Terms and Conditions / Data Protection

1. Introduction

Crawley District Scouts (“Website” or “crawleydistrictscouts.co.uk” or “Crawley District Scouts” or “we” or “us” or “our”) provides the information contained on this website or any of the pages comprising the website (“website”) to visitors (“visitors”) (cumulatively referred to as “you” or “your” hereinafter) subject to the terms and conditions set out in these website terms and conditions, the privacy policy and any other relevant terms and conditions, policies and notices which may be applicable to a specific section or module of this website.

We are part of the hierarchy of The Scout association, www.scouts.org.uk, and are governed by them. They are incorporated by Royal Charter. We are regulated by the charities commission and our registration number is 305875. We are part of a Scout county, West Sussex, and have Groups who belong to our district we are responsible for and help to coordinate. We don’t have a single headquarters, however can be contacted through our advertised Social media sites, Web Sites, emails and telephone numbers. The district executive committee is the data controller for the information you give to us. The information we collect and store will only be in relation to their membership, and discharging our responsibilities in record keeping in respect of our membership organisation.

2. Information on the Website

Whilst every effort is made to update the information contained on this website, neither Crawley District Scouts nor any third party make any representations or warranties, whether express, implied in law or residual, as to the sequence, accuracy, completeness or reliability of information, opinions, research information, data and/or content contained on the website (including but not limited to any information which may be provided by any third party or data or content providers) (“information”) and shall not be bound in any manner by any information contained on the website. Crawley District Scouts reserves the right at any time to change or discontinue without notice, any aspect or feature of this website. No information shall be construed as advice and information is offered for information purposes only. You rely on the information contained on this website at your own risk. If you find an error or omission at this site, please let us know.

3. External Links

External links may be provided for your convenience, but they are beyond the control of Crawley District Scouts and no representation is made as to their content. Use or reliance on any external links and the content thereon provided is at your own risk. When visiting external links you must refer to that external websites terms and conditions of use.

4. The Forums

Crawley District Scouts is not responsible for any material posted by members on our forums. Any material (whether submitted by you or any other user) is not endorsed, reviewed or approved by Crawley District Scouts. Crawley District Scouts reserve the right to remove any material submitted or posted by you in the forums, without notice to you, if it becomes aware and determines, in its sole and absolute discretion that you are or there is the likelihood that you may, including but not limited to –

4.1 defame, abuse, harass, stalk, threaten or otherwise violate the rights of other users or any third parties;

4.2 publish, post, distribute or disseminate any defamatory, obscene, indecent or unlawful material or information;

4.3 post or upload files that contain viruses, corrupted files or any other similar software or programmes that may damage the operation of the Website Owner’s and/or a third party’s computer system and/or network;

5. Specific Use

You further agree not to use the website to send or post any message or material that is unlawful, harassing, defamatory, abusive, indecent, threatening, harmful, vulgar, obscene, sexually orientated, racially offensive, profane, pornographic or violates any applicable law and you hereby indemnify Crawley District Scouts against any loss, liability, damage or expense of whatever nature which Crawley District Scouts or any third party may suffer which is caused by or attributable to, whether directly or indirectly, your use of the website to send or post any such message or material.

6. Warranties

Crawley District Scouts makes no warranties, representations, statements or guarantees (whether express, implied in law or residual) regarding the website, the information contained on the website, your or material and information transmitted over our system.

7. Disclaimer of Liability

Crawley District Scouts shall not be responsible for and disclaims all liability for any loss, liability, damage (whether direct, indirect or consequential), personal injury or expense of any nature whatsoever which may be suffered by you or any third party, as a result of or which may be attributable, directly or indirectly, to your access and use of the website, any information contained on the website, your personal information or material and information transmitted over our system. In particular, neither Crawley District Scouts nor any third party or data or content provider shall be liable in any way to you or to any other person, firm or corporation whatsoever for any loss, liability, damage (whether direct or consequential), personal injury or expense of any nature whatsoever arising from any delays, inaccuracies, errors in, or omission of any share price information or the transmission thereof, or for any actions taken in reliance thereon or occasioned thereby or by reason of non-performance or interruption, or termination thereof.

8. Use of the Website

Crawley District Scouts does not make any warranty or representation that information on the website is appropriate for use in any jurisdiction (other than Great Britain). By accessing the website, you warrant and represent to Crawley District Scouts that you are legally entitled to do so and to make use of information made available via the website.

9. General

9.1 Entire Agreement – These website terms and conditions constitute the sole record of the agreement between you and Crawley District Scouts in relation to your use of the website. Neither you nor Crawley District Scouts shall be bound by any express tacit or implied representation, warranty, promise or the like not recorded herein. Unless otherwise specifically stated these website terms and conditions supersede and replace all prior commitments, undertakings or representations, whether written or oral, between you and Crawley District Scouts in respect of your use of the website.

9.2 Alteration – Crawley District Scouts may at any time modify any relevant terms and conditions, policies or notices. You acknowledge that by visiting the website from time to time, you shall become bound to the current version of the relevant terms and conditions (the “current version”) and, unless stated in the current version, all previous versions shall be superseded by the current version. You shall be responsible for reviewing the then current version each time you visit the website.

9.3 Cession – Crawley District Scouts shall be entitled to cede, assign and delegate all or any of its rights and obligations in terms of any relevant terms and conditions, policies and notices to any third party.

9.4 Severability – All provisions of any relevant terms and conditions, policies and notices are, notwithstanding the manner in which they have been grouped together or linked grammatically, severable from each other. Any provision of any relevant terms and conditions, policies and notices, which is or becomes unenforceable in any jurisdiction, whether due to voidness, invalidity, illegality, unlawfulness or for any reason whatever, shall, in such jurisdiction only and only to the extent that it is so unenforceable, be treated as pro non scripto and the remaining provisions of any relevant terms and conditions, policies and notices shall remain in full force and effect.

9.5 Applicable laws – Any relevant terms and conditions, policies and notices shall be governed by and construed in accordance with the laws of Great Britain without giving effect to any principles of conflict of law. You hereby consent to the exclusive jurisdiction of the High Court of Great Britain in respect of any disputes arising in connection with the website, or any relevant terms and conditions, policies and notices or any matter related to or in connection therewith.

9.6 Comments or Questions – If you have any questions, comments or concerns arising from the website, the privacy policy or any other relevant terms and conditions, policies and notices or the way in which we are handling your personal information please contact us.

10. Personal Information We Collect Via This Website

This website collects and uses personal information for the following reasons:

10.1 Site visitation tracking – Like most websites, this site uses Google Analytics (GA) and Jetpack (Automatic) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor.

GA makes use of cookies, details of which can be found on Google’s developer guides. FYI our website uses the analytics.js implementation of GA.

Disabling cookies on your internet browser will stop GA and Jetpack from tracking any part of your visit to pages within this website.

10.2 Our blog – Should you choose to add a comment to any posts that we have published on our blog, the name and email address you enter with your comment will be saved to this website’s database, along with your computer’s IP address and the time and date that you submitted the comment. This information is only used to identify you as a contributor to the comment section of the respective blog post and is not passed on to any of the third party data processors detailed below. Only your name will be shown on the public-facing website although if the supplied email address is linked to a Gravatar account, your Gravatar photo will also be displayed.

Your comment and it’s associated personal data will remain on this site until we see fit to either 1.) remove the comment or 2.) remove the blog post. Should you wish to have the comment and it’s associated personal data deleted, please email us here using the email address that you commented with.

If you are under 16 years of age you MUST obtain parental consent before posting a comment on our blog.

NOTE: You should avoid entering personally identifiable information to the actual comment field of any blog post comments that you submit on this website.

10.3 Contact forms and email links – Should you choose to contact us using the contact form on our Contact us page or an email link, none of the data will be passed to / be processed by any of the third party data processors. Instead the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP). Our SMTP servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using SHA-2, 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices. We use Office365 hosted within the European Economic Area to provide our email services.

10.4 Email newsletter – If you choose to join our email newsletter, the email address that you submit to us will be forwarded to MailChimp who provide us with email marketing services. We consider MailChimp to be a third party data processor. The email address that you submit will not be stored within this website’s own database or in any of our internal computer systems.

Your email address will remain within MailChimp’s database for as long as we continue to use MailChimp’s services for email marketing or until you specifically request removal from the list. You can do this by unsubscribing using the unsubscribe links contained in any email newsletters that we send you.

If you are under 16 years of age you MUST obtain parental consent before joining our email newsletter.

While your email address remains within the MailChimp database, you will receive periodic (approximately 12 times a year) newsletter-style emails from us.

11. About this websites hosting

This website is hosted by TSOHost within a UK data centre located just outside London.

Some of the data centre’s more notable security features are as follows:

  • 3m rota-spike security fence and perimeter anti ram barriers
  • Blast proof anti-intruder shielded external windows and doors
  • Proximity access locks on all external and internal doors
  • Interlocked man-trap doors with biometric iris scanners to gain access into data floors
  • Server cabinets have locked doors (no open racks)
  • Perimeter and internal IP CCTV system monitored 24×7
  • 24×7 on-site security guards with static and mobile patrols
  • All on-site personnel are security vetted to BS7858 standard
  • Only authorised security cleared staff are allowed into the facility

12. Third Party Data Processors

We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in section 10. All 3 of these third parties are based in the USA and are EU-U.S Privacy Shield compliant.

We also use Akismet as a SPAM scanning service. We collect information about visitors who comment on this site using our Akismet anti-spam service. The information we collect  includes the commenter’s IP address, user agent, referrer, and Site URL (along with other information directly provided by the commenter such as their name, username, email address, and the comment itself).

13. Data Controllers / Subject Access Requests

The processors of the data we hold are mainly adults holding a leadership role, however it could also be other adults supporting the delivery of Scouting, Skills Instructors and Administrators such as the Treasurer processing payments. Since 2018 every adult holding a formal role in Scouting has been required to undertake training in the new General Data Protection regulation, and they undertake to only use compliant systems, online and offline depending on need, follow best practice for use, processing, security and retention. When Adults stop volunteering or change roles we undertake a process to ensure any data is no longer accessible by the retiring adult.

To comply with GDPR, members of Crawley District Scouts or the general public can send Subject Access Requests to Crawley District Scout Council to provide a record of any personal data held regarding them. Crawley District Scout Council have 30 days to respond and acknowledge this request. All Subject Access Requests should be emailed to sars@cdscouts.org.uk where they will be triaged and managed in our Support Helpdesk. If you have any questions or concerns about this process, please email dataprotection@cdscouts.org.uk.

Please note, SARS relating to each Scout Group in Crawley should be sent directly to them – all Scout Groups operate as independent charities therefore we are not liable for providing details on information they hold about their members.

14. Email Systems

All Crawley District Scout Council now utilise Office 365 for their email accounts and storage of personal data. All email addresses using @cdscouts.org.uk, @crawleydistrictscouts.co.uk, @crawleydistrictscouts.org.uk are covered by this service.

Microsoft has extensive expertise in protecting data, championing privacy, and complying with complex regulations, and currently complies with both EU-U.S. Privacy Shield and EU Model Clauses. They believe that the GDPR is an important step forward for clarifying and enabling individual privacy rights. They are committed to GDPR compliance across their cloud services when enforcement begins May 25, 2018, and provide GDPR related assurances in their contractual commitments.

15. Compass

Compass is the Scout Association Members system which is used to store all personal data for adult members across the UK. Details on how this system is compliant can be found here.

16. Privacy Policy

Crawley District Scouts and The Scout Association take the issue of privacy very seriously and we are committed to protecting and respecting our users’ privacy. This Privacy Statement sets out our current data processing practices and should be read in conjunction with our terms and conditions.

1. The information we collect

The only circumstances in which we will provide any of your personal data to a third party for non commercial purposes are those contained in this Privacy Policy.

2. Registration information

When you register with www.crawleydistrictscouts..co.uk, we ask for your name, email address and membership details. We usually also capture your IP address at the time you register.

3. Sharing of data

We may share data supplied by you (or collected about you) with other parts of The Scout Association eg Scout Shops Ltd.

4. Advertising

Crawley District Scouts will not include interactive advertising for other businesses as part of the site operation.

5. Legal jurisdiction

All personal information and details are held on computers held within the Unit Kingdom and are processed by computers situated in the United Kingdom and European Economic Union.

Along with our business and internal computer systems, this website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

This site’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well.

6. Further information

Crawley District Scouts will as part of it’s normal operation send out information emails (these are usually sent monthly). Members are automatically registered with a “Third Party Data Processor” Mailchimp (Privacy policy) who provide our email marketing capability. If you wish to join this site but dont wish to be registered with Mailchimp, please email dataprotection@cdscouts.org.uk.

7. Disclosure of data by order of a Court and Security

We reserve the right to communicate a Member’s personal information as we hold to third parties who are empowered by regulation, statute or order of a court.

We have security measures in place to protect our customer database. Access to this database is restricted internally. However, it remains each Member’s responsibility:

  • to keep their password secret
  • to protect against unauthorised access to your personal details
  • to log off from the service when not using it; and
  • to search and obtain only the data specifically required and allowed for relating to their role.

Due to our size and charitable status, we are exempt from appointing a DPO however if you have any questions regarding our policy above, please email dataprotection@cdscouts.org.uk.

Young people first: Safeguarding and Safety in Scouting

Our commitment to the safety of all our members