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, removal and role-change history, including the name of a member or administrator who made the change;
• 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.

Previous Rows

Previous Rows shows the last 365 days of retained row records, crew, conditions, photos and routes to all signed-in active club members. This information is private to the club and is not publicly accessible.

Row availability history is visible to signed-in club members so the crew can see when someone joined, left, was added, was removed, or changed role. Where another member or administrator made the change, their recorded name is shown.

Active members may contribute photographs with optional captions and FIT or GPX routes to previous rows. Ready to Row records who uploaded them. Members may manage their own uploads; administrators may manage all uploads. Only administrators may delete a whole row record or mark a row cancelled.

Original upload filenames are visible only to the uploader and administrators. Other active members can view normalized photos and route records without those filenames. Original photo source files and source EXIF/GPS metadata are not retained.

Activities

Administrators can view an action history showing who created, changed, cancelled or deleted rows; joined, left or changed a crew; managed photos or routes; or updated a membership or sent an invitation. It does not record page views or sign-in activity.

Activities are retained for 365 days from the action, independently of the row’s date. Recorded names and descriptions may remain after a row or upload is deleted. Email values, uploaded files and route geometry are not copied into this log.

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 records, retained crew and signup history, recorded conditions, private normalized versions of uploaded photographs and uploaded routes are retained for 365 days after the row's scheduled start, then deleted by the scheduled retention process.
• 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.