Privacy

What we collect

• From Google sign-in: your name, email address and Google's account ID. We don't receive your password, contacts, Gmail or Drive, and we don't store your profile picture or any Google token.
• What you enter for your family: names, ages, gender, relationships, contact and emergency details, home church, city and state.
• Your plans: meals and menu choices, hotel room requests, and travel details such as flights and arrival times.
• Medical or accessibility needs, only if you choose to share them and agree to the consent statement. You can withdraw consent at any time, which deletes them.
• Payment records from Zeffy: amounts, dates, what was bought, and the payer's name and email. Card details never reach this app.
• Emails you send to the registration team, and the team's replies.
• If you call the conference phone line: your phone number, the time of the call, which team you asked for, and any voicemail you leave.
• A record of each sign-in: the time, your IP address, the approximate place and internet provider that address belongs to (for example “San Antonio, Texas, AT&T”), and the kind of device and browser. We use it to spot misuse, such as many fake accounts from one place. The place is looked up in a database kept inside the app, so your address isn't sent to anyone else. Only NACOG admins can see it.

Parents or guardians register their children. We don't ask children to sign in or give their own details.

Who sees it

Only the NACOG volunteer teams that need it to serve your family, and only what their role needs. Each volunteer is added to a team for one conference year, and the app checks their team on every page and every change.

• Medical details are shown to the food team (allergies and diabetes) or the accommodation and transportation teams (mobility and wheelchair needs), plus NACOG admins.
• Emails to families never include medical details.
• Every staff change is recorded in an audit log, which shows who did what and when, but not your medical details.

We never sell your information or share it with anyone outside NACOG, other than the services below that run the app for us.

Services that handle your information for us

• Microsoft Azure hosts the app and its database in the United States. The database can't be reached from the internet.
• Google provides sign-in, and the conference's Gmail account sends and receives the registration emails.
• Zeffy takes payments. You give your card details to Zeffy, not to us.
• Twilio runs the conference phone line and stores voicemails.
• Grafana Cloud stores the app's technical logs. The logs never contain names, emails, phone numbers or medical details.

How long we keep it

Within 30 days after each conference ends, NACOG admins remove:

• medical and accessibility details, and dietary notes;
• volunteers' free-text notes about families;
• sign-in records (IP addresses, places and devices).

They can also anonymize the year's records, which removes names, phone numbers, contact details, payer details, emails and call records, keeping only counts, ages and amounts for planning and the treasurer. Database backups roll over within 14 days. Your Google sign-in stays, so you can register again next year without starting over.

Cookies

The app sets one cookie to keep you signed in, plus the short-lived ones Google sign-in needs. There are no ads, no tracking and no analytics cookies.

Your choices

• You can see and change your family's details on your home page until registration closes, and ask the registration team for changes after that.
• You can withdraw consent for medical details on the registration page at any time.
• You can ask us to delete your family's information. If you have paid, we keep the payment amounts the treasurer needs.

Questions

Reply to any email from the registration team.