Privacy Policy - Scout Camp Log

1. Introduction

Scout Camp Log ("we", "our", "us") is committed to protecting the privacy of all users, particularly the children whose information is stored within our system. This Privacy Policy explains how we collect, use, store, and protect personal information when you use our scout registration and management service.

2. Information We Collect

We collect information that you provide directly when using our Service:

Scout Information

Full name and date of birth
Contact details (address, phone number, email)
Emergency contact information
Medical information relevant to scout activities (allergies, conditions, medications)
Dietary requirements
Photo consent preferences
Achievement records and badges

Parent/Guardian Information

Full name and relationship to scout
Contact details (address, phone numbers, email)
Emergency contact availability

Leader/Administrator Information

Full name and role within the organisation
Contact details and login credentials
DBS/background check status (not the actual check details)

Technical Information

IP address and browser type
Device information
Usage data and access logs

3. Children's Privacy

We take the privacy of children very seriously. Our Service is designed to help scout groups manage information about young members, and we have implemented the following safeguards:

Children's information can only be entered by parents/guardians or authorised leaders
Access to children's data is restricted to authorised personnel within the scout group
We do not collect more information than is necessary for scout group operations
Parents/guardians can request access to, correction of, or deletion of their child's information
We do not use children's information for marketing purposes
We do not share children's information with third parties except as required for safeguarding or legal compliance

4. How We Use Information

We use the information collected for the following purposes:

Managing scout group membership and registration
Communicating about events, activities, and important updates
Ensuring the safety and wellbeing of scouts during activities
Maintaining attendance and achievement records
Emergency contact in case of incidents
Compliance with safeguarding requirements
Administrative purposes such as subscriptions and fees
Improving and maintaining the Service

5. Legal Basis for Processing

We process personal information on the following legal bases:

Consent: Parents/guardians provide consent for their child's information to be processed
Legitimate interests: For the proper operation of scout groups and safeguarding of members
Legal obligation: Where required for safeguarding, health and safety, or regulatory compliance
Contract: To provide the Service as agreed with scout group administrators

6. Data Sharing

We do not sell personal information. We may share information only in the following circumstances:

Within the scout group: With authorised leaders and administrators who need access
Parent organisations: With regional or national scout organisations as required for membership
Safeguarding: With relevant authorities if there are safeguarding concerns
Legal requirements: When required by law, court order, or government request
Emergency services: In case of medical or safety emergencies
Service providers: With trusted providers who help operate our Service (under strict data protection agreements)

7. Data Security

We implement appropriate security measures to protect personal information:

Encryption of data in transit and at rest
Secure authentication and access controls
Regular security assessments and updates
Staff training on data protection
Incident response procedures

While we take all reasonable precautions, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security of your data.

8. Data Retention

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. When a scout leaves the group, their information will be retained for a reasonable period to maintain historical records and comply with safeguarding requirements, after which it will be securely deleted or anonymised.

9. Your Rights

Under data protection law, you have rights including:

Access: Request a copy of your personal information
Rectification: Request correction of inaccurate information
Erasure: Request deletion of your information (subject to legal requirements)
Restriction: Request limitation of processing in certain circumstances
Portability: Request transfer of your data to another service
Objection: Object to processing based on legitimate interests
Withdraw consent: Withdraw consent at any time where consent is the basis for processing

To exercise these rights, please contact your scout group administrator or use the contact details below.

10. Cookies

We use essential cookies that are necessary for the Service to function properly, such as maintaining your login session. We do not use advertising or tracking cookies. By using our Service, you consent to the use of essential cookies.

11. International Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable data protection laws.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any significant changes by posting a notice on the Service and updating the "Last updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Your scout group administrator (for group-specific queries)
Our Data Protection contact via the Service's contact form

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe your rights have been violated.