How we handle student information
Most participants in the Youth Leadership Experience are under 18, and some are under 13. This page explains what we collect, why, who can see it, and how long we keep it.
Who is responsible
Alumni Ambassadors runs the Youth Leadership Experience. Argo Consulting operates this registration site for Alumni Ambassadors, at no cost, and handles the information only to run the event.
How students are registered
A student can register themselves by naming a parent, legal guardian or another adult they trust, such as a coach, teacher, counselor, faith leader or youth leader. An adult can also register one or more students. Either way, we email that adult a link to confirm, and the registration is not complete until they do.
Students in grades 6 to 8 need a parent, legal guardian or foster carer to confirm. A student in grades 6 to 8 who registers themselves names theirs, and we email them to confirm. A teacher, coach, counselor, faith leader, Scout or youth leader or caseworker registering a group confirms that their organization has each grade 6 to 8 student's parent or guardian permission on file; if they give a parent's email, we send the parent a copy. Any other adult registering a student in grades 6 to 8 names the student's parent or guardian, and we email that parent to confirm. Only students in grades 9 to 12 may give their own email address.
What we collect
About each student: name, grade, school, the group they are coming with (such as a Scout troop or JROTC unit), interests for the breakout sessions, food allergies or dietary needs, accessibility needs and, for students in grades 9 to 12 who choose to give it, their own email address. For a student in grades 6 to 8 registered by someone other than their parent, the parent or guardian's name, email address and phone, which are optional when a group leader registers them.
About the adult who registers or confirms: name, relationship to the student, email address, mobile phone, and an emergency contact if different.
We do not ask for a student's phone number, home address, date of birth or photo.
How we use it
- To check students in and out of the event and keep an attendance record.
- To plan breakout sessions, lunch and accessibility on the day.
- To reach the student's trusted party, or the emergency contact, on the day if needed.
- To send the student's trusted party the confirmation, event passes and messages about this event, and to send a student who gave their email their own event pass and messages about this event, only once their trusted party has confirmed. We do not contact any other adult about a student.
Who can see it
Only Alumni Ambassadors organizers who sign in to the staff tools, and Argo Consulting staff supporting the site. Nothing about a student is shown publicly. We do not sell student information, use it for advertising, or share it with recruiters.
If you choose the merit badge option, we share a Scout's name and attendance with the Scout's unit leader so the requirement can be signed off. Alumni Ambassadors photographs and records the event. Registering includes the photo and video release, which the student's trusted party agrees to when they confirm.
How long we keep it
We keep this information only for the event and its attendance records. Alumni Ambassadors will set how long that is, and this page will say so before any information is deleted on that schedule.
Your choices
The student's trusted party can ask to see, correct or delete the student's information at any time, or withdraw a registration, by emailing argo@onamerica.org.