Privacy Policy

To run the crew roster we hold your name, email address, phone number, emergency-contact name and phone, and (if you upload one) a profile photo. We also keep a record of your roster and duty history, your MOSS competency records, the date you last passed your medical refresher (a date only — no health information), any unit awards you have been given, and the hours you log on crew days and callouts, together with the hours you had already done before the app, carried over from the unit's records. The app also records the date you last opened it, so an administrator can tell whether an account is being used. If you turn on notifications, we also store the push address of that device — a code that lets the app send a notification to your phone and identifies nothing else; turning notifications off on a device deletes it. The Crewmaster and administrators can also put you on a unit email list (for example the tractor drivers' list). The app stores the address the list sends to — the email you registered with — and keeps the list in step with the unit's Google Workspace group of the same name, which delivers the mail. Those lists can include people outside the unit, in which case the app holds only that person's email address.

Solely to coordinate volunteer coastguard duties — building the roster, contacting crew about upcoming duties, tracking operational readiness, and reaching your emergency contact if something happens on the water. We don't use your details for marketing and we don't sell them.

Your lifetime total of logged boat hours is shown on your profile to every crew member. The individual entries behind it — which day, how many hours, who logged them — are visible to you, and to Masters, the Crewmaster and app administrators. Your name, crew, position, roster status, MOSS drill currency, medical refresher date and your awards (once the year's awards are published) are visible to other crew members — the Crew page now summarises who is overdue or due shortly for a drill, and the MOSS page has always listed it. Your email, phone and emergency contact are visible only to you and to those coordinating duties or bringing people into the unit (Masters, the Crewmaster, Watch Keepers, the Recruiter and app administrators). The date you last opened the app is visible only to the Crewmaster and app administrators; which unit email lists you are on is visible to them and to the Unit President, who also manages the lists.

We rely on a few service providers to run the app:

• Supabase — database and photo storage, held in Sydney, Australia. Until 10 September 2026 this was Singapore; your details now stay in Australia, alongside the app itself.
• Vercel — app hosting, served from Sydney, Australia. Vercel also measures how many times pages are opened and how quickly they load, so we can tell if the app is getting slower. That counting uses no cookies and doesn't follow you to other websites — it isn't tied to your name or contact details.
• Google Workspace — the unit's own email system (cgns.co.nz). It delivers mail sent to a unit email list and holds the addresses on each list.
• Resend — sends transactional and digest emails (US-based).
• Apple and Google push services — carry notifications to your phone if you turned them on. They see the device address and the notification text (a duty date and a crew name), never your name or contact details.
• GitHub — where the app's code is stored, in a private repository. Only the developer and one other unit volunteer who helps maintain the app can open it. This matters to you because the setup files that first created the roster listed real crew names, ranks and crews. Those files now use made-up names instead, so anything built from them today contains no real names. Older copies remain in the code's history: removing them would mean rewriting the entire project history, and even then copies can linger on GitHub's own servers — so we have chosen to leave them, where they stay visible only to those two people.

So the app still works at sea or out of coverage, pages you have already opened are saved on your own device by your browser. That copy can include crew names, phone numbers and duty assignments — whatever was on the pages you visited. It is a copy of what you had already loaded; nothing extra is collected and nothing is sent anywhere new.

One page is saved ahead of time rather than waiting for you to open it: the emergency drill charts, because that is the page you are most likely to need exactly when there is no signal. That page holds the drill flowcharts only. It contains no personal information — no names, no positions and no drill records — so nothing about anyone is stored on your device by this.

It is cleared when you sign out. If someone else signs in on the same device, the app clears the stored pages as their session starts, so a shared or borrowed phone does not leave the previous person's details readable.

App administrators can download a full copy of the roster data for backup. Once saved or shared, that file sits outside the app and is handled by whoever holds it — the same as any roster printout.

Your member record is kept while you're part of the unit and deleted when your membership ends. Your duty sign-ups, MOSS competency records, medical refresher dates and awards are deleted along with it. Your hours are kept, with your name on them — both those logged in the app and those carried over from before it. The unit reports its total volunteer hours externally, those totals must not shrink when someone leaves, and the unit needs to be able to say whose hours they were. They are no longer linked to an account. Activity audit logs are kept for 12 months and daily enrolment snapshots for 3 months, after which they're automatically removed. Notifications we have sent you are kept for 30 days, then removed; a device's push address goes the moment you turn notifications off on that device.

You can view and update your own contact and emergency-contact details any time from your account page. To request access to, correction of, or deletion of your information, contact the Crewmaster or a club administrator.