Emailing Policy

Keeping our digital communications as reliable as a well-tied bowline.

Email & Communication Policy

Effective: August 2026

1. Purpose of Service

The ScoutingSite Group Email service is provided to enable professional, secure, and GDPR-compliant communication within Scouting Groups and Districts. By using this service, you agree to represent your Scout Group with the integrity and values of the Scouting movement.

2. Infrastructure & Data Location

Our email infrastructure is powered by Tucows/OpenSRS. It is important to note the following regarding your data residency:

Residency: Email data (including messages, attachments, and logs) is stored in high-security data centres located in Canada.
Legal Status: Canada is recognized by the UK Government as having an "Adequate" level of data protection. This means your data is protected by laws equivalent to the UK-GDPR.
Encryption: All emails are encrypted in transit via SSL/TLS and stored using enterprise-grade AES encryption.

3. Acceptable Use (The "Don'ts")

To maintain our sender reputation and ensure your emails actually reach parents' inboxes, the following uses are strictly prohibited:

Spamming: Sending unsolicited marketing or bulk emails to people who haven't opted in.
Illegal Content: Storing or transmitting material that is unlawful, harmful, or abusive.
Account Sharing: We recommend 1 mailbox per leader. Sharing passwords significantly increases the risk of data breaches.

4. GDPR Responsibilities

As the account holder, your Scout Group remains the Data Controller for any personal info contained within your emails. You are responsible for:

Subject Access Requests

You must be able to provide copies of emails to individuals if they make a formal request.

Right to Erasure

Ensuring that sensitive data is deleted from your mailboxes when it is no longer needed (e.g., medical forms after a camp).

5. Service Limits

To ensure system stability, the following default limits apply:

Feature	Limit
Attachment Size	35MB per email
Storage	Varies by plan (Standard 5GB or 10GB per mailbox)
Recipient Limit	Max 100 recipients per single email (to prevent spam flags)

6. Account Termination

If a ScoutingSite Group Email subscription is cancelled or expires:

The mailbox will be suspended immediately.
Data is held for 30 days as a grace period.
After 30 days, all emails, contacts, and settings are permanently purged from the Canadian data centres and cannot be recovered.

Need help with your setup?

Contact the ScoutingSite Support Team via your dashboard for technical assistance. ScoutingSite™ is a trading name of Camp & Event Solutions Ltd.