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Email Policy


Northern Lights District E mail List Definition and Policy

 

Purpose

The Northern Lights district of the Northern Star Council of the Boy Scouts of America maintains an active E mail list for the purpose of disseminating information of relevance to district volunteers and families.

Classes of Information

During the course of a scouting year, many items of interest become available. These items are grouped into the following areas.

Priority Class Name Examples  
1 District Events Camporees
Training Classes
Roundtables Pinewood Derby
Direct E Mail
2 Council Events Council Dinner
Council Pinewood Derby
Council Philmont Contingent
Council Training
Direct E Mail
3 Unit Events Pancake Breakfast
Openings in High Adventure Crews
Monthly Newsletter
4 Non Council Events Three Rivers Parks
Science Museum Sleep Over Twins Games
Monthly Newsletter
5 Other Misc Items Surplus Equipment Monthly Newsletter

In addition to the classes of information, there are multiple target audiences. Each subscriber has the option to subscribe to information pertaining to:

  • Cub Scouts
  • Boy Scouts

Each E mail is only sent to the appropriate audience group(s).

Frequency of E Mails

Effort is taken to not send an overwhelming amount of E mails to each subscriber. Many announcements are time sensitive and are sent quickly. Others are sent at a later time. Because the E mail content originates from volunteers, the E mail list needs to work with their time tables and cannot impose time frames on the volunteers. The webmaster is also a volunteer and the sooner email content is received, the easier it is to get the information disseminated.

In general, each E mail contains only one topic, since it is easier to keep track of important E mails when the subject line contains the item of interest.

The E mail list works in conjunction with the Northern Lights District Web Site to disseminate information. Not all content received for dissemination is appropriate for an E mail. This information may instead be posted on the District Web Site, or placed into a monthly newsletter E mail.

Monthly Newsletter

The monthly newsletter contains multiple subjects and is sent to all members of the District E Mail list. Because of the limited nature of the newsletter, all items for the newsletter must be sent in by the 10th of the month for publication around the 15th of the month.

Opt In – Opt Out Signup

This email list uses an Opt In / Opt Out technique that is totally automated. Historical E mail addresses collected prior to 2005 were added to the data base automatically. All E mail addresses added after then were done at the request of the subscriber.

Definitions

Opt-in (or Subscribe) - To opt-in or subscribe to an email list is to choose to receive email communications by supplying your email address giving us permission to email you. The subscriber can indicate areas of personal interest (e.g. Cub Scouts). When the subscriber signs up on the District Web Site, a message immediately goes out to the subscriber acknowledging the subscription. This message reiterates what the subscriber has signed up for, and provides an immediate way for the subscriber to edit their interests or opt-out.

Opt-out (or unsubscribe) - To opt-out or unsubscribe from an email list is to choose not to receive communications from the Northern Lights District by requesting the removal of your email address from the list.

To Opt Out – Or stop receiving E mail from the district.

If you wish to opt out, simply follow the instructions at the end of any email.

Acceptable Information for Email or Monthly newsletter

Any information that furthers the Boy Scout program by providing information on training, meetings, events, trips etc.

Inappropriate content

The following types of content will not be sent on the District E mail List or included in the monthly newsletter.

  • Non Scouting information
  • Direct solicitations for funds
  • Advertisements for products

Privacy

Email List Information Collection

For each subscriber that signs up for our email list, we collect only the information that is requested on the list signup form. Required fields are denoted with an asterisk (*). Our web servers may collect the domain name or IP address of visitors to our web page(s). Unless otherwise stated on our web site, we collect the email addresses of those who communicate with us via email and information volunteered by you such as (but not limited to) list signup information, survey information, and/or site registrations. In our email messages to you which are distributed through this list, we may have information from third party providers for events and services which may direct you to a site other than our own district web site. These sites may collect other information about your session. We do not sell or lease your personal information including your email address to other entities.

Use of Information Collected

The information we collect may be used as statistics in determining how our E mails are being received. Based on this information we can improve content and services and to customize the content and/or layout of our email messages, to notify you about updates to our web site and services, to send you our opt-in e-mail newsletter(s), to provide you with the information for which you signed-up or registered. This information is not shared with other organizations for commercial purposes.

Postal Address Collection and Use

If you supply us with your postal address on-line or you supply us with your telephone number, these are only used for E mail verification if needed.

Cookies

Our E mail messages do not contain cookies.

Security

We and Constant Contact, providers of the email list management service used for this list, strive to maintain appropriate security measures in our respective physical facilities to protect against the loss, misuse or alteration of information that we have collected from you for being part of our email list. Although we and Constant Contact take reasonable measures to secure our data, we cannot guarantee that the measures taken are or will remain adequate. Since we may include links in email to other companies' web sites, please refer to the privacy policies of those sites for information on how they handle security for information they collect.

Changes to Email List Privacy Policy

From time to time, we may use information for new, unanticipated uses not previously disclosed in this Email List Privacy Policy notice. If our information practices change at some time in the future, we will post the policy changes to the Email List Privacy Policy page of the District Web Site to notify you of these changes and provide you with the ability to opt out of our list. If you are concerned about how your information is used, you should check back at this Email List Privacy Policy page periodically.

For additional details on Constant Contact’s privacy policy, click here.

Updated 2007, Northern Lights District, Northern Star Council – Boy Scouts of America