Heany Park Scout Group is part of Scouts Victoria. This policy explains what personal information our website and Heany Hub (our members’ app) collect, why, who can see it, and how you can see or correct it. We follow the Australian Privacy Principles in the Privacy Act 1988.
Membership records kept by Scouts Victoria, such as registrations in its Extranet, are covered by Scouts Victoria’s own privacy policy.
What we collect
- Parents, carers and adult members: name, email address, phone number, your role in the group, and which young people you look after.
- Young people: name, section, the events they are going to, attendance, kit lists, and the answers a parent gives when booking an event (for example dietary needs). We collect only what leaders need to run activities safely.
- Payments: who paid, for which child and event, the amount, the date and the payment reference. Card numbers are entered on Stripe’s page; we never see or store them.
- Photos: profile photos you add, and photos taken at events. Whether a parent has said Yes or No to public photos of their child.
- Enquiries: what you send us through the join form or by email.
- Signing in: your login, security settings, and the devices you choose to get notifications on.
We don’t keep medical information in Heany Hub. Health details go in Scout Health, which has its own privacy policy.
Why we collect it
We use personal information to run Scouting activities: planning events and camps, keeping young people safe, contacting families, taking payments, lending equipment, keeping records that Scouts Victoria requires, and answering enquiries. We don’t sell it, and we don’t use it for advertising.
Who can see it
- Parents see their own family. Young people see their own details and events.
- Leaders and committee members see only what their role needs, set by the group in Heany Hub.
- Event photos are shared only with signed-in members. On the public website we never show a young person’s surname, school or exact age, and we only show their photo if their parent has said Yes.
Who we share it with
We share information only where needed to run the group, or where the law requires it:
- Scouts Victoria, for membership, safety and reporting.
- Stripe, to take card payments and refunds.
- Our website host and email service, which store the site and deliver our emails.
- Google, if you choose to sign in with Google, and to read documents such as invoices and kit lists that leaders upload.
Stripe and Google may store information outside Australia, including in the United States. They are bound by their own privacy and security commitments.
Cookies
We use cookies to keep you signed in, protect the site from attacks, and remember a few settings on your device. We don’t use advertising or tracking cookies.
Keeping it safe
The site uses HTTPS, every page with personal details needs a sign-in, and leaders’ accounts need two-step sign-in. We keep information while you or your child are members, and payment records for 7 years for tax and audit. After that we delete it or keep it only in a form that doesn’t identify anyone, unless Scouts Victoria or the law needs it kept longer.
Seeing and correcting your information
You can see and update most of your family’s details in My Scouts. For anything else, or to ask what we hold about you, email the Group Leader at gl@heanyparkscouts.com.au. We aim to reply within 30 days.
Questions and complaints
Contact the Group Leader first, at the address above. If you aren’t happy with our answer, you can contact Scouts Victoria, or the Office of the Australian Information Commissioner.
We may update this policy; the newest version is always on this page.