Introduction

This privacy policy relates to the online booking and event management system for WSIJ 2021, which uses software provided by EvBoo Limited and governs the privacy of its users who choose to use it. It explains how we comply with the GDPR (General Data Protection Regulation), the DPA (Data Protection Act) and the PECR (Privacy and Electronic Communications Regulations). This policy will explain areas of this software that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR, DPA & PECR are adhered to.

Additionally it will explain the use of cookies or tracking software, advertising or commercial sponsorship from third parties and the download of any documents, files or software made available to you (if any) on this website. Further explanations may be provided for specific pages or features of this website in order to help you understand how we, WSIJ 2021, EvBoo Limited and any third parties interact with you and your computer / device in order to serve it to you. Our contact information is provided below if you have any questions.

What personal information do we collect from the people that visit this application?

When registering for the event, as appropriate, you will be asked to enter your name, email address, mailing address, phone number or other details. This will be used to help us communicate with you about the event you are registering to attend.

In addition, we may collect further information regarding the people attending the event. All of this is required to run a successful and safe event. We will ensure the data we request from you is the minimum required to run the event and only accessed by individuals that have a need to access the information.

When do we collect information?

We collect information from you when you or your participants fill out a form or enter information on to the system.

How do we use your information?

We shall use the information we collect from you for the sole purpose of running the event and for statistical analysis as described below.

In addition we shall use cookies and tracking software described below to improve the application experience, provide certain functionality and understand how EvBoo is being used to ensure we provide adequate capacity to deliver the service.

How do we protect your information?

Your personal information is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems, and are required to keep the information confidential. These persons include leaders of the groups registered, organisers of the event and the software provider. Access to data is restricted to the amount required by the role of the person, for example group leaders are restricted to information about their group only.

All sensitive information you supply is encrypted via Secure Socket Layer (SSL) technology. This can be confirmed by the padlock displayed by your web browser.

We implement a variety of security measures when a user enters, submits, or accesses their information to maintain the safety of your personal information.

The website that provides this software is operated within the European Union and is provided by a highly reputable supplier. Secure backups are made regularly, transferred securely and held within the European Union in secure storage provided by an equally reputable supplier.

How long do we retain the information for?

The information gathered shall be used solely for the purposes of WSIJ 2021. We shall retain the information until we have concluded the organisation of the event. Typically this will be a few months after the event has finished but is dependent on various factors such as having received all outstanding payments. Any medical information shall be removed within one month of the last day of the event. In some cases where medical treatment has been required and our parent organisation (such as the Scout Association or Girlguiding) requires us to do so, we shall retain offline copies of relevant medical information for the duration required by these organisations.

In addition, EvBoo Limited will retain redacted information for statistical purposes in order to allow it to improve the services it offers in the future. This information shall not include personal data as defined by GDPR.

Do we use 'cookies'?