Scouten NidderaanwenLëtzebuerger Guiden a Scouten · Grupp Schetzel
Scouten Nidderaanwen

Privacy policy

Privacy Policy

Last Updated: 1 February 2025

  1. Introduction — Lëtzebuerger Scouten Gemeng Nidderaanwen, a.s.b.l. (“we”, “our” or “us”) is a non-profit organisation dedicated to promoting scouting activities for children and young people. We are committed to protecting your privacy and processing personal data responsibly in line with the General Data Protection Regulation (GDPR). This policy explains our data practices across our public website, internal photo archive and email communications.
  2. Data Controller — The data controller is Lëtzebuerger Scouten Gemeng Nidderaanwen, a.s.b.l., located at 33, Zone Industrielle Breedewuess, L-1259 Senningerberg, Luxembourg. For any privacy enquiries, please contact us at gdpr@scouten.lu.

3. Data Collection and Processing Overview

A. Public Website — Our website www.scouten.lu provides information about our organisation and offers contact, registration, membership fee and shop order forms.

  • Cookies: Essential cookies are used to operate the website (session, basket and language preference). You can manage cookie preferences in your browser settings.

B. Contact and Registration Forms — The website provides contact and registration forms for section sign-ups and general enquiries. Information collected through these forms is used solely to respond to enquiries and manage participation. Data collected may include:

  • Personal Information: Name, contact details (email, phone), and any additional information you provide on the forms.
  • Event-Specific Information: For event registrations, we may ask for additional details such as emergency contact information or relevant health information for event planning and safety.

Purpose and Lawful Basis:

  • The data collected via contact and registration forms is processed under our legitimate interest in managing enquiries and organising events.
  • Consent: For any sensitive data (such as health information) provided in event registrations, we obtain your explicit consent, and you may withdraw this consent at any time by contacting us.

Data Retention:

  • Contact form enquiries are retained for up to 1 year to assist with follow-up communications and then securely deleted.
  • Event registration data is retained only for the duration of the event and relevant follow-up period. Emergency contact and health information is deleted after the event concludes.

C. Photo Archive on Private Synology NAS — We maintain an internal photo archive documenting our history and activities, securely stored on a Synology NAS with restricted access. This archive is for internal purposes only and is not linked to our public website.

  • Photos of Members and Events: Photos of current and former members are stored to document our history.
  • Facial Recognition: Our Synology NAS uses facial recognition for internal organisation. This data is not shared and is used solely for photo organisation within the NAS.
  • Right to Request Deletion: Members may request deletion of specific photos by contacting gdpr@scouten.lu. We will remove photos, subject to historical or legal obligations.

D. Member Lists and Email Communication — We maintain member lists to manage organisational activities and keep members and parents informed.

  • Member Data: Our lists contain names and contact details. For minors, we also collect parent/guardian contact information.
  • Email Distribution: Emails are used solely for organisation-related communication, such as activity updates and circulars.
  • Lawful Basis: We process member data under our legitimate interest in managing our organisation. For minors, consent from parents/guardians is obtained.

4. Data Security Measures

We are committed to protecting personal data through the following measures:

  • Encryption: Our Synology NAS and member data storage are encrypted.
  • Access Control: Access to member lists, the photo archive, and email distribution groups is limited to authorised personnel.
  • Secure Transmission: Built-in security features help protect email data, though no electronic transmission is completely immune to risk.

5. Data Retention

We retain personal data only as long as necessary for our organisational needs and legal compliance.

  • Photo Archive: Retained indefinitely for historical documentation unless deletion is specifically requested.
  • Member Lists: Updated as members join or leave. Data for former members is retained only as required for archival or organisational needs.
  • Contact and Event Data: Contact enquiries are deleted after 1 year, and event data (including health information) is deleted once no longer needed.

6. Your GDPR Rights

You have the following rights regarding your personal data:

  • Access: Request access to your personal data.
  • Rectification: Request correction of inaccuracies.
  • Erasure (Right to be Forgotten): Request deletion of your data, including photos, by contacting gdpr@scouten.lu.
  • Restriction of Processing: Request limited processing of your data.
  • Data Portability: Request a copy of your data in a machine-readable format.
  • Objection: Object to processing based on legitimate interest if it impacts your rights.
  • Withdraw Consent: Withdraw consent where processing relies on consent (e.g., health data for events).

To exercise these rights, please contact gdpr@scouten.lu.

7. Changes to This Privacy Policy

We may update this Privacy Policy as needed. Updates will be posted on our website or communicated directly to members.

Contact Information — For any questions or privacy-related concerns, please contact:

Lëtzebuerger Scouten Gemeng Nidderaanwen, a.s.b.l. 33, Breedewuess, L-1259 Senningerberg, Luxembourg — gdpr@scouten.lu