Privacy notice

This website supports Down & Connor Scout County’s Big Day Out. It was built free of charge by a volunteer Scout leader. Building the website is separate from organising the event and deciding how participant information is used.

Who is responsible

Scouting Ireland is the data controller for the event information collected through this website. Down & Connor Scout County’s event team is your local contact. The website was built by a volunteer Scout leader, not a commercial website provider.

Scouting Ireland’s national office is at Larch Hill, Dublin 16, D16 P023, Ireland. Its Data Protection Officer can be contacted at dataprotection@scouts.ie. See Scouting Ireland’s data protection information for wider membership and Scout Group arrangements.

Who to contact

For questions about event information, consent or your personal data, contact the event team at CCdownandconnorscouts@gmail.com. If the consent form lists a different event contact, use that address for your submission.

Information used by the website

• Visiting the site: technical request information, such as your IP address, browser information, requested pages and request times, may be processed by the hosting service to deliver and protect the website.
• Organiser access: account details, sign-in information and records of changes or access to consent records are used to protect the private organiser tools.
• Event planning and registration: group and leader details, attendance numbers and check-in information entered by authorised organisers.
• Consent forms: participant name, age, Scout group and section; parent, guardian or adult participant details; emergency contacts; health, allergy and support information; water confidence, restrictions, transport choices, permissions, photography choice, signature and submission time.

Only submit information you are entitled to provide. Tell any alternative emergency contact that you are providing their details. Do not put health details into ordinary website feedback.

Why event details are needed

The event team uses this information to plan attendance, organise transport, record permissions, arrange appropriate support and respond to incidents. The form requests explicit consent for health and support information. Photography is a separate choice; declining photography does not prevent participation. The exact permission wording and privacy details shown at submission are kept with the record.

To prevent repeated or abusive submissions, the service also creates hourly hashed identifiers from IP addresses and email addresses, with a scheduled expiry after 24 hours. No advertising profiles or automated eligibility decisions are created by this website.

Who can see it

Consent submissions and organiser records are held in protected organiser tools. Relevant information may be shared with group leaders, activity providers, first aiders or emergency services who need it for the participant’s care and safety. The venue’s role as an activity provider is separate from the volunteer’s role in building this website.

The hosted site uses Google Firebase for hosting, organiser authentication and data storage. Google processes technical and account information to provide these services. Some service processing may take place outside the UK. Google publishes data processing terms and international-transfer safeguards, including its participation in the UK Extension to the EU-US Data Privacy Framework. See Firebase’s privacy and security information for its service arrangements. Private organiser maps can request tiles from OpenStreetMap, which receives the technical details needed to serve those tiles.

How long information is kept

The consent form displays the retention period applying to that submission. The initial setting is 90 days after the event, and each record stores its expiry date. Expired records are excluded from the organiser consent tools. Information needed for an incident may have to be retained separately by the responsible organisation. The hosted configuration schedules deletion using expiry dates; deletion is asynchronous. Removal from a screen is not the same as immediate deletion from storage or backups.

Your choices and rights

Contact the event team to ask for access to your information, correct it, withdraw consent, or request deletion or restriction. Depending on the lawful basis and circumstances, you may also have rights to object or to receive a portable copy. These rights are not absolute. Withdrawing consent does not change the lawfulness of earlier use; withdrawing health-data consent may affect whether suitable support can be arranged, which the team should discuss with you.

If you are unhappy with how your information is handled, you can contact the Information Commissioner’s Office.

Event team review

This notice describes the website’s current features. The event team still needs to confirm the lawful bases for event administration, and the retention and deletion arrangements for event records, logs and backups, together with any international-transfer safeguards. These details must be settled before opening online consent collection.

See also our cookies notice.