Privacy notice
How we use the details you give us when you enquire about hiring our hall. Last updated: 8 October 2026.
Who we are
The 1st Cotswold Scout Group is responsible for the personal information collected through this website, in line with South Africa's Protection of Personal Information Act (POPIA). Questions about your information can be sent to bookings@1stcotswoldsg.co.za.
What we collect
When you send a booking enquiry we collect your name, email address, phone number, the type of event, your dates, the number of guests and any message you write. We don't collect anything else about you, and we don't use advertising or tracking cookies.
The map in our Contact section is provided by Google Maps. When it loads, Google may set cookies and collect information under its own privacy policy.
Why we use it
- To reply to your enquiry and check the hall is available.
- To manage your booking: confirming it, deposits, and contacting you about your event.
- To keep basic records of hall bookings for the group's finances.
We use your information because you've asked us to (your consent) and because it's needed to arrange the hire you're asking for. We never sell it or use it for marketing.
Who can see it
Only the committee members who manage hall bookings, who sign in to a private part of this website.
Where it's kept
This website is run on Netlify, a US company. Booking records are stored on its servers in Germany. The website's automatic emails are sent through Resend (a US company). Emails you send us, and our replies, are handled by our email provider, IONOS.
How long we keep it
We keep booking records for as long as we need them for the booking and the group's financial records, normally no more than 3 years. Enquiries we decline are deleted within 12 months.
Your rights
You can ask to see the information we hold about you, ask us to correct or delete it, or withdraw your consent, by emailing bookings@1stcotswoldsg.co.za. If you're unhappy with how we've handled your information, you can complain to the Information Regulator.
Security
The website only works over a secure (HTTPS) connection, booking details can only be seen by signed-in committee members, and we limit how often forms can be sent to stop misuse.