytics
ScoutForge may use essential cookies to operate the service.
Optional analytics may be used to improve the product. Where required, consent will be sought.
11. Changes to This Policy
This Privacy Policy may be updated as ScoutForge evolves.
Significant changes will be communicated to users.
12. Contact
Questions about this Privacy Policy can be directed to: