The organisers, leaders and officers of the
Student Cross pilgrimage - including the Student Cross
Association (SCA) - recognise and treat as serious and important
the privacy of all those who take part in the pilgrimage and
communicate with us at any time.
There are a number of ways that you may share
personal information and data with Student Cross organisers and
officers before, during and after taking part in the pilgrimage.
In all of these interactions, you consent to the collection and
use of your personal information in accordance with this policy.
This policy covers centrally-managed and
leg-specific activities of Student Cross and the SCA. National
officers and leg leadership teams may only keep personal contact
data of present and past participants of the pilgrimage who have
opted in for that data to be kept.
The main principle used in all interactions is
that your personal data is only gathered and used for the purpose
for which it is intended. We will not sell, license or trade your
personal information to others, including direct marketing
companies or other such organisations or businesses.
The management and use of personal information is
carried out within current UK and EU data protection laws. This
policy has been developed to take account of the use of digital
technology but it is subject to change and any such changes may
only be notified within this policy.
The processing of personal data is regulated by
current law including the EU General Data Protection Regulation (GDPR).
Any requests by individuals for access to information held about
them by Student Cross should be made in writing to us by emailing
data [at] studentcross.org.uk
How personal information is collected
The remainder of this Policy describes the
specific, main ways that you may share personal information with
Student Cross. This list is not exhaustive and personal
information may be gathered and used for other specific reasons
1. Booking and applications
To facilitate bookings to join each annual Student
Cross pilgrimage, organisers and leaders operate an
online/digital booking system. We require applicants to apply by
submitting information, including personal contact information,
through that system. This personal data is required in order to
facilitate your participation in the pilgrimage and ensure that
we can send you the information necessary to take part.
If an applicant wishes to withhold their consent
from other permissions sought, eg appearing in promotional
photography, this needs to be recorded in the booking system to
ensure we are meeting our privacy commitments.
Online bookings are submitted into a central
digital booking record that can be accessed only by the National
Director, Recruitment Director and Online Booking Co-ordinator.
Bookings for a specific pilgrim group are additionally made
available to the leaders of the preferred pilgrim group (or
'leg'). Legs may keep contact details for up to one year after
the pilgrimage for the purpose of invitations to reunions and the
following yearís pilgrimage.
Applicants are asked to opt-in to allow us to keep
some personal data (including name and contact details) after the
pilgrimage for the purpose of marketing the pilgrimage in future
years (see 3. Keeping in touch).
The rest of the applicant's booking data may be
aggregated without identification for statistical purposes, but
otherwise is deleted post-Easter.
2. Student Cross Association
The Student Cross Association (SCA) is a registered charity that
exists to raise and disburse funds to needy pilgrims to enable
them to take part in Student Cross.
As part of the pilgrimage booking process, applicants are asked
to self-declare in one of several income categories or to request
further financial help from the SCA. This declaration is made
available to the leader of your preferred leg and may be made
available to the SCA Treasurer and Trustees to help them to
decide if you are entitled to an SCA grant or other bursary.
Leg leaders are asked to provide the SCA with an outline summary
of their leg annual accounts. This allows the SCA Treasurer to
assess that the leg has used grant money appropriately and is
The SCA maintains financial records digitally or manually to
record its income and expenditure and other financial decisions
in accordance with its status as a registered charity and the
legal requirements of the Charity Commission. These records
include the name, contact details and tax status of regular
donors. These records are maintained securely by the SCA
Treasurer and may be accessed by the Treasurer or Trustees.
To find out more about the SCA including its grants policy and
annual accounts go to
3. Keeping in touch
When providing your personal information for the
purpose of applying to take part in the Student Cross pilgrimage,
you will choose whether to opt in or not to receive ongoing
mailings from us. If you opt in, we reserve the right to keep
your name and personal contact information for the purpose of
marketing the pilgrimage and other activities in future years.
You can also opt-in to our mailing list at any time via
We may use this information to inform you of news
and information about the pilgrimage or to invite you to take
part in future pilgrimages or other events or activities
organised by Student Cross. Such communications may include
emails, phone calls or invites to join or follow social media
groups, lists or streams.
You have the right to amend or stop receiving any
or all such communications at any time. To request amendment or
removal from any communications including mailing lists, please
make your request in writing to us via email to
data [at] studentcross.org.uk
4. Website and other online places
The main Student Cross website does not currently
require visitors to log in to access any information. As such no
personal information is required to use the website. In common
with most websites, our website may gather logs of activity
including location and IP of the userís computer.
Student Cross currently uses a number of social
media platforms, including Facebook and Twitter. Some of these
outputs are managed by national officers, some by leg leaders (or
other volunteers acting on their behalf). Users can choose to
join or follow our social media groups or feeds, subject to the
privacy and data policies of the relevant social media platform.
Policy version: May 2018