Data Privacy

Grimsdyke Hikes Data Privacy and Cookie Policy

Why we collect some data

• To allow The Grimsdyke Hikes to be run efficiently, we use our website to collect a minimum of personal data. This data serves three purposes:

  • To ensure that participants are bona fide members of The Scout Association;

  • To allow teams to be correctly registered;

  • To provide the data that we need when running the event itself.

What we collect

• We collect the minimum data that we need to run The Grimsdyke Hikes. This is:

• From Scout troop / Guide unit leaders:

  • A name

  • Scout group, Guide unit or ESU, district and county affiliation

  • Email, mobile and phone contact details

• From shadow(s) (if not the troop / unit leader:

  • A name

  • Mobile phone number (in case we need to be able to contact teams during the event)

• From team members:

  • A name and date of birth

  • Mobile phone number of the designated team leader (in case we need to be able to contact teams during the event)

  • Relevant medical conditions

How we use it

• From team leaders:

  • The membership information may be shared with the relevant county organisation or with The Scout Association to verify that the team leader is a bona fide member of the scout association

  • The contact details allow us to communicate with the team leader in the run up to the event and with the team leader during the event itself. The primary mode of communication is by email.

• From team members:

  • To ensure that the entrants are registered for the correct event

  • To assess the scale of the event beforehand

  • To monitor the progress and safety of members during the event

  • To support medical emergencies on the day

  • To ensure minors have adequate adult support

  • To be able to make awards in various categories (including oldest and youngest completing participants).

Sharing date

Unless legally required to do so, we do not share the data collected from our website with any third parties outside the organising committee, the control staff on the day of the event only, The Scout Association or the relevant county scout organisation.

Removal of the data

• No identifiable leader or walker information is published on the website

• Identifiable walker information is kept for up to 12 months in case of queries on the results or queries from The Scout Association. It is then destroyed

• Contact details for team leader leaders are kept for up five years after the event purely for publicity and marketing of subsequent events (specifically The Grimsdyke Hikes and The Quest Hike)

Cookie policy

We use cookies purely to track traffic and usage of the event's website using Google Analytics.

Medical records

Medical information is requested only where relevant to the demands of the event and is shared as necessary with the event organisers.

Updated 15.9.2022