Privacy Policy

For Youth By Youth

What information we collect about you

We collect information about you when you provide it to us, when you use our Services, and when other sources provide it to us, as further described below. 

Information you provide to us

We collect information about you when you input it into the Services or otherwise provide it directly to us. This includes the information we request from you when you apply for team membership, or are appointed to a role in our organization as part of our recruitment and selection policies.

Account and Profile Information: We collect information about you when you register for an account, create or modify your profile, set preferences, sign-up for or make purchases through the Services. For example, you provide your contact information and, in some cases, billing information when you register for the Services. You also have the option of adding a display name, profile photo, and other details to your profile information to be displayed in our Services.  We keep track of your preferences when you select settings within the Services.

Content you provide through our products: The Services include the ScoutWired products you use, where we collect and store content that you post, send, receive and share. This content includes any information about you that you may choose to include.Content also includes the files and links you upload to the Services.  We collect feedback you provide directly to us through the product in our online store, Facebook page and social media streams.

Content you provide through our websites: The Services also include our websites owned or operated by us. We collect other content that you submit to these websites, which include social media or social networking websites operated by us. For example, you provide content to us when you provide feedback or when you participate in any interactive features, surveys, contests, promotions, sweepstakes, activities or events. This includes information you provide to use when you use our Help Desk and Customer Service platforms.

Information you provide through our support channels: These services also include our customer support, where you may choose to submit information regarding a problem you are experiencing with a service.  Whether you designate yourself as a technical contact, open a support ticket, speak to one of our representatives directly or otherwise engage with our support team, you will be asked to provide contact information, a summary of the problem you are experiencing, and any other documentation, screenshots or information that would be helpful in resolving the issue.

Payment Information:  We collect certain payment and billing information when you register for certain paid Services.  For example, we ask you to designate a name and contact information, upon registration in our online store so that purchases can be sent to you.  You might also provide payment information, such as payment card details, which we collect via secure payment processing services. Under our jurisdictional requirements and taxation laws we are required to keep this information for up to 10 years.

Information we collect automatically when you use the Services

We collect information about you when you use our Services, including browsing our website, interacting with our social media streams, and taking certain actions within the Services.

Your use of the Services: We keep track of certain information about you when you visit and interact with any of our Services. This information includes the features you use, interactions that occur, and any other activity conducted on our services.

Device and Connection Information: We collect information about your computer, phone, tablet, or other devices you use to access the Services. This device information includes your connection type and any other metadata that is transferred (for example: your OS is often transmitted as part of email information). We also collect information through your device about your IP address. We use your IP address and/or country preference in order to approximate your location to provide you with a better service experience.  How much of this information we collect depends on the type and settings of the device you use to access the services.

Users who are banned from our services have their IP captured and blocked, identifying data removed, and account and email address blocked to prevent them from being able to access our services. User who undertake unlawful means to gain access to our services or data will be reported to the appropriate law enforcement agencies.

How we use information we collect

How we use the information we collect depends in part on which Services you use, how you use them, and any preferences you have communicated to us.  Below are the specific purposes for which we use the information we collect about you.

To provide the Services and secure your experience: We use information about you to provide the Services to you, including to process transactions with you, authenticate you when you log in, provide customer support, and operate and maintain the Services.  For example, we use the name and you provide in your account to identify you to other Service users.

For research and development:  We are always looking for ways to make our Services smarter, faster, secure, integrated, and useful to you.  We use collective learning about how people use our services and feedback provided directly to us to troubleshoot and to identify trends, usage, activity patterns and areas for integration and improvement of the Services. In some cases, we apply these learnings across our services to improve and develop similar features or to better integrate the services you use. We also test and analyze certain new features with some users before rolling the feature out to all users.

To communicate with you about the Services: We use your contact information to send transactional communications via email and within the Services, including confirming your purchases, responding to your comments, questions and requests, providing customer support, and sending you technical notices, updates, security alerts, and administrative messages.  We also provide tailored communications based on your activity and interactions with us.  For example, certain actions you take in the Services may automatically trigger a feature or third-party app suggestion within the Services that would make that task easier.  We also send you communications as you onboard to a particular Service to help you become more proficient in using that Service.  These communications are part of the Services and in most cases you can opt out of them from your account profile.  You will find that option within the communication itself or in your account settings.

Customer support: We use your information to resolve technical issues you encounter, to respond to your requests for assistance, to analyze crash information, and to repair and improve the Services.

For safety and security: We use information about you and your Service use to verify accounts and activity, to monitor suspicious or fraudulent activity and to identify violations of Service policies. 

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we use information about you in connection with legal claims, compliance, regulatory, and audit functions, and disclosures in connection with the acquisition, merger or sale of a business.  For terminated team members , this is mandatory under our operational guidelines that we maintain a managed record of memberships through our HRM system, and under our jurisdictional industrial relations laws we are required to keep this information for a minimum of 7 years. For banned users, we have the right to withhold deletion of your provided data under APP section 12.34(h), and under section 12.41 and section 12.42 where applicable.

With your consent: We use information about you where you have given us consent to do so for a specific purpose not listed above.  For example, we may publish testimonials or featured customer stories to promote the Services, with your permission.

How we share information we collect

We host collaboration and communications services , and we want them to work well for you.  This means sharing information through the Services and with certain third parties.  We share information we collect about you in the ways discussed below, including in connection with possible business transfers, but we are not in the business of selling information about you to advertisers or other third parties.

Community Forums:  Our websites offer publicly accessible blogs, forums, issue trackers, and social media streams. You should be aware that any information you provide on these – including profile information associated with the account you use to post the information – may be read, collected, and used by any member of the public who accesses these websites.  Your posts and certain profile information may remain even after you terminate your account. We urge you to consider the sensitivity of any information you input into these Services. To request removal of your information from publicly accessible websites operated by us, please contact us as provided below. In some cases, we may not be able to remove your information, in which case we will let you know if we are unable to and why.

Third Party Apps: You or other Service users may choose to add new functionality or change the behavior of the Services by installing third party apps within the Services.  Doing so may give third-party apps access to your account and information about you like your name and email address, and any content you choose to use in connection with those apps. Third-party app policies and procedures are not controlled by us, and this privacy policy does not cover how third-party apps use your information. We encourage you to review the privacy policies of third parties before connecting to or using their applications or services to learn more about their privacy and information handling practices. If you object to information about you being shared with these third parties, please uninstall the app.

Social Media Widgets: The Services may include links that direct you to other websites or services whose privacy practices may differ from ours. Your use of and any information you submit to any of those third-party sites is governed by their privacy policies, not this one. 

Compliance with Enforcement Requests and Applicable Laws; Enforcement of Our Rights: In exceptional circumstances, we may share information about you with a third party if we believe that sharing is reasonably necessary to (a) comply with any applicable law, regulation, legal process or governmental request, including to meet national security requirements, (b) enforce our agreements, policies and terms of service, (c) protect the security or integrity of our products and services, (d) protect ScoutWired, our customers or the public from harm or illegal activities, or (e) respond to an emergency which we believe in good faith requires us to disclose information to assist in preventing the death or serious bodily injury of any person.

ScoutWired does not fall under the EU General Data Protection Regulations

ScoutWired does not have an establishment in the EU or a .eu,.ie,.de server or services.

ScoutWired does not offer goods and service to individuals in the EU. Our website is globally accessible, our offers and services are the same globally to all users including pricing in AUD in our shop, with multi-lingual options available for some regions, not specific for the EU.

ScoutWired does not monitor the behavior or activity of individuals, profile users or team members, or engage in personal data processing techniques to make decisions around attitudes and behaviors of users. Our organisation uses the data in a systematic and targeted way, for example, having identified the individual user we can then track the individual across our services.

How we store and secure information we collect

Information storage and security

While we implement safeguards designed to protect your information, no security system is impenetrable and due to the inherent nature of the Internet, we cannot guarantee that data, during transmission through the Internet or while stored on our systems or otherwise in our care, is absolutely safe from intrusion by others. Internally we have ICT and IST Policies that govern our operational processes, and we are fully compliant with our jurisdictional legislation.

How long we keep information

How long we keep information we collect about you depends on the type of information, as described in further detail below.  After such time, we will either delete or anonymize your information or, if this is not possible (for example, because the information has been stored in backup archives), then we will securely store your information and isolate it from any further use until deletion is possible. Legislation requires us to keep data for minimum periods, and is subject to audit by government officials.

Account information: We retain your account information for as long as your account is active and a reasonable period thereafter in case you decide to re-activate the Services.  We also retain some of your information as necessary to comply with our legal obligations, to resolve disputes, to enforce our agreements, to support business operations, and to continue to develop and improve our Services. Where we retain information for Service improvement and development, we take steps to eliminate information that directly identifies you, and we only use the information to uncover collective insights about the use of our Services, not to specifically analyze personal characteristics about you. For all personal details copy request, under privacy legislation in our jurisdiction, we require a court order through the Freedom of Information (FOI) legal processes to be able to disclose our collected data, as email addresses and requester information could be compromised, and this protects our users and ScoutWired from abuse. ScoutWired reserves the right to refuse to provide requested information via email, post, or other methods unless provided for in the FOI order.

Your Choices

You have the right to request a copy of your information, to object to our use of your information, to request the deletion or restriction of your information, or to request your information in a structured, electronic format.  Below, we describe the tools and processes for making these requests.  You can exercise some of the choices by logging into the Services and using settings available within the Services or your account. For all other requests, you may contact us as provided in the Contact Us section to request assistance.

Your request and choices may be limited in certain cases: for example, if fulfilling your request would reveal information about another person, or if you ask to delete information which we are permitted by law or have compelling legitimate interests to keep. ScoutWired’s ICT and IST policies limit access to personal data to specific areas of our organisation limited to: our governance, our leadership team, and our technical support team. Our HRMIS falls under a different policy in which only our governance and the leadership team have access to team member details.

If you have unresolved concerns, you may have the right to complain to a data protection authority in the country where you live, where you work or where you feel your rights were infringed.

If you were previously a team member of ScoutWired, and/or your account on our Services was banned, you have limited rights in relations to what information we can delete as information provided is used to prevent you from accessing services.

Deactivate your account:  If you no longer wish to use our Services, you are able to deactivate your Services account, the setting is available to you in your account settings. Please be aware that deactivating your account does not delete your information, it simply deactivates the account.  For more information on how to delete your information, see below. User who have been banned from our systems and services are unable to deactivate accounts, and ScoutWired refuses to delete the minimum required data to prevent you from obtaining access to our services.

Delete your information: Our Services do not give you the ability to delete certain information about you from within the Service. For example, you can remove content  within your profile settings. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations. You can apply for us to delete your account information so long as you were not a team member or banned from our services. When you make such requests, we may need time to investigate and facilitate your request.  If there is delay or dispute as to whether we have the right to refuse to delete your information, we will restrict any further use of your information until the request is honored or the dispute is resolved.  If you object to information about you being shared with a third-party app, please disable the app.

Notice to End Users

Many of our products are intended for use by single users. Where the Services are made available to you through an organisation (e.g. your Scout or Guide Group), that organisation is the owner of the account and is responsible for the accounts and/or Service sites over which it has control. If this is the case, please direct your data privacy questions to your leader/scouter-in-charge, as your use of the Services is subject to that organization’s policies. We are not responsible for the privacy or security practices of an administrator’s organisation, which may be different than this policy.

Our ScoutWired administrators are able to:

  • require you to reset your account password;
  • restrict, suspend or terminate your access to the Services;
  • access information in and about your account;
  • access or retain information stored as part of your account;

In some cases, administrators can also:

  • restrict, suspend or terminate your account access;
  • change the email address associated with your account;
  • change your information, including profile information;
  • restrict your ability to edit, restrict, modify or delete information

Our policy towards children

The Services are designed for a diverse spectrum of users. We have independent, secure systems setup for validating and checking users who apply for team membership as volunteer employee, and secure HRM facilities. If we become aware that a child under 18 has provided us with personal information, we will take steps to protect and redact such information. If there are concerns surrounding this, please contact us for clarification.

Changes to our Privacy Policy

We may change this privacy policy from time to time. We will post any privacy policy changes on this page and, if the changes are significant, we will provide a more prominent notice by adding a notice on the Services homepages, login screens, or by sending you an email notification. We will also keep prior versions of this Privacy Policy in an archive for your review.  We encourage you to review our privacy policy whenever you use the Services to stay informed about our information practices and the ways you can help protect your privacy.

If you disagree with any changes to this privacy policy, you will need to stop using the Services and deactivate your account(s), as outlined above.

Contact Us

If you have genuine questions or concerns about how your information is handled, please direct your inquiry to our Executive, which we have appointed to be responsible for facilitating such inquiries. Frivolous or vexatious activity will not be tolerated and ScoutWired has the right to refuse under APP section 12.41


A massive Thank You to Atlassian for their exemplar skills in policy for information systems security in which we have been able to construct our own policies- ScoutWired Council