Terms of service

01Introduction

These Terms of Service govern access to and use of the RN Sea Scouts Camp Management Application (the Application), operated by the Admiral Lord Nelson Scout Active Support Unit.

The Application has been developed to support the planning, administration and delivery of activities, camps, training and events involving Royal Navy Recognised Sea Scout Groups, Explorer Scout Units and authorised participants.

By registering for an account, accessing the Application or using its services, users agree to comply with these Terms of Service.

These terms should be read alongside our Privacy Policy and the applicable policies of The Scout Association.

The Application is intended to support Scouting administration. It does not replace The Scout Association's official membership, safeguarding or activity authorisation systems.

02Application Operator

The Application is managed by:

Admiral Lord Nelson Scout Active Support Unit

Royal Navy Recognised Sea Scouts

Website: www.rnseascouts.org.uk

Email: info@rnseascouts.org.uk

The Unit operates within the relevant governance arrangements of The Scout Association.

References to "we", "our" and "us" in these terms refer to the Unit and, where applicable, the Scout organisation responsible for operating the service.

03Eligibility and Access

The Application is intended for authorised users involved in RN Sea Scout activities.

These may include:

• Scout Group and Explorer Scout Unit Leaders.
• Event and camp organisers.
• Approved adult volunteers.
• Parents and carers.
• Young people, where direct access is specifically permitted.
• Authorised administrative personnel.

Access may be restricted according to the user's age, role, membership status or responsibilities.

Users must provide accurate registration information and must not misrepresent their identity or authority.

The Unit reserves the right to verify eligibility before granting or maintaining access.

Users under 18 must only access features specifically made available to them, subject to appropriate safeguards and any required parental or carer authorisation.

04Account Registration and Security

Users may be required to create an account to access certain services.

Each user is responsible for maintaining the security of their account.

Users must:

1. Provide accurate information during registration.
2. Keep passwords and authentication information confidential.
3. Avoid sharing accounts with other individuals.
4. Notify the Unit promptly if an account may have been compromised.
5. Access only information they are authorised to view.
6. Use the Application only for legitimate Scouting purposes.

Users must not attempt to bypass security restrictions or obtain access to another user's account.

Where a user changes role or leaves an authorised position, their access may be amended or withdrawn.

05User Roles and Permissions

The Application may provide different levels of access based on operational responsibilities.

These may include:

System Administrators

Responsible for system configuration, user permissions and authorised administration.

Event Management Teams

Responsible for organising camps, managing registrations and coordinating activities.

Group and Unit Leaders

Responsible for registering participants, managing bookings and ensuring relevant information is accurate.

Event Volunteers

Provided with access to information necessary for their assigned responsibilities.

Parents and Carers

Permitted to view or provide information relating to young people for whom they hold appropriate parental responsibility or other authority.

Young People

May receive restricted access to designated features where suitable.

Access permissions will be determined by operational requirements and safeguarding considerations.

Having access to information does not grant permission to use it for unrelated purposes.

06Acceptable Use

The Application must be used responsibly, lawfully and in accordance with Scouting values.

Users agree not to:

• Access records without an authorised Scouting purpose.
• Share confidential participant information with unauthorised individuals.
• Copy or distribute personal data for non-Scouting purposes.
• Upload false, misleading, unlawful or inappropriate information.
• Attempt to interfere with the operation or security of the Application.
• Use the Application to harass, intimidate or discriminate against others.
• Upload malicious software or attempt unauthorised system access.
• Use information obtained through the Application for personal commercial gain.
• Contact young people outside approved safeguarding and communication arrangements.

Users who have access to personal information must handle it in accordance with UK data protection legislation and relevant Scouts policies.

Unauthorised access or misuse may result in account suspension and referral through appropriate Scouting procedures.

07Participant Registration

The Application may be used to register young people and adults for RN Sea Scout activities.

The person completing a registration is responsible for ensuring that the information supplied is accurate and that they have appropriate authority to submit it.

Where a Group or Unit Leader submits information on behalf of a participant, they must ensure that relevant parents, carers or participants have received the necessary information about how their data will be used.

Registration may require:

• Participant details.
• Relevant Scout membership information.
• Medical information.
• Dietary information.
• Emergency contact information.
• Activity experience.
• Required permissions and declarations.

Users must ensure that important information is kept up to date.

Submitting a booking does not necessarily guarantee acceptance onto an event.

Participation remains subject to any relevant event eligibility criteria, booking confirmations, safety requirements and applicable terms.

08Medical and Emergency Information

Certain events require medical and emergency information to ensure the safety of participants.

Users submitting this information must take reasonable steps to ensure that it is accurate and complete.

Relevant medical information may be made available to authorised members of an event management team where necessary for participant safety.

Users must not access, disclose, download or retain medical information beyond what is required for their authorised responsibilities.

Medical and emergency information may be shared with healthcare professionals or emergency services where necessary and lawful.

The Application is an administrative tool and is not an emergency medical service.

In an emergency, users must follow the relevant event emergency procedures and contact emergency services where appropriate.

09Event Bookings and Payments

The Application may allow users to register for camps, training activities or other events.

Each event may have additional booking conditions covering:

• Eligibility.
• Participant numbers.
• Booking deadlines.
• Payment requirements.
• Cancellation procedures.
• Refund arrangements.
• Required permissions.
• Equipment and preparation.
• Behaviour and participation standards.

These event-specific conditions will be communicated as part of the booking process.

Where payment is required, the applicable price and payment arrangements will be displayed or otherwise communicated before a booking is completed.

Cancellation and refund rights will be governed by the applicable event booking conditions and relevant consumer law.

Any statutory rights available to users remain unaffected by these Terms of Service.

10Responsibilities of Group and Unit Leaders

Where Group or Unit Leaders are authorised to manage bookings, they are responsible for carrying out their duties appropriately.

This includes:

• Ensuring participant information is accurate.
• Submitting information only where authorised.
• Communicating relevant event details to participants and parents or carers.
• Confirming that required permissions have been obtained.
• Ensuring relevant medical and support information is provided.
• Keeping booking information updated.
• Informing the event team of significant changes.
• Protecting confidential information accessed through the Application.

Group and Unit Leaders must not retain copies of sensitive participant information beyond an authorised operational need.

They must report any suspected information security incident promptly.

11Safeguarding

All users must comply with The Scout Association's safeguarding policies and procedures.

The Application must not be used to facilitate inappropriate contact with young people or circumvent established safeguarding arrangements.

Users must not:

• Use Application information to contact young people for unauthorised reasons.
• Share confidential safeguarding information unnecessarily.
• Upload inappropriate material.
• Use private communication features in a way that breaches Scouts safeguarding requirements.
• Attempt to investigate safeguarding allegations independently using information held within the Application.

Safeguarding concerns must be reported through the appropriate Scouts safeguarding channels.

The Unit may restrict access or preserve relevant records where necessary to protect individuals, investigate misuse or comply with legal and safeguarding responsibilities.

12Privacy and Data Protection

Personal information processed through the Application is handled in accordance with the RN Sea Scouts Privacy Policy.

Users who access another individual's personal information must ensure that:

1. Access is necessary for an authorised purpose.
2. Information is not disclosed unnecessarily.
3. Records are handled securely.
4. Personal information is not retained longer than required.
5. Suspected data breaches are reported promptly.

Users must not use information obtained through the Application for purposes unrelated to authorised Scouting activities.

The applicable Privacy Policy is available through www.rnseascouts.org.uk and within the Application.

13Downloading and Exporting Information

Certain authorised users may be able to download participant information, attendance registers or other event records.

Where this functionality is available, users must ensure that any downloaded information is:

• Necessary for a legitimate Scouting purpose.
• Stored securely.
• Accessible only to authorised personnel.
• Not transferred through unapproved or insecure systems.
• Deleted securely when no longer required.

Medical information and other sensitive records should only be exported where necessary and subject to appropriate safeguards.

Users must not create separate permanent databases of participant information without appropriate authority.

14Accuracy of Information

Users are responsible for providing information that is accurate and up to date.

We may contact users to clarify information or request corrections where necessary.

Users should promptly notify the Unit if important participant information changes before or during an event.

We may correct or remove information where it is demonstrably inaccurate, inappropriate or no longer required, subject to applicable record-keeping obligations.

15Application Availability

We aim to provide a reliable and accessible service.

However, the Application may occasionally be unavailable because of maintenance, technical issues, security concerns or circumstances outside our reasonable control.

We may:

• Undertake scheduled maintenance.
• Update software or functionality.
• Restrict access where necessary to maintain security.
• Temporarily suspend services to investigate technical problems.

Where reasonably practicable, we will notify users of planned interruptions that materially affect event administration.

Event organisers must maintain appropriate contingency arrangements for essential operational and emergency information.

The Application must not be relied upon as the sole means of accessing critical information during an emergency.

16Intellectual Property

The RN Sea Scouts website and Application may contain intellectual property belonging to The Scout Association, the Unit, software suppliers or other rights holders.

This may include:

• Logos and branding.
• Written materials.
• Event resources.
• Photographs and illustrations.
• Application interfaces.
• Software and other digital content.

Users may access and use these materials for authorised Scouting purposes.

These terms do not grant ownership of any intellectual property.

Users must not reproduce, commercially exploit or distribute protected content without appropriate permission.

Use of The Scout Association's branding remains subject to its applicable brand and intellectual property requirements.

17Suspension and Termination of Access

We may suspend, restrict or terminate access where reasonably necessary, including where:

• A user breaches these Terms of Service.
• An account has been compromised.
• Personal information has been accessed or disclosed improperly.
• There is a safeguarding concern.
• A user no longer holds an authorised role.
• Access presents an unacceptable security risk.

Where appropriate, we will provide an explanation and an opportunity to resolve the issue.

Immediate restrictions may be necessary where there is a significant security or safeguarding risk.

Account closure does not automatically result in deletion of information that must lawfully be retained.

18Complaints and Disputes

Users who have concerns about the Application should contact:

info@rnseascouts.org.uk

We will seek to address complaints fairly and within an appropriate timeframe.

Concerns relating to personal data may also be raised with the Information Commissioner's Office.

Safeguarding matters must be reported through the relevant Scouts procedures.

Nothing in these terms prevents a user from exercising their statutory rights or accessing an appropriate complaints or regulatory process.

19Liability

We will take reasonable care in operating and maintaining the Application.

Users acknowledge that accurate information and responsible use are essential to the safe administration of Scouting activities.

Nothing in these terms excludes or restricts liability where doing so would be unlawful, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation.

Nothing in these terms limits applicable statutory consumer rights or legal data protection responsibilities.

Any additional limitations of liability must be reasonable and enforceable under applicable law.

20Changes to the Application or Terms

We may update these Terms of Service to reflect:

• Changes to Application functionality.
• Updates to legislation.
• Changes to Scouting requirements.
• Improvements to security.
• Operational changes.

The latest version will be available through the Application or RN Sea Scouts website.

Where material changes are made, we will take reasonable steps to notify registered users.

Where acceptance of updated terms is required, users may be asked to acknowledge them before continuing to access relevant services.

21Governing Law

These Terms of Service are governed by the laws of England and Wales, subject to any mandatory legal protections applicable to users elsewhere in the United Kingdom.

Nothing in these terms removes rights or protections that cannot lawfully be excluded.

22Contact Information

For questions about the Application or these Terms of Service, please contact:

Admiral Lord Nelson Scout Active Support Unit

Royal Navy Recognised Sea Scouts

Website: www.rnseascouts.org.uk

Email: info@rnseascouts.org.uk