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
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 only covers centrally-managed activities of Student
Cross and the SCA. (Leg leadership teams may separately keep
personal contact data of present and past participants of the
pilgrimage; queries about these should be directed to leg
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 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 the UK Data
Protection Act 1998. Any requests by individuals for access to
information held about them by Student Cross should be made in
writing to the National Director of Student Cross by emailing
co-ordinator [at] studentcross.org.uk.
A statutory fee (currently £10) is payable.
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 as required.
1. Booking and applications
To facilitate bookings to join each annual Student Cross
pilgrimage, organisers and leaders operate an online/digital
booking system. We ask applicants to apply by submitting their
information through that system. Information gathered includes
name, email, phone & address as a minimum requirement.
An applicant is entitled to decline to use that system if they
have a legitimate privacy concern, but we are also entitled as an
organisation to choose whether to accept such applications by
another method, such as by letter or by taking details verbally.
In this latter case, such details still need to be recorded
digitally or manually. 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 Editor. Bookings for a specific
pilgrim group are additionally made available to the leaders of
the preferred pilgrim group (or 'leg').
Some personal data (including name and contact details) are kept
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
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
After providing your personal information for the purpose of
applying to take part in the Student Cross pilgrimage, we reserve
the right to keep your name and personal contact information for
the purpose of marketing the pilgrimage and other activities in
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, email newsletters,
phone calls or invites to join or follow social media groups,
lists or streams.
You have the right to stop receiving any or all such
communications at any time. To request removal from any
communications including mailing lists, please make your request
in writing to the National Director via email to
co-ordinator [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: October 2017