Booking Terms & Conditions
Last updated: 22 July 2026
These terms apply when you book a place at an event run by 1st Ingatestone & Fryerning Scout Group ("we", "us", "the Group") through this website, by phone, or in person.
1. Booking and payment
Bookings made online are paid for in full at the time of booking, by card, via our payment provider Stripe. Some bookings can be taken by a leader over the phone or in person, with payment either collected at that time or arranged as "pay at the door" — in which case the place is reserved but payment is still due, and should be brought in cash or by card on the day. Prices shown at the time of booking are the prices that apply; optional extras are itemised separately.
2. Confirmation and tickets
You'll receive an email confirmation once payment is completed, including a QR code — this is your ticket and is used to check you in at the event. If you're attending as a group under one booking, one code covers the whole group. If you don't receive a confirmation email, check your spam folder, or use the "resend my confirmation" option on the event's page.
3. Changes or cancellations by you
If you cancel more than 7 days before the event, you'll receive a refund of what you paid, minus any payment processing fees. If you cancel within 7 days of the event, no refund is given. You can transfer your place to someone else at any time — just let us know the new attendee's details.
4. Changes or cancellations by us
Occasionally we may need to cancel or postpone an event — because of low numbers, weather, safety concerns, or other circumstances outside our control. If we're able to offer a rescheduled date, it's your choice whether to move your booking to that date or receive a full refund. If no rescheduled date is offered, you'll receive a full refund.
5. Attending the event
Please arrive with enough time to check in before the event starts. We ask that anyone attending follows reasonable instructions from leaders for everyone's safety, and we reserve the right to refuse admission or ask someone to leave if their behaviour puts others at risk. Any medical, dietary, or emergency contact information you provide when booking is used only to help us run the event safely.
6. Accuracy of information
Please make sure the details you provide when booking — especially emergency contact information and any medical/dietary information — are accurate and kept up to date. If anything changes after you've booked, please let us know before the event.
7. Our liability
Events are covered under the Scout Association's public liability insurance. Nothing in these terms limits our liability for death or personal injury caused by our negligence, or for fraud. Beyond that, our liability in connection with a booking is limited to the amount paid for that booking.
8. Data protection
Any personal data provided as part of a booking is handled in line with our Privacy Policy.
9. Contact and complaints
Questions about a booking, or a complaint: events@1stingatestoneandfryerningscouts.co.uk.
10. Governing law
These terms are governed by the law of England and Wales.
Privacy Policy
Last updated: 22 July 2026
Who we are
1st Ingatestone & Fryerning Scout Group ("we", "us", "the Group") runs this website to list and take bookings for our events. Questions about this policy: events@1stingatestoneandfryerningscouts.co.uk.
What we collect
When you book a place at one of our events, we collect your name, email address, and phone number (phone is optional unless a specific event asks for it), plus answers to any questions specific to that event — commonly things like dietary requirements, emergency contact details, or car registration for parking. We also record what you booked and how much you paid. If a booking is made by phone or in person, a leader enters the same information on your behalf.
Payment information
Card payments are handled entirely by Stripe, our payment processor. Your card details go directly to Stripe's own secure payment page — they are never seen by, or stored on, our own systems. Stripe's own privacy policy covers how they handle payment data: stripe.com/gb/privacy. If you pay by cash or bank transfer instead, that payment isn't processed through Stripe at all.
Why we collect it
To fulfil your booking — processing payment, confirming your place, and running the event. Emergency contact and dietary/medical information is collected and used specifically to keep participants safe at the event, and is only ever used by the leaders running that specific event.
Where it's stored, and who we share it with
Booking information is stored in our website's database, hosted with IONOS (UK). Access is restricted to the Group's website administrator and the leaders running the specific event you've booked. We share payment details with Stripe to process card payments, and we don't sell or share your data with anyone else.
How long we keep it
Booking records — including any dietary or emergency contact information provided — are kept for 3 months after the event, then deleted.
Your rights
Under UK GDPR, you can ask us to tell you what personal data we hold about you, correct anything that's wrong, delete it (subject to anything we're legally required to keep, e.g. financial records), or stop using it in a particular way. Contact events@1stingatestoneandfryerningscouts.co.uk. If you're not satisfied with our response, you can complain to the Information Commissioner's Office: ico.org.uk.
Emails we send you
We send a booking confirmation email (with your ticket/QR code) when you book, and can resend it if you ask. We don't send marketing emails through this system.
