Privacy policy

• We don't sell your data. Ever, to anyone.
• We don't use it for advertising. No tracking pixels, no profiling.
• Only event staff see it. Every leader with access to a child's details holds a current DBS check.
• Photos auto-delete. The check-in photo of your child is permanently deleted within seven days of the event by default.
• You can edit or withdraw at any time. Sign in to your account at /me to change or remove a submission before the event.

EventOK is operated by Milton Keynes Scout District as the data controller for personal data submitted through this service. Our charity number and registered address are available on the Milton Keynes Scouts website.

For privacy queries, please email help@eventOK.app.

When a parent or guardian completes a registration form, we collect:

• The child's name, date of birth and section / group.
• An emergency contact name and phone number.
• Allergies, dietary preferences and medical needs you choose to share.
• Your name and email address as the parent / guardian submitting the form.
• A photograph of the child, used by leaders to identify them safely at check-in.
• Your photo-permission choice (whether the group can use photos of your child).
• Any other answers you give to questions the organising group has added to the form.

We don't ask for the child's medical conditions or other special-category data unless the organising group has added a specific question for it. When we do receive such information, it's used only to keep your child safe at the event.

We process this information under UK GDPR Article 6(1)(e) — performance of a task carried out in the public interest by a youth organisation — and Article 9(2)(g) for any health or special-category information. In practice that means we use it to:

• Confirm your child's place at the event.
• Identify them at check-in and respect your photo-permission choice.
• Reach you in an emergency during the event.
• Cater for dietary needs and respond appropriately to medical issues.

Access is restricted to event staff with a current DBS check. The tenant owner controls who in the team can see what — including a "limited" mode that hides medical and dietary detail from check-in helpers who only need to identify children by name and photo.

We do not share your information with any third party for marketing, advertising, profiling or sale. We do not sell data under any circumstance.

We use trusted infrastructure providers — Microsoft Azure (UK and EU regions) for hosting, database and email delivery, and Cloudflare for DNS and TLS. These providers process data on our behalf under data-processing agreements and don't use it for their own purposes.

• Photos: automatically deleted seven days after the event by default (the organising group can shorten this; it can't be lengthened beyond 30 days).
• Registration details: kept until the end of the programme year, then securely deleted unless we're required to retain them for safeguarding, insurance or accident-reporting reasons.
• Deleted events: when an organiser deletes an event, all its registrations are removed from active systems and permanently purged after 90 days.

You can ask us at any time to:

• See what we hold about you and your child.
• Correct anything that's inaccurate.
• Delete information that's no longer needed.
• Object to our processing it.
• Withdraw photo permission (we'll honour this immediately).

To exercise any of these rights, email help@eventOK.app and we'll respond within 30 days.

You also have the right to complain to the Information Commissioner's Office if you believe we've mishandled your data.

All connections are encrypted (TLS 1.2+). Photos are stored encrypted at rest. Access to the admin area requires a one-time email code — no passwords to forget or reuse — and is logged. Tenant data is partitioned so groups never see each other's registrations.

Most of the information on a registration relates to a child. We treat it accordingly: we collect only what's needed to run the event safely, restrict access to DBS-checked staff, and delete photos quickly. We don't profile children, market to them, or share their information with any third party for any reason.

We'll update this page if we change anything material. The "last updated" date at the top will reflect when. Significant changes will also be flagged on the registration forms themselves.

For any privacy question, data-subject request, or concern — email help@eventOK.app. We aim to reply within five working days.