Privacy notice

Who is responsible for your information

Information we collect

Depending on how you use Ready to Row, this can include:

• your name, approved email address, membership role and membership status;
• sign-in identity identifiers and authentication security data;
• invitations, sessions, administrative security records and audit events;
• rowing availability, signup and removal history;
• optional FIT or GPX route locations and timestamps;
• private row photographs, captions and who uploaded them; and
• limited technical logs needed to secure and operate the service.

Private row history

Administrators may upload private row photographs with optional captions; Ready to Row records who uploaded them. Normalized photos and route records are visible only to authorized history viewers. Original photo source files and source EXIF/GPS metadata are not retained.

Why we use it

We use this information to authenticate approved members, operate club rowing schedules, protect the service, keep appropriate administrative records and maintain optional row histories. Your information is not sold, used for advertising, or used for automated decision-making or profiling.

Our lawful basis

Our main lawful basis is ECA's legitimate interests in operating a secure club scheduling service. We only use information where this is necessary for those interests and balanced against your rights.

Who processes the information

We use service providers to operate particular parts of the service:

• Cloudflare provides application hosting, database and operational logging.
• Cloudflare Images inspects and transforms source uploads into normalized photo derivatives.
• Cloudflare R2 stores private route files and private normalized photo derivatives.
• Google and Microsoft provide sign-in services.
• SMTP2GO delivers membership invitations by email.
• Open-Meteo provides weather and marine conditions using either ECA's default launch coordinates or administrator-selected coordinates for an away row; Ready to Row does not send your live device location.
• Google Fonts and OpenStreetMap tiles can receive normal browser request information, such as an IP address.

International processing

Some providers may process information outside the UK. Where required, ECA relies on contractual or other legally recognised safeguards for those transfers.

How long we keep it

• Authentication sessions last up to 30 days, and expired sessions are cleaned up.
• Invitation links expire after seven days.
• Row, signup, recorded-condition, uploaded route and normalized photo data is kept for 90 days after the row and deleted when the row leaves the 90-day history window.
• Member, identity, invitation-security and audit records are kept while needed for membership administration, security, disputes or legal obligations, then reviewed against those purposes.

Cookies and similar technology

Ready to Row uses essential session cookies and similar technology to keep you signed in and help protect the service. We do not use advertising cookies.

How we protect it

We use access controls, authentication checks, limited access for administrators and security logging to help protect the service and investigate security issues.

Your rights

You can ask to be informed about how we use your information, access it, correct it, delete it, restrict its use, object to its use, or receive it in a portable format where applicable. Contact ECA using the details above; we normally respond within one month.

Complaints

Please contact ECA first so we can try to resolve your concern. You can also complain to the Information Commissioner's Office.

Changes to this notice

We may update this notice when Ready to Row or the way we process information changes. The latest version will always be published here.