Terms of service

Who may use the portal

The portal is for the Youth Leaders and admins we have set up with a sign-in. If your sign-in has not been linked to your record, you will not see anything to manage.

A Youth Leader sees and manages their own church's young people. Admins see every church's records. Young people do not sign in, and guardians register and give consent through the public registration form.

You are responsible for what is done with your sign-in. Keep it to yourself, and tell us if you think someone else has used it.

Acceptable use

• Use young people's details, consents and medical information only to run and look after them at camp.
• Do not share that information outside those who need it, or copy it somewhere it is not protected.
• Enter details you believe to be accurate, and only for young people from your own church whom you are entitled to register.
• Do not try to see another church's records, or to interfere with how the service works.

Consent

The consent recorded in Hotfish when a young person is registered is the consent we hold. There are no paper consent forms to return.

Only a young person's guardian can answer for them, and an adult answers for themselves. When a Youth Leader registers someone, they confirm the answers that person or their guardian gave, and the answers are recorded in that name — the Youth Leader is not giving the consent themselves.

Attending camp and medical treatment are needed before a young person's place is confirmed. Photography at camp, published photos and video, and swimming are asked of everyone and never a condition of a place: a no is recorded and respected. Swimming is asked again each time someone registers, because the answer matters most at the water's edge. A young person's guardian is also asked whether a Youth Leader may give them paracetamol for pain relief without contacting the guardian first; that is never a condition of a place either.

Changes and access

We may change these terms, and will update the effective date when we do. We may suspend or remove access if these terms are not followed. The service is provided as is, and we do not promise it will always be available.

Privacy

How we handle personal information is set out in our privacy policy.

Contact

Hotfish — privacy@hotfish.co.nz