Terms of service

• EventOK is provided as-is by Milton Keynes Scout District, for volunteer-run youth groups to use free of charge.
• You're responsible for the children's data you collect through it — gather only what you need, share it only with appropriate staff.
• We don't guarantee uptime, but we work hard to keep it reliable. Have a paper fallback for camp.
• Don't abuse it — no spam, no scraping, no impersonation, no using it for anything that isn't about running a real event for real attendees.
• UK law governs these terms. If we ever have to settle a dispute, it's the English courts.

The EventOK web service (eventok.app) and the EventOK iOS leader app are operated by Milton Keynes Scout District, a registered charity in England and Wales. Charity number and registered address are available on the Milton Keynes Scouts website.

In these terms, "we", "us" and "EventOK" mean the District acting in its capacity as operator of the service. "You" means the person or group using the service — typically a volunteer leader or organiser of a youth-group event.

EventOK is two things working together:

• The web service, where organisers build events and parents complete a permission / registration form for their attendee.
• The iOS leader app, used at the event to scan registrations, see allergies and photo-permission status, and optionally print wristbands to a compatible Bluetooth label printer.

Both are intended for the legitimate organisation of supervised youth-group events — Scout camps, Cub days, volunteer training residentials, similar. They're not a general-purpose ticketing platform and we may decline accounts or events that aren't a fit.

Organiser accounts use one-time email codes — no passwords. You're responsible for keeping access to your email account secure, since anyone who can receive your codes can sign in as you. If you suspect someone else is accessing your account, contact us straight away at help@eventOK.app.

You must be an adult (18+) to hold an organiser account. Volunteers under 18 may use the service under the supervision of an adult account holder.

• Collecting parental permission and registration detail for a real, scheduled event your group is running.
• Checking attendees in and out at that event, and printing identification wristbands.
• Recording the operational detail a leader needs to keep an attendee safe (allergies, medical needs, emergency contact, photo permission).

• Marketing, advertising, profiling or sale of any information you collect.
• Collecting more information than you actually need to run the event safely.
• Sharing access to a parent's data with anyone outside your leadership team — especially anyone without a current DBS check.
• Scraping, bulk-downloading, reverse-engineering, or probing the service for vulnerabilities outside a coordinated disclosure.
• Impersonating another group, charity or organisation.
• Anything illegal, including any breach of UK GDPR or safeguarding obligations.

We may suspend or remove access without notice if we believe the service is being misused — particularly where children's data or safeguarding is at stake.

The personal data parents submit through your event forms is yours to administer as the data controller for your group (UK GDPR). EventOK is a processor on your behalf — we host it, restrict access, encrypt it, and delete it on schedule, but the decisions about what to collect and who in your team sees it are yours.

That means you take responsibility for:

• Only adding form questions you actually need.
• Granting access to leaders with appropriate DBS checks and revoking it promptly when they leave the team.
• Responding to parents' data-subject requests within the legal time limits.
• Reporting any data breach to the ICO within 72 hours if required.

EventOK will help where we can — see the privacy policy for what we do on the platform side, and email help@eventOK.app if you need anything from us to handle a request.

We aim to keep EventOK running smoothly, but it's provided as-is without any guarantee of uninterrupted availability. The internet, mobile networks, third-party hosting and weekend volunteer maintenance all happen. For anything safety-critical at an event — register paper copies of allergies and emergency contacts before you set off, and don't rely on the app being online.

To the fullest extent permitted by law, EventOK and Milton Keynes Scout District are not liable for any indirect, incidental or consequential losses arising from your use of the service — including loss of data, loss of business, or inability to access the service.

Nothing in these terms limits liability for death or personal injury caused by negligence, fraud, or anything else that can't lawfully be excluded.

Where we're liable for a direct loss caused by our negligence, the total liability is capped at £100 or the amount you've paid us in the preceding 12 months, whichever is higher. The service is free at the time of writing, so the cap is £100.

You can stop using EventOK at any time. To close an organiser account or delete the data your group has collected, email help@eventOK.app and we'll confirm and act on it within five working days.

We may terminate or suspend access if you breach these terms, particularly where children's data is at risk. Where it's safe to do so, we'll tell you first and give you a chance to fix it.

The EventOK iOS app is distributed through the Apple App Store, where Apple's standard end-user licence agreement applies in addition to these terms. The standard EULA is at apple.com/legal/internet-services/itunes/dev/stdeula/. Where the two conflict, Apple's EULA wins for app-store-specific matters; these terms cover everything else.

Apple is not a party to these terms and has no responsibility for the EventOK service. Support and refunds (where applicable) are handled by us, not Apple — see the support page.

We may revise these terms when we change something material about the service or the law changes around us. The "last updated" date at the top reflects the current version. If the change is significant, we'll flag it in the organiser dashboard the next time you sign in.

These terms, and any dispute arising from them, are governed by the laws of England and Wales. The English courts have exclusive jurisdiction.

Any question about these terms — email help@eventOK.app.