1. Information We Collect
We collect information you provide directly to us when using our event registration and management platform:
- Staff and volunteer account information (name, email, username, password)
- Organization/church details and event information
- Family registration data (parent names, contact information, addresses)
- Participant information (children's names, ages, grades, medical information, allergies)
- Emergency contact information
- Authorized pickup information for child safety
- Check-in/check-out records and attendance data
- Incident reports and safety notes
- Photos uploaded for crew assignments (optional)
2. How We Use Your Information
We use the information we collect to:
- Manage event registrations and participant records
- Facilitate secure check-in/check-out processes
- Generate barcodes and wristbands for identification
- Send event confirmations and reminders via email and SMS
- Manage crew assignments and volunteer coordination
- Track attendance and generate reports
- Handle medical emergencies and special needs
- Ensure child safety through authorized pickup verification
- Communicate important event updates to families
3. Data Storage and Security
We implement appropriate technical and organizational measures to protect participant and family data:
- Secure authentication and role-based access control
- Encrypted sessions and CSRF protection
- Barcode-based security for check-in/check-out
- Restricted access to participant information (staff and volunteers only)
- Secure cloud storage for uploaded files and photos
- Regular database backups
- Audit logs for sensitive operations
4. Data Sharing
We take child safety seriously and limit data sharing. We may share information only:
- With authorized staff and volunteers within your organization for event management
- With parents/guardians regarding their own children
- With emergency services if required for participant safety
- To comply with legal obligations or court orders
- With third-party services for specific functions (email via SparkPost, SMS via Twilio, file storage via Cloudflare R2)
5. Your Rights
As a parent/guardian or organization administrator, you have the right to:
- Access your family's registration information
- Update or correct participant data
- Request deletion of your family's records (subject to legal requirements)
- Export registration and attendance data
- Opt-out of non-essential communications
- Review who has access to your children's information
6. Cookies and Session Management
We use cookies and sessions to:
- Maintain secure login sessions
- Remember your organization and event context
- Protect against cross-site request forgery (CSRF)
- Track active check-in sessions
7. Data Retention
We retain event and participant data according to the following guidelines:
- Active event data is retained throughout the event duration
- Historical attendance records may be kept for reporting and safety purposes
- Medical information is retained only as long as necessary for participant safety
- Organizations can request data deletion subject to legal requirements
8. Children's Information
Our service is designed to protect children's information:
- We collect children's information only through parent/guardian registration
- Children do not directly interact with our platform
- All child data is protected with enhanced security measures
- Access to children's information is strictly limited to authorized personnel
9. Changes to This Policy
We may update this policy from time to time. We will notify you of any material changes via email or through the service.
10. Contact Us
If you have questions about this Privacy Policy, please contact us at [email protected]