Privacy Policy

1. Information We Collect

Ward Signup collects and processes the following information:

• Account Information: Email address for authentication
• Event Information: Event names, dates, times, locations, and spot limits
• Signup Information: Names, contact information (email, phone), and preferences provided during event signups
• Invitation Data: Email addresses and names of individuals you invite to events
• Google Calendar connection data (only if an organizer chooses to connect Google Calendar): the Google account email, an encrypted refresh token, the chosen calendar’s identifier and display name, and identifiers of calendar events we create for synced time slots

2. How We Use Your Information

We use the collected information to:

• Provide and maintain the Ward Signup service
• Send authentication emails (magic links)
• Send event invitations on your behalf
• Enable event organizers to manage signups and track attendance
• Optionally write filled time slots onto a Google Calendar the organizer chooses, when they turn on Google Calendar sync
• Communicate important service updates

3. Information Sharing

We do not sell, trade, or rent your personal information to third parties. We only share information:

• With event organizers (when you sign up for their events, they can see your signup information)
• With email service providers (Resend) to deliver authentication and invitation emails
• With Google, when an organizer opts in to Google Calendar sync, so that filled time slots can be written onto the organizer’s chosen calendar (see section 4)
• When required by law or to protect our rights

4. Google Calendar

Google Calendar sync is optional. An organizer must connect a Google account in organization settings and then enable sync on an event. Ward Signup does not connect to Google Calendar unless the organizer does this.

When an organizer connects Google Calendar, we request permission to list calendars they can write to and to create, update, and delete calendar events needed to keep filled signup slots in sync. We use that access only to provide this feature. We do not use Google user data for advertising, credit scoring, or unrelated analytics. We do not sell Google user data. We do not transfer Google user data to other parties except as needed to write events onto the organizer’s own Google Calendar, or as required by law.

Ward Signup's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

If calendar sync is enabled for an event, each filled time slot is written as a Google Calendar event. That event includes the event name and the signup name. It may also include phone number, email address, guest names, and notes. Contact details and notes are placed in the event description, not the title. Anyone with access to that Google Calendar — including people the organizer has shared it with — can see those details. If the organizer turns on leader invitations, we may add the event leader’s email as an attendee so Google can send a calendar invitation.

An organizer can disconnect Google Calendar in organization settings. We then revoke our Google access token and stop writing to that calendar. Canceling a signup while sync is still on will update or remove the matching Google Calendar event. Disconnecting or turning sync off does not automatically delete events already on the calendar; the calendar owner can delete those in Google Calendar.

Information stored in Google Calendar is also subject to Google’s terms and privacy policy.

5. Data Security

We use industry-standard security measures to protect your information, including:

• Encrypted data transmission (HTTPS/SSL)
• Secure authentication via Supabase
• Database security with row-level security policies
• Encrypted storage of Google Calendar refresh tokens, with access limited to our server processes that perform calendar sync

6. Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated data
• Withdraw consent for email communications
• Disconnect Google Calendar in organization settings to revoke Ward Signup's access to that Google account

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Event signup data is retained as long as the event organizer maintains the event. Encrypted Google Calendar tokens are kept until the organizer disconnects Google Calendar or the connection is revoked. Identifiers of Google Calendar events we created are removed when the matching signup slot is cleared or the event is deleted. You may request deletion of your data at any time by contacting us.

8. Cookies and Tracking

Ward Signup uses essential cookies to maintain your authentication session. We do not use advertising cookies or third-party tracking.

9. Children's Privacy

Ward Signup is not intended for children under 13. We do not knowingly collect personal information from children under 13. Event organizers are responsible for ensuring appropriate consent for youth participants.

10. Changes to Privacy Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes via email or through the service.

11. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us at:

support@wardsignup.com