Legal
What we collect, why we hold it, and what you can ask us to do with it.
This document is a working draft and has not yet been reviewed by a legal adviser.
The Seychelles Scouts Association ("we", "the association") runs this website. This policy explains what personal information we collect through it, why, and what you can ask us to do about it. It applies to this website only — not to information collected on paper at a group meeting, though we handle that with the same care.
When a parent or guardian applies for a young person to join, we collect: the young person's name, date of birth, sex, home address, school, national identity number where given, and any medical information, allergies or physical conditions the guardian chooses to tell us. We also collect the parent or guardian's name, relationship to the young person, email address, telephone numbers, date of birth, signature, and copies of identity documents for both the young person and the guardian.
We ask for medical information so that leaders can keep a child safe on activities and camps. Giving it is optional, but withholding something relevant may mean we cannot safely include a child in some activities.
If you use the contact form we collect your name, email address, telephone number if you provide one, and your message.
Our web server keeps ordinary access logs, which include IP addresses, for security and troubleshooting. We do not use advertising trackers, and we do not use third-party analytics on this site. A cookie is set only when a member of staff signs in to the administration area; it keeps them signed in and nothing more.
For young people under eighteen, we rely on the consent of a parent or guardian, given when they sign the application form.
The application form asks separately whether you consent to photographs of your child being used in association materials, including this website and our social media. That consent is optional, can be refused without affecting membership, and can be withdrawn at any time by contacting us. If you ask us to remove a photograph of your child, we will do so.
Membership applications and their attached documents are visible only to association staff who are signed in to the administration area. They are never published on the public website, and the files are not accessible without signing in. We do not sell personal information, and we do not share it with third parties for marketing.
We may share information where we are required to by law, or where we believe a child is at risk of harm and disclosure to the relevant authority is necessary to protect them.
Information submitted through this website is stored on a server operated for the association, with uploaded documents held outside the public web directory and served only after an authentication check. Access is limited to staff accounts, and every change made in the administration area is logged.
We keep membership records for as long as the young person is a member, and for a period afterwards so that we can confirm past membership, awards and participation. Identity documents attached to an application are kept only as long as needed to verify the application. Contact form messages are kept while we deal with the enquiry and are deleted periodically thereafter.
The association is reviewing these retention periods and will state exact figures here once they are settled.
You can ask us to:
Write to us using the contact details on this site and we will respond. If you are not satisfied with our response, you may raise the matter with the relevant data protection authority in Seychelles.
This website is intended for parents, guardians and adult volunteers. Applications must be completed by a parent or guardian, not by the young person.
If we change this policy we will update the date shown at the top of this page. Where a change is significant we will say so on the website.
