JOTA-JOTI Data Privacy and Protection Policy

World Scouting values your privacy and is committed to protecting the personal information you share with us. This Jota Joti Data Privacy and Protection Policy explains how we collect, use, disclose, and safeguard your information when you interact with our organization. This policy outlines the collection, processing, storage, and protection of personal data for the Jamboree On The Air - Jamboree On The Internet (JOTA-JOTI) event. It ensures compliance with the Swiss Federal Data Protection Act (DPA) and other relevant data protection laws. The policy supplements the Privacy Policy for scout.org, with specific focus on the JOTA-JOTI event.

This policy applies to all personal data collected from participants, including Scouts, volunteers, staff, and any other individuals involved in the JOTA-JOTI event (hereafter referred to as “Data Subjects”).

The World Scout Bureau (WSB), an association registered under Swiss law, acts as the Data Controller for personal data collected for JOTA-JOTI.

As part of JOTA-JOTI registration and participation, personal data is collected to facilitate the event’s operations, communication, and evaluation. The data collected is used solely for the purposes outlined in this policy and is handled in compliance with relevant data protection laws.

4.1 Personal Data Collected

The following personal data may be collected during JOTA-JOTI registration and participation:

• Mandatory Data: Name, username, email address, country, and associated National Scout Organization (NSO).
• Optional Data: Photo, Scouting interest/history, preferred language, location (via Google Maps), and known languages.
• Platform Data: Cookies, IP address, and online identifiers may be collected through participation on the JOTA-JOTI platform.

4.2 Purpose of Data Collection

Personal data is collected and processed for the following purposes:

• Administration and management of the JOTA-JOTI event.
• Communication with participants regarding event details and updates.
• Evaluation and statistical reporting for event improvement.
• Ensuring the security of digital platforms used during the event.

The legal basis for processing personal data is:

• Consent: Data Subjects provide consent during registration for their data to be used for JOTA-JOTI.
• Legitimate Interests: Processing is necessary for the administration, evaluation, and improvement of the JOTA-JOTI event.

WSB and the WJJT take the security and confidentiality of personal data seriously. All data is securely stored in controlled databases, utilizing platforms like Mailchimp for communication and ensuring that only authorized WSB and WJJT staff have access. To safeguard this information, strict industry-standard security measures are implemented, including password protection, encryption, and restricted access protocols, preventing unauthorized access and ensuring data integrity.

6.1 Storage of Data

Personal data is securely stored in databases controlled by the World Scout Bureau (WSB) and the World JOTA-JOTI Team (WJJT). Data may be stored on:

• WSB-controlled servers.
• Platforms like Mailchimp for communication purposes.
• Authorized computers and devices of WSB and WJJT staff.

6.2 Security Measures

Personal data must be protected using industry-standard security measures, including:

• Password protection.
• Encryption of sensitive data.
• Restricted access to authorized personnel only.

Data must be securely shared and stored to prevent unauthorized access or breaches.

We may capture photos, videos, or recordings during the JOTA JOTI event for promotional  purposes. By attending JOTA JOTI, you consent to the use of your image or likeness in event-related materials. If you prefer not to be recorded, please inform us in advance or notify event organizers accordingly.

Personal data collected for JOTA-JOTI will be retained only as long as necessary for event administration, management, and evaluation. All data will be securely deleted by October 2026, unless legal obligations require longer retention.

Personal data collected for JOTA-JOTI events may be shared internally within the WJJT and externally with authorized representatives from Member Organizations. When shared externally, only country-specific information will be provided, with recipients being responsible for adhering to their own data protection policies, ensuring secure storage, and deleting data when necessary.

9.1 Internal Sharing

Personal data may be shared within the WJJT only for event purposes.

9.2 External Sharing

Data may be shared with authorized representatives of Member Organizations Data shared with NSOs will only include relevant information specific to their country. Recipients must ensure compliance with their own data protection policies and securely store or delete data as necessary.

Data Subjects have the following rights with regard to their personal data:

• Access: The right to request access to personal data held about them.
• Rectification: The right to correct any inaccuracies in their personal data.
• Erasure: The right to request deletion of personal data when it is no longer necessary for event purposes.
• Restriction: The right to restrict processing of personal data in certain circumstances.
• Objection: The right to object to the processing of personal data for legitimate interests.
• Data Portability: The right to request the transfer of personal data to another organization.

Requests to exercise any of these rights should be directed to privacymatters@scout.org.

In the event of a data breach, the following actions must be taken:

• Reporting: Any suspected breach must be reported to privacymatters@scout.org immediately.
• Assessment: The World Scout Bureau (WSB) will assess the breach and, if necessary, notify relevant authorities in compliance with applicable data protection laws.
• Containment and Remediation: Steps will be taken to contain the breach and mitigate any potential harm.

This policy will be reviewed regularly and may be updated as necessary to reflect changes in data protection laws, JOTA-JOTI event processes, or WSB practices. The most up-to-date version will always be available on the JOTA-JOTI platform.

For any questions or concerns regarding this policy or data protection related to JOTA-JOTI, please contact privacymatters@scout.org.