EnduranceEvents data privacy and cookie policy

Why we collect some personal data

To allow EnduranceEvents 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 scouting movement,

  • to allow teams to be registered using the website,

  • 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 Endurance suite of events. This is:

  • from team leaders:

    • A name

    • Scout group or ESU, district and county affiliation

    • Scout membership details

    • email and phone contact details

  • for team members:

    • a name, date of birth and scout type (scout, young leader, explorer, network or adult)

    • we also collect the membership number for adults

How we use it

  • team leaders information:

    • the membership information is shared with Gillwell and / or with the relevant county 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.

  • team members' information:

    • 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 ensure that adults have the required DBS clearance (since they may get teamed up with minors)

    • 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 Headquarters or the relevent county scout organisation.

Removal of the data

  • Identifiable walker information on the website is removed and destroyed in the days following the event.

  • Identifiable walker information on the progress tool will be retained for up to 12 months in case of queries on the results or from the Scout Association.

  • Non identifiable information (the walker id) and the timing for each CP passed are retained for testing purposes to aid the development of the toolset used for managing the event and the organisation of the next event.

  • team leader information is removed from the website database

    • on request;

    • when the account has been inactive for longer than 24-30 months.

Cookie policy

We use cookies to enable team leaders to login and use the functionality of the website. Due to the way the website works, team leaders will not be able to register teams without having cookies enabled.

These cookies are destroyed when the user's browser is closed (which is why you have to log in again).

Medical records

We demand that each walker brings a medical record form on the day.  This is assessed by a qualified medical attendant and retained in the control room during the event in case of emergency.  It is only accessible to control room staff and will only be shared with medical authorities in the case of emergency.  These forms are destroyed in the days following the event. 

No walker may start the course without a full medical form and giving permission that the data may be shared with the medical services if an emergency arises.


Updated 4/02/2022