Privacy notice

Who controls the information

55th Cork Scout Group and Scouting Ireland are joint controllers of membership information. You can contact the group at support@55thcork.ie. Scouting Ireland's Data Protection Officer can be contacted through its data-protection page.

What we collect and why

We collect household contact and address details, secondary-contact details, a Youth Member's identity and date of birth, section information, attendance and activity responses, permissions, medical or additional-needs information, and fee and payment records. We use them to assess and administer membership, operate sections and activities safely, meet safeguarding, insurance and governance requirements, collect fees, and send essential service communications.

Most required information is processed because it is necessary to administer the requested membership and meet the group's safeguarding and legal responsibilities. Medical and additional-needs information is processed with explicit consent and, in a genuine emergency, may also be used where necessary to protect a person's vital interests. Required fields are identified in the form; without them the group may be unable to assess or safely provide membership. Optional paracetamol permission can be refused without preventing registration.

Access and sharing

Access is limited by role and purpose. Authorised Scouters see the Youth Members and operational details needed for their sections. Administrators have group-wide access. Medical and additional-needs information is never used for financial, fiscal, statistical or benefit analysis, and is not included in finance exports.

Required membership information may be entered in Scouting Ireland's national membership system. Limited information is processed for the group by Supabase, Vercel, Stripe and Resend. It may also be disclosed to authorised Scouting Ireland personnel, emergency responders, safeguarding or statutory authorities, and insurers when the role, safety need, claim or law requires it. Providers that process information outside the European Economic Area must use an applicable lawful transfer safeguard.

Medical information

Medical and additional-needs information is special-category data. It is available only to authorised Scouters who need it for the relevant Youth Member's safety and activity planning; access is restricted and audited. Consent may be withdrawn for future processing, but the group may then be unable to provide membership or a particular activity safely. Necessary information may be given to emergency responders.

How long records are kept

Unfinished registration answers, including health details, are automatically encrypted and saved on this browser for 24 hours after your latest saved change. The recovery key is held in a protected browser cookie. Anyone using that browser can read saved draft answers during that time. A valid family registration link is still needed to continue a returning-family registration and load existing records. Draft answers are processed to save and restore them and are not added to membership records until you submit registration. Starting again, completing registration or clearing browser data removes access to the draft. Your policy acknowledgments and payment authorisation are never restored from a draft.

During development, scheduled retention is dormant and test records may be erased through an authorised development reset. Expired security links and the 24-hour browser-draft limit still apply. Production retention is activated separately when the group is ready to go live.

Once production retention is activated, medical information is due for deletion 90 days after a Youth Member leaves or is declined. Ordinary membership details and operational notes are due one year after departure. Shared household contacts are kept while needed for an active membership and for one year after the final relevant membership ends. Routine event administration is due one year after the event finishes.

Financial transaction, refund and necessary supporting records are retained for the applicable statutory period, normally at least six years after the relevant financial year-end. A verified, restricted Treasurer's archive may hold the required evidence after duplicate portal data is removed. Only necessary records are kept longer for safeguarding, insurance, disputes or other applicable obligations, with restricted access.

Routine group email delivery records identify the recipient for one year after sending so the group can investigate delivery problems. Identifying recipient details are then removed; any remaining linkable information is still treated as personal data. Scouting Ireland's national systems apply their own retention rules. Records subject to an applicable preservation requirement are handled separately.

Your and your child's rights

Subject to the circumstances and the rights of other people, you or the Youth Member may request access, correction, deletion, restriction, objection or portability. You may withdraw consent for future processing without affecting processing already carried out. We may ask for information needed to verify identity and authority before disclosing a child's information.

Contact the group first at support@55thcork.ie. You may also contact Scouting Ireland's Data Protection Officer or make a complaint to Ireland's Data Protection Commission.

Keeping information accurate

Parents and guardians should tell the group promptly when contact, secondary-contact, medical or additional-needs information changes. If you believe information has been lost, sent to the wrong person or accessed without permission, report it immediately to the group and Scouting Ireland's Data Protection Officer.