Privacy policy

EddyIn helps paddlesport clubs record who is on the water and confirm that everybody is safely back. Doing that involves personal data, including emergency contact details, which we treat as sensitive throughout.

This policy covers the EddyIn website and the EddyIn application. EddyIn is in development, and this policy will be updated as the product develops.

Who is responsible for what

There are two different relationships here and it matters which one applies.

For club and member data: your club decides what member information it holds and why. Your club is the data controller. EddyIn processes that data on your club’s instructions as a data processor. If you are a club member with a question about the information your club holds about you, your club is the right place to ask.

For this website: EddyIn is the controller for anything you send us directly, such as a message through the contact form.

Information we handle

When you contact us

The contact form asks for your name, email address, and optionally your club and country, along with your message. We use this to reply to you. We do not add you to a mailing list, and we do not share it.

Club member information

Where a club connects a member list, EddyIn reads the columns that club has chosen to map. That typically includes member names, contact numbers, and emergency contact names and numbers. EddyIn reads this list. It never writes to it.

Clubs should only include the information EddyIn needs. If a column is not mapped, EddyIn does not store it.

Trip records

When a trip starts, EddyIn records who was on it along with the contact details that applied on that day. Trip records are kept as a safety record and do not change when the current member list changes.

Information on a leader’s phone

For a trip to remain usable without mobile reception, the details of that trip are saved on the trip leader’s device. This is limited to the people on that one active trip. A club’s full member list and its full set of emergency contacts are never copied onto a leader’s phone.

Once a trip has been completed and that completion has reached EddyIn, the local copy is removed from the device.

Google Sheets

Where a club uses Google Sheets as its member list, the club shares that sheet with an EddyIn service account with read only access. EddyIn reads the sheet from its servers. The credentials for that access are held securely and are never present in the website or the application in your browser.

Keeping clubs separate

Each club’s data is isolated from every other club’s. That separation is enforced in the database itself rather than by what the application chooses to display, so it cannot be worked around by changing a web address or a request.

How long we keep things

• Contact form messages are kept while we are dealing with your enquiry, and then no longer than we need them.
• Current member records are kept while the club is using EddyIn. Members removed from a club’s list are marked inactive rather than deleted, so historical records stay intelligible.
• Trip records are kept as a safety record for as long as the club uses EddyIn.

There is a genuine tension between a request to erase personal data and the purpose of a safety record, and we would rather state it than hide it. Removing somebody from a club’s current member list stops them appearing in new trips. It does not rewrite the record of a trip that already happened. Clubs with a specific erasure request should contact us so it can be handled properly.

Your rights

Depending on where you are, you may have rights to access, correct, delete or restrict the use of your personal data, and to complain to a data protection authority. Where your club is the controller, ask your club first. We will support any club dealing with such a request.

Analytics and cookies

This website does not use advertising cookies and does not track you across other sites. If we add privacy respecting analytics later, this policy will be updated first.

Security

Data is encrypted in transit and at rest with our infrastructure providers, access is restricted by role, emergency contact information is kept off devices that do not need it, and sensitive values are kept out of web addresses and logs. No system is perfect, and we would rather say that than imply otherwise.

Changes

We will update this page when the product changes. The date at the top shows when it was last revised.

Contact

Questions about this policy can be sent through our contact form.