Privacy Policy

This Privacy Policy explains how Scout AI (operated by Scout Consultancy Ltd) (“we”, “us”, “our”) collects, uses, shares and protects your personal data when you visit joinscout.org, contact us, or use our services. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018.

1) Who we are

The data controller is Scout Consultancy Ltd (trading as “Scout AI”) (“Scout AI”, “we”). Registered office: [Company address]. Company number: [Company number]. You can contact us via our contact page or by email at stuart.arthur@joinscout.org.

2) Personal data we collect

• Contact & enquiry data — name, email, phone, company, message contents when you submit forms or get in touch.
• Account & service data — project details, configuration, usage/activity logs related to services we provide.
• Device & usage data — IP address, browser, device type, pages viewed, referring URLs, timestamps (via analytics and logs).
• Marketing preferences — your choices about receiving updates and content.
• Recruitment data — CVs, portfolios, social profiles, notes when you apply for roles or opportunities.

3) How we use your data (purposes & lawful bases)

• Provide and improve our services — delivering projects, support, platform features, and troubleshooting (contract / legitimate interests).
• Respond to enquiries — sales and support communications (legitimate interests / pre-contractual steps).
• Analytics & site performance — understanding usage and enhancing experience (consent for non-essential cookies; legitimate interests for security logs).
• Marketing — updates and insights you sign up for (consent; you can opt out anytime).
• Recruitment — evaluating applications and contacting candidates (legitimate interests / consent where required).
• Legal & compliance — to comply with law, defend legal claims, and prevent misuse (legal obligation / legitimate interests).

4) Sharing your data

We may share personal data with: (i) trusted vendors and partners that help us operate our services (e.g. hosting, communications, analytics); (ii) professional advisers (e.g. legal, accounting); and (iii) authorities where required by law. We require recipients to protect your data and use it only for our specified purposes.

5) International transfers

Where personal data is transferred outside the UK, we implement appropriate safeguards (e.g. UK International Data Transfer Agreement (IDTA) or UK Addendum to the EU SCCs), and assess recipient laws to ensure a comparable level of protection.

6) Retention

We keep personal data only for as long as necessary for the purposes described above, including to meet legal, accounting, or reporting requirements. Typical retention ranges from 12–72 months depending on record type, unless a longer period is required by law or to establish, exercise, or defend legal claims.

7) Your rights

Under UK data protection law, you have rights to: access, rectify, erase, restrict or object to processing, and data portability. Where we rely on consent, you may withdraw it at any time. To exercise your rights, contact us via /contact or email stuart.arthur@joinscout.org. You can also complain to the UK Information Commissioner’s Office (ico.org.uk).

8) Cookies & similar technologies

We use cookies and similar technologies for functionality, performance, and analytics. Non-essential cookies are used with your consent. For details and controls, please see our Cookie Policy.

9) Security

We apply technical and organisational measures appropriate to the risk, including access controls, encryption in transit where applicable, and staff awareness. No method of transmission or storage is 100% secure; we strive to protect your data but cannot guarantee absolute security.

10) Children

Our website and services are not directed to children under 13. If you believe a child has provided us personal data, please contact us so we can delete it.

11) Changes to this policy

We may update this Privacy Policy from time to time. Significant changes will be indicated on this page. The “Last updated” date above shows the latest revision.

12) Contact us

For questions or requests, contact us via /contact or email stuart.arthur@joinscout.org. Postal: [Company address] • Attn: Data Protection.