Privacy
What LCCBC's booking tool keeps about you, who can see it, and how to get it removed.
This tool is run by and for members of the Lucy Cavendish College Boat Club to organise outings and land sessions. It replaces the shared spreadsheet the club used before. We keep as little as we need to put crews in boats, and nothing is sold or used for advertising.
What we store
- Your Cambridge email address — to sign you in (with a 6-digit code) and to send you the notifications you choose.
- Your name — your full name, and the short name shown on crew lists (e.g. "Joshua F").
- Rowing details — your squad, side, whether you row or cox, and any committee role.
- Crew and availability data — the seats you're put in or sign up for, your YES/NO replies (and any note), and the mornings and afternoons you mark as free, maybe or busy.
- An email log — which notification emails were sent to you and whether they arrived.
- A record of captain and admin actions (who changed a crew, approved a member, published a week), so mistakes can be traced and fixed.
Who sees what
- Every club member sees display names on crew lists, the published schedule, the committee's contact details and the member directory (names, squads, roles).
- Your captains and the club admins also see your email address, your availability and your attendance history, so they can build crews. Coaches see how many people are free, not who.
- You can see everything we hold about you on your own member page, and change your details and email settings in Settings.
Who processes it for us
- Convex — the database where the club's data is stored.
- Vercel — hosts the website.
- Resend — delivers sign-in codes and notification emails.
- PostHog (EU) — anonymous usage analytics, without cookies, so we can see which features are used. It never receives your email address or name.
River data
Conditions come from public sources: the flag and lighting times from CUCBC, river levels from the Environment Agency real-time flood-monitoring API (Open Government Licence v3.0), and weather from Open-Meteo (CC BY 4.0). Fetching them sends none of your data anywhere.
How long we keep it
- Sent emails are removed from the email log after 30–60 days.
- When you delete your account (Settings → Account), your profile, availability, notes, tokens and memberships are erased straight away. Past crew lists keep your short name as a plain label so old outings still read correctly.
- If you leave the club, you're taken off future sessions; your past crews stay.
Questions or requests
Talk to the club's committee (the President is responsible for this tool), or email privacy@camsocs.uk. You can ask for a copy of your data, a correction, or deletion at any time.