Privacy Policy

1. Who we are

The organizer of this activity planner and the operator of this website is ESE Management, LLC. ESE Management, LLC is an independent company. It is not a volunteer organization, and it is not affiliated with, sponsored by, or endorsed by The Church of Jesus Christ of Latter-day Saints.

References on this site to wards, stakes, or units are used only to identify the groups participants belong to; they do not mean the Church has any role in this activity planner or in how information is collected or used.

2. Information we collect

Registration information, provided by participants and their parents or guardians:

• Identity and contact details: name, date of birth, sex, ward/unit, address, and telephone number.
• Emergency contact names and phone numbers.
• Health and dietary information: allergies, special diets, medications (and whether the participant can self-administer them), chronic conditions, recent surgeries, special needs, and other limitations.
• Consent and agreement records, including the electronic (drawn) signatures of the participant and, for minors, a parent or guardian, and the date and version of each form signed.

Information added by organizers and leaders while planning and running an activity: role assignments, group, team, or family assignments, transportation and vehicle assignments, equipment or gear-check status, training completion for adult leaders, internal notes, and, for some adult leaders, a profile photo used on printed rosters.

Staff accounts. Leaders who sign in to the admin area provide a name and email address through our sign-in provider, and we record their assigned role and unit. We also keep a security log of administrative actions.

Technical information. Like most websites, our hosting and security providers process basic technical data such as IP address, browser type, and pages requested, to deliver the site, prevent abuse, and keep it secure. If site analytics are enabled they are privacy-focused and used only for aggregate statistics.

3. How we use information

• To register participants and confirm who is attending.
• To organize each activity: form groups and teams, plan transportation and equipment, and print rosters.
• To keep participants safe: know about medical needs, allergies, and dietary restrictions, and reach emergency contacts if needed.
• To keep required records of consent, permissions, and leader training.
• To communicate with participants, parents, and leaders about the event.
• To operate, secure, and troubleshoot the website and prevent misuse.

We do not sell personal information, and we do not use it for advertising or profiling.

4. Who can see your information

Access is limited to signed-in organizers and leaders and depends on their role. For example, unit representatives see only the participants from their own unit; medical staff and those responsible for food see the health and dietary details they need; and group or team leaders see what is needed to lead their group. Staff accounts must be invited by an organization administrator.

Because activities often take place where cell service is limited, leaders may print rosters, emergency-contact lists, medication and allergy summaries, and transportation manifests. Printed materials are for event use only and should be kept secure and destroyed when no longer needed.

We do not publish participant registration information on the public website. Photos or videos of participants are shared only as described in the consent forms participants sign.

5. Service providers

We use trusted companies to run the site, and they process information on our behalf only to provide their services:

• Website hosting and delivery (Vercel).
• Database hosting (MongoDB Atlas).
• Staff sign-in and account security (WorkOS).
• Spam and abuse protection on sign-up forms (Cloudflare Turnstile).
• Optional privacy-focused site analytics (Umami), if enabled.

We may also disclose information when required by law, or when needed to protect the safety of a participant — for example, sharing medical details with emergency responders.

6. Cookies and local storage

We use only what the site needs to work: a secure session cookie that keeps staff signed in, short-lived cookies used during sign-in, a cookie or local-storage entry that remembers which event you are viewing, and a local-storage entry that remembers your light or dark theme. We do not use advertising or cross-site tracking cookies.

7. Children and minors

Many of our activities are for youth, and registration is completed with the involvement and signature of a parent or guardian, who is responsible for the accuracy of the information provided. We do not knowingly collect information from a child outside of a parent- or guardian-supervised registration. Parents and guardians may review, correct, or ask us to delete their child’s information at any time (see “Your choices” below).

8. How long we keep information

We keep registration information only as long as it is needed to plan and run the activity and to follow up afterward, including any safety, incident, or record-keeping needs. When it is no longer needed it is deleted or de-identified. Health information is kept for the shortest time practical.

9. How we protect information

We limit access by role, require sign-in for all leader tools, transmit data over encrypted connections, keep a log of administrative actions, and use reputable providers to host our systems. No system is perfectly secure, so we cannot guarantee absolute security, but we work to protect the information entrusted to us and to fix problems promptly.

10. Your choices

You may ask us to show you the information we hold about you or your child, correct anything that is wrong, or delete it. To make a request, email us at drapercrescentviewtrek@gmail.com. For your protection we may ask you to confirm your identity, and we may need to keep some information where we are required to or where it is needed for safety.

You can also choose not to provide some information, but we may then be unable to register a participant, because certain details (such as emergency contacts and medical needs) are necessary for safe participation.

11. Links to other sites

The site may link to other websites, such as social media pages or video hosts. Those sites have their own privacy practices, and this policy does not cover them.

12. Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top shows when it last changed. If we make a significant change we will make reasonable efforts to let registrants know.

13. Contact us

Questions about this policy or your information? Contact ESE Management, LLC by email at drapercrescentviewtrek@gmail.com.