Privacy notice

1. Who we are

Event Control Hub Ltd ("we", "us", "our") is the data controller for the personal data processed through the Event Control Hub platform (the "service"). We are registered in the United Kingdom and process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Our Data Protection Officer can be contacted at partnerships@echcontrollog.com. Any questions about this notice or your personal data should be sent to that address.

2. What personal data we collect

We collect the following categories of personal data:

• Account data — your full name, email address, password (stored as a one-way hash; we cannot read it) and, where you provide it, a profile photograph.
• Access data — the event invite code you enter, the events you are granted access to, your role and team assignments, and your callsign.
• Event records — information you enter into the control log during an event, including incident reports, welfare records, medical logs, lost-person and lost-property records, task assignments, radio checks and diary entries. These records may contain other people's personal data (for example names, descriptions and contact details of injured, lost or vulnerable persons).
• Submission data — when a report is submitted through a public reporting link, we record the submitter's IP address, approximate location derived from that IP address, browser, operating system and device type, and any contact details the submitter chooses to provide.
• Usage data — records of when you sign in, which pages you view and performance measurements that help us keep the service reliable. We do not use this to build a profile of you for advertising.

3. Why we collect it (our legal basis)

We process personal data under the following lawful bases set out in UK GDPR Article 6:

• Contract (Art. 6(1)(b)) — to set up and run your account so we can provide the service you or your organisation has asked for.
• Legal obligation (Art. 6(1)(c)) — where we are required to keep records (for example incident records that may be needed for safeguarding, health and safety or law-enforcement purposes).
• Legitimate interests (Art. 6(1)(f)) — to keep the service secure, investigate misuse, recover from faults, and produce aggregated statistics. Our legitimate interests are assessed against your rights and never override them.
• Consent (Art. 6(1)(a)) — for optional data such as a profile photograph. You can withdraw consent at any time by contacting the address above.

For special-category data (for example health information in medical or welfare records), we rely on the substantial-public-interest conditions in UK GDPR Article 9(2), including safeguarding of children and individuals at risk and the management of health or social care systems. Special-category data is only processed where it is necessary for the safe running of an event and is restricted to authorised event staff.

4. How we use it

• To create, approve and manage your account and your access to events.
• To record and coordinate event-control information so that event teams can respond to incidents, welfare needs and safety risks.
• To send you verification, approval and operational emails related to your account and the events you work on.
• To maintain an audit trail of changes to records, for accountability and incident review.
• To keep the service secure and reliable, and to investigate faults or misuse.
• To comply with legal, safeguarding and health-and-safety obligations.

We do not sell your personal data, and we do not use it for advertising.

5. Who sees it and who we share it with

Access to personal data is tightly scoped:

• The global administrator sees your name, email and the event you asked to join when approving your account.
• Once approved, your name (and callsign, where relevant) is visible to other staff on the same event so they can coordinate with you. Your email is never shown to other event staff.
• Event records are visible only to staff who have been granted access to that event, and within that to the teams and record types their permissions allow. Sensitive records (medical, welfare, lost persons) are further restricted.
• We may disclose personal data where we are legally required to, for example to the police, a local authority or a safeguarding body, or to protect the vital interests of any person.
• We use hosting and infrastructure providers to run the service. They act as processors under our instructions and are bound by written agreements that meet UK GDPR requirements.

6. International transfers

The service is hosted on cloud infrastructure that may process data outside the United Kingdom. Where this happens, we rely on the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, and we keep transfers to the minimum necessary to run the service.

7. How long we keep it

We keep personal data only as long as we need it:

• Account data is kept while your account is active and for a short period afterwards to allow withdrawal of access and audit, unless your organisation instructs earlier deletion.
• Event records are kept for the retention period set by the event or your organisation. After that, records are permanently deleted, unless a legal hold requires them to be kept longer.
• Welfare and medical records may be retained for the longer periods required by safeguarding and health-and-safety good practice.
• Where a legal hold is placed on a client's data, no data for that client is deleted until the hold is lifted.

You can ask for your data to be deleted sooner where there is no legal reason to keep it (see your rights below).

8. Your rights

Under UK GDPR you have the right to:

• Be informed about how we use your data (this notice).
• Access your personal data and get a copy of it.
• Rectify data that is inaccurate or incomplete.
• Erase your personal data ("the right to be forgotten"), subject to legal and safeguarding obligations.
• Restrict or object to processing in certain circumstances.
• Data portability — to receive your data in a structured, machine-readable format and reuse it elsewhere.
• Withdraw consent at any time where we rely on it, without affecting processing already done.
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk if you are not satisfied with our response.

To exercise any of these rights, contact partnerships@echcontrollog.com. We respond to requests within one month, and we will not charge a fee unless your request is clearly unfounded or excessive.

9. Security

We protect personal data with access controls, encryption in transit, row-level security that scopes every record to the organisation and event it belongs to, and audit logging of significant actions. Access to special-category records is restricted to authorised staff and is itself logged. We never store passwords in a form we can read.

10. Cookies

We use only the essential cookies needed for you to sign in and stay signed in. We do not use advertising or third-party tracking cookies. You can clear cookies in your browser at any time; doing so will sign you out.

11. Children

The service is not intended for use by children. Event records may contain information about children (for example lost-child incidents) where that is necessary for their safeguarding during an event. Such records are restricted to authorised event staff and are handled under the safeguarding conditions referred to in section 3.

12. Changes to this notice

We may update this notice from time to time. We will not reduce your rights without notice. The date at the foot of this page shows when it was last reviewed.

13. Contact

For any question, request or complaint about your personal data, contact us at partnerships@echcontrollog.com or write to Event Control Hub Ltd at the address on our website. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ico.org.uk).