Privacy policy

What we collect

About young people: name, date of birth, the church they come with, and the camps they are registered for.

About guardians: name, contact email and phone, and their relationship to the young person. A young person's guardian is also their emergency contact.

Consent records: each answer a guardian gives — yes or no — to attending camp, receiving medical treatment, being given paracetamol for pain relief by a Youth Leader, being photographed at camp, appearing in published photos and video, and swimming at the lake or beach, with who answered and when, and any later withdrawal. Adults answer the last three for themselves.

Medical information: a person's conditions, medication, allergies, dietary requirements and swimming ability, and a log of changes to them. Only people who need it to look after them at camp can see it.

About Youth Leaders: name, date of birth, contact details and the church they come with, plus the sign-in identity described below.

Registrations and notices: which camp each person is registered for and in what role, and the notices we show to signed-in users.

Signing in

Youth Leaders and admins sign in through Clerk, our sign-in provider. Clerk holds your email address and name, and our own database keeps a copy alongside a reference to your Clerk identity, and, if you choose to sign in with Google or Facebook, the basic profile that provider shares with us. We use that only to sign you in and match you to your record. Young people do not sign in.

Cookies

We use cookies only to make the site work: Clerk's cookies keep you signed in, and, while the site is not yet open to everyone, a cookie remembers that you have entered the access password. We do not use advertising or tracking cookies.

Why we use it

To run camps: to know who is coming, who is responsible for them, what their guardians have agreed to, and who to call in an emergency. We do not sell personal information or use it for advertising.

Where it is held

• Our web and API servers, and the database, are hosted in Sydney, Australia.
• Sign-in identities are held by Clerk, which processes them on our behalf.
• Once set up, encrypted backups of the live database will be taken every six hours and kept in Cloudflare R2 storage for 30 days.

How long we keep it

We do not delete records. A young person's details, consents and medical information stay with them from one camp to the next, so guardians do not have to re-enter them each year. When a record is no longer needed it is archived: hidden from normal use, but kept.

Your rights

You can ask to see the information we hold about you or a young person in your care, and to have it corrected. A guardian can withdraw a consent at any time. Contact us at the address below. In New Zealand you can also complain to the Office of the Privacy Commissioner.

Contact

Hotfish — privacy@hotfish.co.nz