Data Protection Policy
London Scottish Volunteer Enterprises Ltd

Definitions
Company: Means London Scottish Volunteer Enterprises Ltd, a registered company.
GDPR: means the General Data Protection Regulation.
Responsible Person: means Relationships Coordinator.
Register of Systems: means a register of all systems or contexts in which personal data is processed by the Company.

1. Data protection principles
The Company is committed to processing data in accordance with its responsibilities under the GDPR. 
Article 5 of the GDPR requires that personal data shall be:
a. processed lawfully, fairly and in a transparent manner in relation to individuals;
b. collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c. adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d. accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e. kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f. processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”

2. General provisions
a. This policy applies to all personal data processed by the Company. 
b. The Responsible Person shall take responsibility for the Company’s ongoing compliance with this policy. 
c. This policy shall be reviewed at least annually. 
d. The Company shall register with the Information Commissioner’s Office as an organisation that processes personal data. 

3. Lawful, fair and transparent processing 
a. To ensure its processing of data is lawful, fair and transparent, the Company shall maintain a Register of Systems. 
b. The Register of Systems shall be reviewed at least annually. 
c. Individuals have the right to access their personal data and any such requests made to the company shall be dealt with in a timely manner. 

4. Lawful purposes
a. All data processed by the company must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
b. The Company shall note the appropriate lawful basis in the Register of Systems.
c. Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data. 
d. Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Company’s systems.  

5. Data minimisation
a. The Company shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. 
b. The CRM systems used by the Company, such as Wordpress, Stripe and Act! hold the data in the EU.

6. Accuracy
a. The Company shall take reasonable steps to ensure personal data is accurate. 
b. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date. 

7. Archiving / removal
a. To ensure that personal data is kept for no longer than necessary, the Company shall put in place an archiving policy for each area in which personal data is processed and review this process annually. 
b. The archiving policy shall consider what data should/must be retained, for how long, and why. 

8. Security
a. The Company shall ensure that personal data is stored securely using modern software that is kept-up-to-date.  
b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information. 
c. When personal data is deleted this should be done safely such that the data is irrecoverable. 
d. Appropriate back-up and disaster recovery solutions shall be in place. 

9. Breach
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Company shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/personal-data-breaches/). 

10. Contact
In the event that an individual wishes to contact the Data Protection Officer they should contact rebecca.burgess@londonscottishhouse.org 

END OF POLICY

CANCELLATION POLICY

Should the event be postponed (due to but no limited to either national or local COVID restrictions, adverse weather conditions, police request due to unforeseen circumstances, route closure by the local authority for reasons outside the events control, medical team unable to arrive at the event due to delay in transit or other circumstances to force majeure), entrants will be entitled to a refund of 50% of their entry fee.

Terms & Conditions

These booking conditions are in addition to any rules and regulations governing participation in the event.

Rules and Regulations

By entering the event you agree at all times to abide by these booking conditions and any rules and regulations imposed by us.

Age Restrictions

Team entrants must be 18 years old on the event day to participate in the hike/challenge.

All Duke of Edinburgh Award participants must be accompanied by their nominated leader at all times and have written parental/guardian consent to attend.

Your Health & Fitness

By entering the event you shall be deemed to acknowledge and understand that participation in the event is potentially hazardous, and you should not enter and participate unless you are medically able, properly trained and have appropriate equipment.

It is your responsibility to make sure you are medically fit and capable of participating in the event. You should consult your doctor prior to undertaking training for the event. We reserve the right, in our absolute discretion, to stop any participant from taking part if the individual is deemed unfit to participate, including mid-event removal where necessary.

Existing Medical Conditions

It is your responsibility to advise the event officials prior to the start of the event of any pre-existing medical condition, disability, relevant medications being taken and allergies that may be relevant in the administration of any medical assistance required or in your ability to take part in the event.

In particular you are advised that you should not participate in the event if suffering any cold or flu-like systems or if you have any other existing illness or injury which might reasonably be expected to affect your safety, performance and your ability to complete the event.

Medical Treatment at the Event

By entering the event, you are confirming that should you require any medical treatment during your attendance at the event, whether before, during or after the actual event, such treatment may be administered by the events’ official personnel.

The Course Route

Participants must adhere to the course markers, marshals and to any warning signs on the route at all times. Please ensure that you follow the countryside code at all times. These booking conditions are in addition to any rules and regulations governing participation in the event.

We reserve the right to stop or pause participants at any time in the event of an emergency and/or to allow for emergency vehicle movements on the course.

Save to the extent caused by negligence on our part, participants will be entirely responsible for any injury sustained (whether to themselves or others) or any accident caused as a result of any reckless behaviour failure to take proper care or pay proper attention or failure to adhere to warning signs or instructions.

Race Numbers

Race numbers must not under any circumstances be swapped with anyone else. Amongst other potential problems, doing so may cause problems of identification for the event medical services in the case of any accident or injury. Any attempt to do so will result in immediate disqualification of the individual(s) concerned and ejection from the event.

Event Kit/attire

There is a full suggested kit list for attendees, and we are also encouraging tartan themed attire for the hike, however any outfit that the event marshals deem unsuitable and/or dangerous to yourself, other participants or spectators, will not be allowed to start the event or, if on the course, may be removed from the event.

Mobile Phones-Devices

For health and safety reasons you must ensure you can hear what is happening around you if you use a personal music playing device or whilst using any mobile telephone. This is particularly important in order to allow emergency services and their vehicles to operate safely on the day which they may not be able to do so if you are unable to hear what is happening around you throughout the event.

Event Timing & Start Times

Event finish times will usually be provided but no responsibility is taken for the accuracy of the same or any failure to supply a finish time, whether as a result of technical problems or otherwise.

Start times may from time to time have to be varied. Where start times are varied, reasonable endeavours will be used to advise you as soon as reasonably practicable. Under no circumstances will you be entitled to any refund of entry fees where, despite a change in start time, the event takes place on the originally specified day.

Event finish times will usually be provided but no responsibility is taken for the accuracy of the same or any failure to supply a finish time, whether as a result of technical problems or otherwise.

Event Ejection

Event officials have the right, in their absolute discretion, to refuse to allow you to participate in the event either at the start or to continue participation at any point along the route of the event, should you be deemed to behave inappropriately or give cause for concern that your continued participation may cause offence or injury to yourself, any spectators or other participants. Failure to comply with any instruction from event officials and marshals or any breach of any rules and regulations governing the event will result in ejection from the event and may also result in you being reported to the police or any relevant governing body for the event in question.

Event Organisers’ Decision

Decisions made in respect of the event (whether in respect of safety, organisation, management, timings, placings, rules, regulations and guidance or otherwise) by us, any race director, officials and marshals are final and binding on all participants.

Cancellation of the Event and Limit of Liability

We reserve the right, in our absolute discretion, to cancel, delay or postpone the event due to unforeseen or unavoidable circumstances out of our reasonable control. In such cases we will endeavour to inform participants as quickly as is possible. Where the event has to be cancelled, delayed or postponed due to circumstances outside of our reasonable control (including for the avoidance of doubt due to adverse weather, ground conditions or as a result of instructions from the emergency services) we shall not be liable for any inconvenience, expenses, costs, losses or damages suffered by participants.

Where the event has to be cancelled, delayed or postponed due to circumstances that were within our reasonable control or where you have any other claim against us in respect of the event, our entire liability (save in respect of personal injury or death) in respect of any inconvenience, expenses, costs, losses or damages suffered by you as a result will be limited to the entry price you have paid to take part in the event.

Cancellation of Booking and Refunds

You have the right to cancel your booking at any time up to the end of 7 working days after the booking is accepted. You may do this by writing to us London Scottish House, 95 Horseferry Road, London SW1P 2DX and you will receive a full refund of any monies paid. Following on from that once your entry fee has been paid no refunds are available upon cancellation. This is in accordance with the Consumer Protection (Distance Selling) Regulations 2000 and unless the event has already taken place. A refund can take up to three weeks and further 5-7 days to be shown back on the card. If the item you received is damaged/broken you will be entitled to a full refund, once we have received proof of purchase and we have inspected the item.

Event Image

By taking part in the hike you grant full and irrevocable permission to us and any duly authorised third parties to use any photographs, videotapes, motion pictures, website images, recordings or any other record of this event that may include your image.

Use of images of under 18 participants will be governed by the following guidelines. Please note that web sites can be viewed throughout the world, not just in the UK, where UK law applies. Parents should be aware of the following conditions for using these images:

Details or full names (which means first name and surname) of any child in an image, on video, on our website, or in printed publications, will not be included without good reason. For example the full names of prize winners may be included with the requisite parental consent.

Images of individual young people will not use the name of that child in the accompanying text or photo caption without requisite parental consent.

If a young person is named in the text, a photo of that child will not accompany the article save with parental consent.

Group images may be used with general labelling not identifying individual participants.

Images of children will only be used if suitably dressed, to reduce the risk of such images being used inappropriately.

Collection and Use of Personal Data

Your personal information will only be used by us and any appointed third parties for purposes in connection with the event and any subsequent events that we may organise or administer. By entering the event you grant full and irrevocable permission for us to pass any medical details you have given us to the medical teams operating on the day of the event.

Event Communication

The majority of a communication will be via email. Please note that we cannot be responsible if any communication, which is correctly addressed and sent, is not received by the intended recipient. Please ensure that any spam filters etc are set to ensure that emails from us will be received by you.

If your postal address, email address or telephone number details change, then you must inform us as soon as possible by emailing: ADDRESS TO BE DECIDED If this is not done, we cannot guarantee that you will receive all event communications.

Spectators

Parents of spectating children and adults charged with the supervision of spectating children must ensure their children are supervised at all times. If spectators choose to bring their pets, the pets must be kept under control at all times. Spectators and participants should adhere to the course markers and obey instructions of the marshals.

Disclaimer

Participants accept that event participation is only for persons with a good degree of physical fitness and who have undertaken an appropriate training regime. It is your responsibility to seek appropriate medical advice prior to participation. Participation in the event is entirely at your own risk and by entering the event participants acknowledge that those involved in the organisation and staging of the event shall not be liable for death, injury, loss or damage arising from participation in the event save to the extent that it is caused by their negligence.