Privacy Policy

Who is responsible for your data

DenHQ is software used by Scout groups and clubs to run their sections. Each club that uses DenHQ is the data controller for the records it creates about its members, guardians and volunteers. DenHQ provides and operates the platform on that club's behalf as a data processor.

If you are a parent, guardian or member and want to see, correct or delete records held about you, contact your club's leadership team first. You can also write to us at privacy@denhq.mikai.ai and we will route the request to the right club.

What we store

• Account details for adults — name, email address, club and section membership, roles and section jobs.
• Youth member records — name, date of birth, section, and attendance history. Date of birth is used to work out when a member is due to move up a section.
• Health and safety information — allergies, medical notes and safety notes entered by leaders or guardians so that the adults supervising an activity know what they need to know. This is special category data and is only visible to club staff.
• Guardian and emergency contacts — name, phone number and email address.
• Attendance and sign-in logs — who arrived, who left, and which scouters were on duty for a meeting, trip or activity.
• Photos and video uploaded by club staff and linked to a meeting, trip or activity.
• Meeting audio recordings and transcripts — for scouters' (adult) meetings only, when a leader chooses to record. Recordings are stored privately and are visible only to club staff.
• Messages and polls sent between club members inside the app.
• Forms and consents completed by guardians, including signatures where a form asks for one.
• Payment records — whether a trip fee has been marked as paid. DenHQ does not process payments and never sees card or bank credentials.
• Technical data — sign-in timestamps, device push notification tokens, and error and diagnostic logs.

Why we store it, and our lawful basis

• Legitimate interests / performance of a contract — running the club's programme: meetings, roll call, trips, activities, communications and records of who was present.
• Vital interests and explicit consent — health, allergy and medical information, provided by a guardian so leaders can keep a young person safe on an activity.
• Consent — photos and video, meeting recordings, and marketing or demo requests. Consent can be withdrawn at any time.
• Legal obligation — attendance and safeguarding records a Scouting organisation is required to keep.

Who we share it with

We do not sell your data and we do not share it with advertisers. Data is visible to the staff of your own club only. We use a small number of processors to run the service:

• Supabase — database, authentication and file storage, hosted in the EU.
• Cloudflare — application hosting and content delivery.
• Emailit — transactional email such as invitations and notifications.
• ElevenLabs — speech-to-text for scouters' meeting recordings, where a leader turns that feature on.
• Google (Gemini) — optional AI assistance for drafting programmes, activities and meeting minutes, where a leader uses those features.
• Open-Meteo — weather forecasts. Only a location and a date are sent; no personal data.

Children's data

DenHQ is a tool for adult volunteers and guardians. It is not intended for use by children, and we do not create accounts for youth members. Records about young people are entered by club staff or by a guardian acting for their own child, and are visible only to that club's staff and that child's guardians.

How long we keep it

Club records are kept for as long as the club uses DenHQ and for as long as its Scouting association requires attendance and safeguarding records to be retained. When a member leaves, their record can be archived or deleted by the club. Meeting recordings can be deleted by club staff at any time. If a club closes its account, its data is deleted within 30 days of the request.

Your rights

Under the GDPR you have the right to access your data, to have it corrected, to have it erased, to restrict or object to processing, and to data portability. You also have the right to complain to the Irish Data Protection Commission (dataprotection.ie). To exercise a right, contact your club or email privacy@denhq.mikai.ai. We respond within one month.

Reporting and blocking

Messages, photos and videos in DenHQ are created by club members. If you see something that breaks the rules, use the Report action on the message or photo. A report records what was reported, who reported it, the reason you chose and any note you add, and is sent to your club's administrators, who can hide the content. You can also block another member: their messages are hidden from you and they cannot be added to new conversations with you. Blocking is private — the other person is not told. Reports are retained while the club uses DenHQ so that repeat problems can be seen.

Security

Data is encrypted in transit and at rest. Access is enforced at the database level so that a signed-in user can only reach the records belonging to their own club and role. Photos, files and meeting recordings are held in private storage that requires an authenticated, authorised request.

Deleting your account

You can ask your club administrator to remove your account, or email privacy@denhq.mikai.ai from the address on your account. We will delete your personal account data within 30 days, except where a club is legally required to retain an attendance or safeguarding record.

Changes

If we change this policy we will update the date at the top of this page and, for significant changes, notify club administrators in the app.