00
DAYS TO GO DAY
00
hours hour
00
minutes minute
00
seconds second
DAYS TO GO DAY
hours hour
minutes minute
seconds second
Circular 06 – Registration (EN)
Data Protection Information Notice (EN) – First Edition, 4 May 2026
Klauzula informacyjna o danych osobowych (PL) – Wydanie pierwsze, 4 maja 2026
First Edition, 4 May 2026
This document contains all necessary information regarding the processing of personal data in connection with participation in the 26th World Scout Jamboree. This Information Notice is addressed to adult participants as well as minor participants and their legal guardians. It explains the purposes of personal data processing, data retention periods, and your rights under Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (General Data Protection Regulation, hereinafter “GDPR”). The obligation to provide this information arises from Articles 13 and 14 of the General Data Protection Regulation.
A detailed description of the processed personal data is set out in Circular No. 06, available for download at: https://www.jamboree2027.org/data-protection-notice
The controller of personal data is the Organising Committee of the 26th World Scout Jamboree (hereinafter: the “Controller”), with its registered office at: ul. Za Murami 2–10, 80-823 Gdańsk, Poland.
The Controller may be contacted in writing by post at the above address or by email at: [email protected].
The Controller has appointed a Data Protection Officer, who may be contacted at: [email protected].
Processing of personal data is carried out in accordance with Regulation (EU) 2016/679 (GDPR), as well as the Polish Accounting Act of 29 September 1994 and the Polish Civil Code of 23 April 1964.
Personal data of participants are processed for the purpose of registering participation in the 26th World Scout Jamboree and ensuring appropriate conditions for participation, including in particular: organisation and logistics of the event (accommodation, catering, infrastructure), ensuring safety (including processing health data to provide medical assistance), personalisation of the experience (including religion, diet, gender and special needs), communication (providing organisational information and programme updates), and archiving and documentation of participation.
The legal basis for processing is Article 6(1)(b) GDPR and Article 9(2)(d) GDPR. In emergency situations, data may also be processed under Article 9(2)(c) GDPR to protect the vital interests of the participant.
Data will be retained for 5 years from the end of the financial year in which the financial statements are approved.
Personal data are also processed for the purposes of implementing and settling public funding granted from public funds of the Republic of Poland, including reporting obligations. Documents may be transferred to funding bodies as evidence of expenditure of public funds.
The legal basis for processing is Article 6(1)(e) GDPR.
Data will be retained for 5 years from the end of the financial year in which the financial statements and grant reports are approved.
Personal data are processed to comply with legal obligations, including requirements related to mass events, sanitary regulations, and financial settlements.
The legal basis for processing is Article 6(1)(c) GDPR.
Data will be retained for 5 years from the end of the financial year in which the financial statements are approved.
For participants from countries requiring a visa to enter Poland, personal data are processed to support the visa application process, including issuing documents and transferring data to competent authorities such as the Ministry of Foreign Affairs, Polish diplomatic and consular missions, diplomatic and consular missions of third countries, and authorities responsible for public security and order.
The legal basis for processing is Article 6(1)(b) and (c) GDPR, and Article 9(2)(d) GDPR.
Data will be retained for 3 years after the end of the event.
Personal data may also be processed for the establishment, exercise, or defence of legal claims.
The legal basis for processing is Article 6(1)(f) GDPR and Article 9(2)(d) GDPR.
Data will be retained for 3 years after the end of the event.
The image of participants may be published without consent on websites and social media platforms for promotional, educational and marketing purposes, where the individual constitutes only a detail of a larger whole, such as a public gathering, landscape, or event.
The legal basis for processing is Article 6(1)(f) GDPR in conjunction with Article 81(2)(2) of the Polish Copyright Act of 4 February 1994.
Due to publication on social media platforms, personal data may be transferred to third countries or international organisations. Social media platforms act as independent data controllers and have their own privacy policies.
Data will be retained for 10 years after the end of the event.
Participants’ image may also be processed without consent for archival and historical research purposes, in particular to document the course of the 26th World Scout Jamboree.
The legal basis for processing is Article 6(1)(f) GDPR in conjunction with Article 89(1) GDPR.
Data will be processed for the period necessary to achieve archival purposes and subsequently stored for historical purposes for an indefinite period. The Controller applies appropriate technical and organisational safeguards, including data minimisation and restricted access.
Personal data of legal guardians are processed for the purpose of registering their dependent for participation in the event and for contact purposes.
The legal basis for processing is Article 6(1)(b) GDPR.
Data will be retained for 5 years from the end of the financial year in which the financial statements are approved.
Data may also be processed for the establishment, exercise, or defence of legal claims based on Article 6(1)(f) GDPR for a period of 3 years after the end of the event.
Personal data are processed for the purpose of contact in the event of an accident or other emergency situation.
The legal basis for processing is Article 6(1)(f) GDPR.
Data will be retained until the end of the event.
Personal data are processed to comply with legal obligations concerning the prevention of sexual offences and the protection of minors, including verification in relevant registers.
The legal basis for processing is Article 10 in conjunction with Article 6(1)(c) GDPR.
Information regarding verification and any criminal record data will be retained until a decision is made on whether the individual may be admitted to activities involving minors.
In the event of refusal, such data will be retained for the period necessary to pursue or defend legal claims, i.e. 3 years.
Personal data may originate from third parties, including organisations participating in the 26th World Scout Jamboree.
Personal data may be transferred to third parties on the basis of legal provisions and concluded agreements, including data processing agreements.
Data may be transferred under legal obligations to, inter alia:
Data may also be transferred under data processing agreements to, inter alia:
Transfers to third countries are based on Standard Contractual Clauses approved by the European Commission or other appropriate safeguards, including the Data Privacy Framework.
The Controller does not carry out automated decision-making, including profiling.
Providing personal data is necessary to participate in the 26th World Scout Jamboree.
Data subjects have the following rights:
To exercise these rights, please contact the Controller or the Data Protection Officer.
