The Festival of Scouting and Guiding 2025 is the operational name of Kent International Jamboree (KIJ). KIJ is underwritten by The Kent County Scout Council', also known as ‘Kent Scouts’ which is a UK based charity (Charity number 303471) operating in the Local Authorities of Kent County Council and Medway Council. We are the County provision of Scouting under the umbrella organisation of ‘The Scout Association’.

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Data collected for Kent International Jamboree is treated in the same way as data collected by Kent Scouts.

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This privacy policy explains why and how we use information that we collect.

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What information do we collect and why?

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As a membership organisation we collect and process information about our members to provide Scouting to them. This may include Personal or Special information such as:

• Name and contact details

• Gender

• Date of Birth

• Religion

• Ethnicity

• Scouting Position, Group, District and County Details

• Award Information

• Event Information

• Details on Scouting Career

• Qualifications and Permits

 

We use this information to communicate with our membership and carry out our obligations as a Scouting County. We have a responsibility to keep information about you, both during your membership and afterwards (due to our safeguarding responsibilities and also to help us if you leave or rejoin).

The use of personal data includes:

• To enable us to provide a voluntary service for the benefit of the public

• To manage our volunteers

• To manage our membership records

• To update members

• To report on our membership

• For financial accounting

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We use registration forms to sign up for activities and events. We collect this information to facilitate the event. It is often necessary to also collect sensitive information relating to the participant including health information. This is used to safely facilitate the event and isn’t passed to any third party – with the exception of medical professionals in the case of a medical emergency.

We may send you communications relating to the event you have registered for using the details provided. If you have been asked to provide an ‘Emergency’ or ‘home contact’ we may contact them during the event if required.

Training records and assessment information

Kent Scouts ethos is to train adults and young people. It is necessary to record this information to ensure that individuals have the correct skills, training and experience to take part in and lead various activities.

Training records are stored by the relevant activity or training teams and referenced when checking the validity of qualifications.

Kent Scouts record details of any donation, in our financial systems. In addition we use a number of online donation platforms to facilitate making donations. If you are making a donation using one of these platforms, the details will also be stored here and will also be subject to their privacy policy.

We may contact you about your donation, or to provide an update on how your money has been spent.

Our marketing communications such as email newsletters are provided on an opt-in basis by supplying your details. You can unsubscribe from these at any time by using the unsubscribe links provided (normally at the bottom of the email). Where a communication is important to your membership, role or booking we will contact you regardless of any subscription preferences.

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Bookings

We collect personal information, where provided, to enable us to fulfil enquiries and facilitate bookings.

This information includes:

• Contact information

• Details of participants (potentially including health information)

• Payment information

 

We store booking information in a secure booking management system. We use your information to facilitate the booking or event. If you have opted to hear from us going forward we may also contact you with marketing communications.

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Accident reporting

We have a duty to report accidents and near misses. The nature of the incident will determine the process followed.

Where appropriate these may be reported to:

• Parents/Guardians

• Home contact/In touch contact

• The Health and Safety Executive

• The Scout Association

• Scout Insurance Services (Unity)

• Emergency services/health professionals

• Our insurers

• Other professional bodies we belong to

 

The accident report will be kept in line with National Scouting guidelines and the requirements of our insurers.

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CCTV

For the security and safety of our site, staff and visitors we operate CCTV at KIJ.

CCTV footage is stored onsite and automatically erased on a rolling basis of ~30 days.

In the event of a security or safety incident that requires us to retain the footage for a longer period and/or to pass to law enforcement agencies, the footage in question will be exported from the CCTV system and stored for a long as required.

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Photography and videography

Attending events facilitated by Kent Scouts may mean that you are photographed or videoed. We will use these images for non-commercial Scouting purposes including promoting future events, social media, documents and publications, websites, press.

If you do not wish to be photographed/videoed you can make the event organiser or the camera operator aware and we will do our best to comply with your wishes. If your photograph is taken and subsequently published, you can contact our Media Team Data Protection Officer to have it removed.

We aim to seek appropriate permission before publishing full names alongside videos, images or quotes which identify the individual.

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Payments

Electronic payments are handled directly by our payment merchants and we do not store your payment data. This information is stored as per the payment processing merchants’ policy. We do track payments and use payment data to ensure our terms and conditions for attending KIJ are met.

 

How we use your information

Where we collect special category data such as health information and data on young people/adults, processing is carried out in the course of our legitimate activities with appropriate safeguards, on the condition that the processing relates solely to members, or former members of The Scout Association.’ Condition (d) in Article 9(2).

 

How your information is stored

Kent Scouts uses a number of specialist systems for storing and processing personal information. We carefully select the providers that we work with to ensure they have strong data policies in place and meet the requirements of GDPR.

Further details about these systems are available on request.

 

How long your personal data will be kept

We keep information for different periods of time for different purposes as required by law or best practice. Event information is normally kept for 1 year following the event. KIJ information is kept for marketing our following event.

 

Who do we share your personal information with

As a membership organisation, member data is shared with The Scout Association.

We don’t share personal information with third parties except where expressly detailed or where required by law enforcement.

 

Your rights

GDPR legislation gives you a number of rights regarding your personal information which you can access at no cost:

• The right to be informed – we aim to be transparent about the information we collect and why we are using it. You can request further information from us at any time

• The right of access – you can request the information we hold about you

• The right to rectification – you can request us to correct any mistakes in the information we hold

• The right to erasure – you can request us to delete the information held on you

• The right to restrict processing – you can request us not to process your data in a particular way

• The right to data portability – to have us transfer your information electronically to yourself or another provider

• The right to object – to object to how we are using your information

• Rights in relation to automated decision making and profiling

 

We will always aim to comply with your request unless there is a legitimate reason for us to use your information or to comply with lawful obligations.

If you have a concern about how your data has been collected or used you also have the right to lodge a complaint with the Information Commissioners Office – https://ico.org.uk.

 

How to contact us

Our postal address is:

Kent Scouts Activity Centre
Lower Grange Farm
Grange Lane
Sandling
Maidstone
Kent
ME14 3DA
Tel: 01622 397070

Kent Scouts KIJ GD Privacy Notice - March 2024.