Privacy policy

PRC Crewbird is an app and website for members of the Pacific Rowing Club. It’s used to sign up for practices and regattas, see boat lineups, keep track of erg scores and keep up with the team. Fin Taylor makes and runs them for the club. This policy explains what they collect, why, and who can see it. “The app” below means both, unless it says otherwise.

Most of this comes from you. Some comes from your coaches, and some from the club’s previous sign-up system, as explained below.

• Account details: your email address, or the address Apple shares if you use Sign in with Apple (which can be a private relay address). If you sign in with email, your password is stored only in a scrambled (hashed) form that no one can read.
• Profile: your name, whether you row or cox, whether you sweep or scull, and your preferred rowing side.
• Optional details: if you add them, your weight, your birthday, whether you race in men’s, women’s or mixed events, and an emergency contact’s name, phone number and relationship to you. Only add someone who’s happy for you to share their details.
• Club activity: the practices and events you sign up for or say you’re not going to, your place on any waitlist, the names of guests you bring, the jobs you take at an event, the lineups you’re in, when you last coxed or were last in a boat, and when you last read the team’s announcements.
• Regattas: your answers to the questionnaire a coach sets for a regatta or other event. These can include whether you’re racing, which races or boats you’d like, how many races a day, who you’d like to row with, travel, where you’re staying, and anything else your coach asks.
• Erg scores: the distance, time, stroke rate and date of the results you or a coach enter, and whether you’ve chosen to appear on your team’s leaderboard.
• Damage reports: what you report about club equipment, and a photo if you choose to add one. Photos are shrunk and re-saved before they’re sent, which strips location and other hidden details.
• Coaching records: coaches can post announcements, record times from practice pieces (including the crew in each boat) and seat races, and write notes about practices.
• Settings and device tokens: your notification choices, and which versions of the app you’ve opened, so we know when an old version is no longer in use. If you turn on notifications, a token from Apple (on an iPhone) or Google (on an Android phone) lets us send them to your phone, and if you add the home screen widget, a similar token lets us refresh it.
• Security records: to stop people guessing the club code, the server notes the network address of wrong guesses and deletes it within a day. To limit abuse of the QR code form and of event job links, it keeps a scrambled (hashed) form of the sender’s network address, never the address itself, for about a day. Our hosting providers also keep standard technical logs for a short time.

We don’t read your phone’s contacts, and we don’t collect your location, Apple Health data or advertising identifiers. The app has no ads, analytics or tracking, and doesn’t follow you across other apps or websites. It only uses the camera or your photos when you choose to add a photo to a damage report or save a picture of a lineup.

The club’s information can include people who don’t use the app:

• People a coach adds: a coach can add someone who hasn’t joined yet, so they can be put on a team and in lineups. The coach enters their name, whether they row or cox, whether they sweep or scull, their side and, if the coach has them, an email address, birthday, weight and emergency contact. Members see that person’s name in lineups and on sign-up lists. Only coaches and admins see the rest.
• If you join later: when someone joins with the same name or email, coaches are told, and a coach can merge the two once they’ve checked it’s the same person. Your own details are kept, what the coach entered fills in anything you hadn’t set, and you can change it afterward. Sign-ups, teams, lineups and erg scores move to your account.
• Names from the club’s previous sign-up system: while the club moves over to the app, a scheduled job signs in to the system it’s moving from and reads who’s going to upcoming practices: names and answers only. If you’ve said yes and you’re on the app, you’re signed up for that practice. If you aren’t on the app, your name appears on it as a guest.
• Damage reports from a QR code: anyone who scans a club’s QR code can report damage on the website without an account. The form takes what’s damaged and what happened and, if they choose to add them, a name and a photo. With no name, coaches see “Anonymous”. If you’re signed in and in that club, the report is sent as you.
• Event jobs from a link: a coach can share a link to an event’s jobs, so people without an account can take a job on the website. The page shows which jobs are open, never who’s on them. Signing up takes a first and last name and, if they choose, a phone number or email address. The club’s members see the name on the job, and the names on its jobs stay with the event afterward, as sign-ups do. Only the club’s coaches and admins see the phone number or email, and it’s deleted 30 days after the event ends. The browser keeps a private code so that person can change their jobs later, and the server keeps only a scrambled (hashed) form of it.

To correct or remove anything about you here, ask a coach or email us.

Only to run the app for the club: showing the schedule and lineups, managing sign-ups, waitlists and regatta entries, letting coaches build lineups and look after equipment, keeping track of erg scores, keeping the widget up to date, and sending the notifications you’ve chosen. Those are: a lineup you’re in being posted or changed, team announcements, moving off a waitlist, a damage report you sent being fixed, an optional reminder before sign-ups close, a coach’s reminder to answer a regatta’s questionnaire, a coach asking for help filling an event’s jobs, being taken off a job or a job you’re on being deleted, and for coaches and admins, sign-ups closing, new damage reports, and someone joining who looks like a person they added.

Coaches can see your emergency contact so they can reach that person if something happens at practice.

The phone apps keep a copy of the schedule and lineups on your phone so they open without signal and show in the widget. The website stores your sign-in in your browser, so you stay signed in until you sign out, and doesn’t keep a copy of the schedule or lineups.

• Other members can see your name, side, whether you row or cox, whether you sweep or scull, the practices and events you’ve signed up for or said you’re not going to, guests you’ve brought, the jobs you’re on at events, and lineups you’re in, including crews for each race.
• Coaches and club admins can also see your email address, weight, age, emergency contact, whether you race in men’s, women’s or mixed events, your regatta answers, your erg scores, coxing history, when you were last in a boat and how many practices you’ve come to lately, so they can put crews together fairly and look after people. They see damage reports and their photos, including those from a QR code with any name given; other members only see their own.
• Erg scores are seen only by you and your coaches and admins. If you choose to appear on your team’s leaderboard and a coach has shown it to rowers, your teammates can see your first and best results in each test and how many you’ve logged.
• Piece times are seen only by coaches, unless a coach shares them with the team. Seat racing results are always coach-only. A coach’s notes are seen only by that coach and any coaches they share them with.
• Fin Taylor, who runs the app, can reach all of this to keep it working and fix problems, and doesn’t use it for anything else.
• Service providers: the data is stored with our hosting provider, Supabase, in the United States (Northern California). Cloudflare serves the website. Apple handles Sign in with Apple and delivers notifications to iPhones, and Google (Firebase Cloud Messaging) delivers them to Android phones. GitHub runs the job that reads the previous sign-up system, and its logs can show names and who’s going for a limited time. We choose providers that protect your information at least as well as this policy describes, and they process it only to provide those services.

We don’t sell your information or share it with anyone outside the club, except if the law requires it.

We keep your information while you have an account.

Delete your account in the phone apps or on the website under Profile → Account → Delete account. This permanently removes your login, profile, optional details including your emergency contact, sign-ups, the jobs you took at events, regatta answers, erg scores, guests you added, your notes, your damage report photos and your device tokens, and ends Sign in with Apple’s access to the app. So that other members’ history still makes sense, past lineups and piece results show “Former member” in your place, and damage reports or announcements you sent stay without your name. If you still say you’re going in the previous sign-up system while that job is running, your name can appear on those practices again as a guest.

You can also email us to delete your account or to get a copy of your information, to remove details a coach added about you, or to remove a report you sent from a QR code, which has no account behind it. A club’s coaches and admins can also delete any of the club’s damage reports in the phone apps, which removes the report and its photo for good.

• Edit your profile at any time. Weight, birthday and your emergency contact are optional.
• Choose whether to appear on your team’s erg leaderboard.
• Turn notifications off in your profile or in your phone’s settings.
• Delete your account in the phone apps or on the website, as above.

The app talks to the server only over encrypted connections, and the server checks every request, so members only see what’s described above.

The app is for adult members of the club. It isn’t meant for children, and we don’t knowingly collect information from anyone under 13. If you think we have, email us and we’ll delete it.

If this policy changes, we’ll update the date above and let members know in the app.

Questions or requests: fin1taylor@gmail.com