Privacy Policy and Data Protection

Kandersteg International Scout Centre considers your privacy of the utmost importance and we take due care of the security, integrity and confidentiality of your personal data.

Controller

Kandersteg International Scout Centre processes personal data of the Users in accordance with the Swiss Federal Data Protection Act (hereinafter: “DPA”) dated 19 June 1992. The controller, responsible for the processing of such data, is Kandersteg International Scout Centre, Association under Swiss law, Wagetiweg 7, CH-3718 Kandersteg, Switzerland.

Please also refer to the KISC Privacy Policy.

KISC JOTA-JOTI

KISC JOTA-JOTI is an event organised by the Kandersteg International Scout Centre (KISC), registered under Swiss law in Switzerland. The event is run and supported by the internal KISC JOTA-JOTI team, who are the trained staff members and volunteers responsible for the running of the event and operate under KISC.

KISC JOTA-JOTI is designed with privacy and data security by design and default and is run in accordance with the policy to ensure that the privacy and safety of all participants of all ages is protected.

Data that we collect

Data that is collected by KISC JOTA-JOTI is split into data that may be shared with other participants, data that is used only for the benefit of the participant and KISC JOTA-JOTI team and content that can be shared with other participants through participation

Personal data that may be shared with other participants includes:

• Preferred name: A preferred name or nickname of choice for the participant
• Country: The country that the participant is from
• Group (Optional): The Scout or Guide group that the participant belongs to
• Personal Photo (Optional)

This information is only shared through active participation in KISC JOTA-JOTI activities and where it is made clear that this information will be shared with other participants.

Data which is collected solely for the benefit of the participant, to facilitate the usage of the KISC JOTA-JOTI website and to support the KISC JOTA-JOTI team:

• Email address: The email address of the participant. This is never shared outside of the KISC JOTA-JOTI team
• Age: The age of the participant. This is only used to tailor the experience of the participant for age-appropriate activities.

Content that can be shared with other participants through participation:

• Photos and videos
• Scouting interest and history
• Other activity-specific related content

In order to support the freedom of participants to learn, develop and explore and engage with the KISC JOTA-JOTI programme, participants have the ability to share additional media and content. The participant is made actively aware through the activity that this will be shared and will be subject to moderation and review by the KISC JOTI team to ensure suitability. Participants may remove any content that they have previously shared at any point.

Data usage and sharing

Aggregated and anonymised analytical data may be shared with the World Organization of the Scout Movement (WOSM), the World Association of Girl Guides and Girl Scouts (WAGGGS) and member Scouting and Guiding organisations to assist with understanding the event and in the planning for similar potential future events.

Information will not be shared with any other third party.

Data processing

KISC JOTA-JOTI processes personal data under the legitimate interests clause of the General Data Protection Regulations (GDPR) and within the reasonable expectations of the use of the data by the data subject in order to fulfil the online programme and activities of KISC JOTA-JOTI.

The legitimate interests clause states that the processing is "necessary for the purposes of the legitimate interests pursued by a controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child". KISC JOTA-JOTI processes data only in the way they would reasonably expect and is clear from the activities they are participating in and with no significant privacy risks, due to the limited personal data that is both collected and processed.

All KISC JOTA-JOTI data processing is only undertaken to facilitate the delivery of the KISC JOTA-JOTI programme for participants and to provide the required functionality to complete the KISC JOTA-JOTI activities. No other data processing, such as profiling or other marketing or analytical activities is performed.

Any communication that is sent through KISC JOTA-JOTI will be sent under the clause of legitimate interests on the basis of the existing relationship with the registered participant and for the sole purposes of KISC JOTA-JOTI and it's programme.

Data storage

All data that is collected and stored will be stored on KISC infrastructure on the Azure cloud platform. All information is stored in encrypted form and with appropriate security policy and procedures in place to prevent any unauthorised access.

Data lifespan

Any collected personal data will have a lifespan equal to the duration of the event plus an additional three months after the event has concluded, with the exception of anonymised aggregate data collected to aid with the evaluation of the event and selected shared content submissions that will be continue to be available as part of an archive of the event after conclusion. Participants will retain their rights to access, rectification and erasure after the event has concluded.

Cookies

The KISC JOTA-JOTI website makes use of a cookie, a small text files placed on your computer, in order to be able to provide you a personalised experience of the website. KISC JOTA-JOTI only uses cookies required for functionality and does not store any analytical or advertisement-based cookies.

The KISC JOTA-JOTI session cookie remembers what user you are currently logged in, which allows you to access the different parts of the KISC JOTA-JOTI website and to send and recieve personalised information required for the online activities. Logging out clears this cookie. The cookie records only your session identifier for the current session and no personal information is stored.

Your rights

Under the General Data Protection Regulations (GDPR) which KISC JOTA-JOTI operates under, you have the following rights with regards to your personal data that we process:

• The right to be informed: You are informed of all data collection and data usage, directly on the website and through this policy.
• The right of access: All information held on you is accessible from the KISC JOTA-JOTI website to you directly. At any time, you can request to know what information KISC JOTA-JOTI holds on you.
• The right to rectification: Any inaccurate information can be corrected, the majority of it directly on the website. Any other information can be corrected by contacting us.
• The right to erasure: A request can be made to remove all personal data that we hold on you once you are no longer an active KISC JOTA-JOTI participant. This will also be done automatically after the closure of the event, see Data Lifespan.
• The right to restrict processing: If you have specific requests and limits on the way your data is processed, this can be requested and implemented under certain circumstances.
• The right to data portability: If you wish to move your KISC JOTA-JOTI data to another service or provider in an exportable format, this can be arranged via request.
• The right to object: If there are any forms of processing to which you object which is not a required part of KISC JOTI participation, this can be raised via request.

Further queries and requests

If you have any further queries, please contact the KISC JOTA-JOTI helpdesk at jotajoti@kisc.ch