Privacy Policy

Privacy Policy – SEEE Website

South East Scotland Scouts

Last Updated: August 2026

Introduction

South East Scotland Scouts collects and processes personal data in order to administer scouting activities, manage adult volunteers, and support young people undertaking outdoor expeditions and awards.

We take your privacy seriously and are committed to protecting and respecting your personal information in compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). This privacy statement explains how we collect, store, share, and protect your information when using the South East Explorer Expeditions (SEEE) website, portals, and online services. This statement should be read alongside our Website Terms and Conditions.

1. Who We Are

South East Explorer Expeditions (SEEE) is an operating unit of the South East Scotland Region of The Scout Association (known as South East Scotland Scouts), a registered Scottish Charity (Charity Number: SC010563).

South East Scotland Regional Scout Council acts as the Data Controller for personal data processed through this website and associated systems.

If you have any questions about this privacy statement, wish to exercise your data rights, or need to contact our data team, please get in touch:

  • Email: expeditions@sesscouts.org.uk

  • Postal Address: Communications & Data Team, South East Scotland Scouts, 71 Bonaly Road, Edinburgh, EH13 0PB

2. Information We Collect

We collect and process personal data necessary to organize, deliver, and safely administer outdoor expeditions, youth training pathways, and the Duke of Edinburgh’s Award (DofE) program.

Account & Member Administration

When registering or maintaining an account on this website:

  • Account Credentials: Username, display name, and authentication identifiers.

  • Security & Access Control: It is each member’s responsibility to keep login details confidential, ensure logout on shared devices, and only access data permitted by their appointed role.

Expedition Management System (EMS) Data

When registering for an expedition or enrolling in a DofE award:

  • Participant Details: Full name, date of birth, contact email, home address, Scout membership number, Group, Unit, and District.

  • Parent/Carer Details: Full name, primary telephone number, email address, and relationship to the participant.

  • DofE & Expedition Records: Award level (Bronze, Silver, Gold), eDofE ID, expedition dates, mode of travel, route plans, GPX tracks, digital route cards, team allocations, and payment transaction status.

  • Special Category (Sensitive Health) Data: To fulfill our duty of care and ensure safety in the field, we collect medical conditions, allergies, dietary requirements, regular medications, and 24-hour emergency contact details.

Learning Management System (LMS) & Training Records

For participants, leaders, and volunteers completing online preparation or leader training modules:

  • Course Participation: Enrolled courses, module progress, completion timestamps, and certificates achieved.

  • Assessments & Submissions: Quiz results, practical submissions, and tutor feedback.

Volunteer, Leader & Assessor Information

To manage event staffing, supervisory ratios, and safety compliance:

  • Availability & Role Allocations: Event dates, role availability, and checkpoint/basecamp duties.

  • Qualifications & Safeguarding Status: Scout appointment status, relevant activity permits, first aid qualifications, and PVG/safeguarding clearance confirmation.

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases to process your personal data:

  • Contractual Necessity (Art. 6(1)(b)): Processing registrations, allocating expedition slots, recording entry fees, and delivering training courses.

  • Legitimate Interests (Art. 6(1)(f)): Managing expedition logistics, coordinating volunteer leaders, verifying qualifications, tracking learning progress, and communicating essential event updates.

  • Legal Obligation (Art. 6(1)(c)): Complying with statutory charity reporting, financial accounting, health and safety regulations (RIDDOR), and child protection/safeguarding laws.

  • Consent (Art. 6(1)(a)): Non-essential cookies and promotional event photography/videography (where requested).

  • Special Category Health Data (Art. 9(2)(d) & Art. 9(2)(c)): Medical and dietary information is processed under Article 9(2)(d) as part of the legitimate non-profit activities of The Scout Association with appropriate safeguards, and under Article 9(2)(c) (vital interests) to protect an individual’s life and health in emergency circumstances.

4. Who We Share Your Information With

We do not sell personal data, nor do we disclose it to third parties for commercial marketing. Information is shared strictly on a need-to-know basis:

  • Expedition Leaders, Supervisors & First Aiders: Authorized adult volunteers receive essential medical summaries, dietary requirements, emergency contacts, and route plans strictly as required to ensure safety, welfare, and operational delivery in remote terrain.

  • DofE Assessors: Accredited DofE Assessors receive participant names, eDofE IDs, and team route information to supervise qualifying ventures and compile official Assessor Reports.

  • Other Scout Formations & Scout Activity Centres: Where events, expeditions, or training are run jointly or hosted across different Scout Groups, Districts, Regions, or Scout Activity Centres, relevant participant lists, attendance registers, and safety/medical details are shared with the designated lead organizers to facilitate the event safely.

  • External Activity Providers & Event Organisers: When engaging external, approved third-party organizations (such as licensed outdoor activity providers, external training providers, certified mountain/first aid instructors, or transport operators), necessary booking information (e.g. participant names, age ranges, emergency contacts, and dietary or physical support requirements) is shared to deliver the event and ensure safety compliance.

  • Home Scout Groups & Explorer Units: Relevant group and unit leaders may be provided with updates on member sign-ups, attendance, and award progress.

  • The Duke of Edinburgh’s Award (DofE): Relevant participant information, enrolment dates, and section completion evidence are shared via eDofE for award management and certification.

  • The Scout Association (UK & Scotland): To verify active membership records, volunteer appointments, and safeguarding accreditation.

  • Service Providers & Data Processors: Secure third parties providing cloud web hosting, database infrastructure, automated transactional email delivery, and payment processing under strict data processing agreements.

5. Statutory Disclosures, Jurisdiction & International Transfers

Statutory & Safeguarding Disclosures

We may disclose personal data without prior notice where required by law:

  • Child Protection & Safeguarding: Mandatory sharing with Police Scotland, local authority Social Work departments, or statutory protection agencies to protect young people.

  • Emergency Medical Response: Sharing vital medical details with emergency services, hospital staff, or Mountain Rescue teams during an accident or medical emergency.

  • Legal & Regulatory Compliance: Disclosures required by court order, the Scottish Charity Regulator (OSCR), Health and Safety Executive (HSE), or our insurers.

Jurisdiction & Data Transfers

South East Scotland Scouts operates under the laws of Scotland and the United Kingdom. Data is primarily hosted and processed on secure servers within the UK and European Economic Area (EEA). Where third-party service providers process data internationally, we ensure appropriate safeguards (such as UK International Data Transfer Agreements or UK Adequacy Regulations) are in place.

6. Data Storage & Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected:

  • Medical & Emergency Forms: Retained securely for the duration of the expedition season/event and securely deleted thereafter, unless required for ongoing accident or insurance investigations.

  • DofE & Training Progress: Retained until award verification and sign-off, or account closure.

  • Financial & Transaction Records: Retained for 7 years to satisfy statutory accounting and audit requirements.

  • Safeguarding & National Scout Records: Core adult membership and safeguarding vetting records are retained in accordance with national statutory rules and The Scout Association’s retention policy.

7. Cookies & Tracking Technologies

Our website uses cookies to maintain secure user login sessions, manage Expedition Management System workflows, and record learning progress.

For full details on the specific cookies we set, analytics preferences, and instructions on how to manage your consent, please read our dedicated Cookie Policy.

8. Your Data Protection Rights

Under UK data protection law, you have specific rights regarding your personal information:

  • Right of Access (Subject Access Request): Request a copy of the personal data we hold about you.

  • Right to Rectification: Request that incorrect, incomplete, or out-of-date information be corrected.

  • Right to Erasure: Request the deletion of your personal data where retention is no longer legally required.

  • Right to Restrict or Object to Processing: Request limits on how your data is used under certain conditions.

  • Right to Data Portability: Request transfer of your data in a structured, commonly used electronic format.

To exercise any of these rights, please email expeditions@sesscouts.org.uk.

If you are dissatisfied with how we handle your data, you also have the right to lodge a complaint with the UK supervisory authority:

Information Commissioner’s Office (ICO)

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: ico.org.uk | Helpline: 0303 123 1113

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our systems, operational practices, or statutory guidance. Updates will be posted on this page with a revised “Last Updated” date.