Privacy and your data

Help

Paddlers and leaders — tick the notice, download a copy, leave a session, hide a name, or redact

Privacy and your data

In-app help: open Help → Privacy and your data.

This is the how-to: where to tick, download, hide a name, or leave a session. The legal notice stays on Privacy. Your club or activity centre is the data controller — they answer formal requests. Welfare and committee: Handling a data request.

What you are asked to tick

On sign-up and each session sign-in, tick that you have read the privacy notice (the version is named on the form). That stamp is stored with your row.

Fill the essentials (name, emergency contact, swimming, craft). Open More details only if you need health, address, or kit notes. Health information is for on-water safety, not marketing.

Under-18s cannot sign themselves in. A parent or guardian uses an account, or the leader adds the child with paper consent. See Join without an account.

Who can see what

Creating an account does not unlock everyone’s contacts.

Who Names Phones / ICE / medical
Public / guests Counts and venues; your own row after you join No one else’s
Approved adult members of the host club Fellow adults’ display names (you may opt out) No
Under-18s on the roster Shown as Young person to peers Leader / authorised duty only
Session leader Full roster for that trip Yes — that trip
Organisation duty / admin Members of their org; guests stay generic Shore contacts as needed for duty
Emergency services Operational session fields Not participant names, ICE, or medical notes

Hide your display name from other organisation paddlers: Personal details → Hide my name from other organisation paddlers. You then cannot see Who’s coming on the session overview either.

Date of birth is hidden from other paddlers by default. Tick Show my age to other organisation paddlers to share your age in years on Who’s coming and the roster — never the full date, and never if you are under 18. Leaders and organisation duty still see the full date when they need it for the session.

Leaders may hide their name on public session pages from Personal details. Site administrator and leader tools still show the real name.

Download a copy (subject access)

You Where
Paddler (guest or account) Personal safe-return page → Download a copy of my information (JSON)
Signed-in leader Personal details → Download a copy of my information (JSON), or the same link on Privacy

The file is what this site holds for you (and, for leaders, sessions you organised). To correct something, edit Personal details / the sign-in row, or ask the session leader. To make a formal request, contact the club — they are the controller.

Journey CSV from Log is a paddling record (venues, distances), not a full subject-access file.

Leave a session (cannot make it)

If you have booked on a session and cannot go, leave before the leader Starts. That frees that person’s place (and linked children on the same sign-in). It does not cancel or delete the session — everyone else stays booked.

flowchart TD
    A[Cannot make the session] --> B{Has the leader pressed Start?}
    B -->|No — still planning| C[Open your personal page]
    C --> D[Leave this session]
    D --> E[You leave; session stays on]
    B -->|Yes — on the water| F[Mark yourself safe first]
    F --> G[Then Leave this session]

How to open your personal page

You are… Do this
Signed in Paddler → My trips, Home This week, or My sessions / Account → Sessions you’ve joined. The leave link names whose place it is.
Named session leader Hand over to another leader or Cancel this session (My trips, personal page, or leader page). Give up my place does not change who leads.
Guest Open the personal link you saved after joining (thank-you page). It is not emailed.
Lost the link Session roster → tap your name → Open your personal page, or ask the leader to Decline / remove you

Anyone with your personal link can open that row and mark it safe. Anyone with the leader link can see and edit the roster, including emergency contacts and medical notes. Bookmark them. Do not post them in a group chat. The site does not attach those links when you follow a link to another website.

On the personal page before Start, the main button names whose place it is (Give up my place, Give up my place and the children's, or Remove [name] from this session). After Start it stays under More options until you have marked safe. Named leaders see Hand over and Cancel this session first.

Leaving yourself also removes linked dependents you signed in. Your sign-in row is kept as an audit stub for the leader. The trip remains on the calendar for everyone else. To come back, use the join link while sign-in is still open.

Hide, redact, erase

What you want What to do
Leave this trip See Leave a session above
Hide your name on public past-session lists Archive name option on your trip page (leaders still see the record unless redacted)
Clear a sign-in of names and medical detail Ask the session leader to redact PII on that row. An audit stub remains. The log book keeps a redacted pseudonym.
Remove a trip from your log view Participants: remove from your log book (your link only). Leaders: erase a log book entry in one step.
Delete the whole archived session Site administrator only

The app cannot promise “delete everything everywhere”: backups and the club’s paper / JustGo records are outside this site. Ask the club.

A leader may print the emergency summary while the session is still active, and may send the confidential share link to the named duty officer by WhatsApp. Those copies are not removed by the archive purge. Destroy the printout and delete the chat when the session is over.

After the trip

Past sessions are the club archive (names where your role allows). Log / Profile is your journey and can-do book — other people’s names stay off. Retention can delete the archive; your log line is detached, not dumped with it.

Detail: Log book and Past sessions.

Suggest an improvement

Suggest in the menu, or Suggest an improvement in the page footer, opens a page you can share with a link or QR code. You can send a short idea and a priority (Must, Should, Could, or Would) without an account. The page may ask for a shared word so junk posts can be blocked — that word is not a PaddleSafe account. Add a name or email only if you want a reply. If you are signed in, the suggestion is linked to your account and included when you Download a copy. Site administrators see the list, grouped Must / Should / Could / Would, and can download a CSV. It is not shown to other paddlers and it is not used for marketing. The notice is on Privacy.

Checklist