Meet360Privacy policy
Last updated: October 19, 2026
Meet360 is an app for running speed skating meets: volunteer sign-up, check-in, live race results, and emails before and after a meet. Meet360 is run from British Columbia, Canada. This page explains what we collect, who can see it, how long we keep it, and how it is deleted.
What we collect
- Volunteers: name, email and phone number when you sign up for a role, and the time you check in.
- Skaters and families: the skater's name, club, division and skating age from the meet's skater list (the age is used only by the meet's organisers to plan the races, and is never shown publicly; we never keep birth dates); the contact emails the club gives us from its registration system (the skater's and the parent's); the time a skater checks in; and, if a family adds it, how to say the skater's name.
- Skater membership numbers: a skater's Speed Skating BC (SSBC) membership number, from the club's registration export, to link their results from meet to meet for their season best and personal best.
- Coaches: name, email and club when a coach signs up, checks in, or asks to receive their club's results.
- Results: heats, lanes, places and times from the meet's timing sheets.
- Meets a family adds: for a meet that didn't use Meet360, the meet's name, date and the skater's times — typed in, or read from that meet's results PDF (protocol), which is kept privately with them as proof.
- Phone alerts (if you turn them on): a technical address for your phone from your browser, and which skaters and team you chose to follow.
- Surveys: your answers and the role you picked. We don't ask for your name. You can choose to leave your email at the end of the Meet360 survey so the Meet360 team can ask you about your answers — it is used only for that and never shared with clubs.
- Anonymous usage counts: a random number made by your phone (not linked to a name or email), which Meet360 pages opened and which features were used (for example, that a skater's certificate was opened or printed — the skater's name, not yours), the phone type, and whether the app was opened from the home screen — so we know how many people use the app.
- Contacting Meet360: what you send in a demo request, an "another sport" request, or a problem report (name, email, and for demo requests phone and club).
We don't collect birth dates, addresses, emergency contacts or payment details. When a club gives us its registration file, the app takes only the name, club, membership number and email, and leaves everything else in the file.
Why we use it
- To run the meet: sign-up, reminders, check-in, the race board, heat sheets and results.
- To email results after the meet to the skater's family and the skater's coaches.
- To show a skater's own season best (SB) and personal best (PB), from their results at meets run on Meet360.
- To send the meet coordinator the officials and volunteers list the sport's governing body asks for.
- To answer questions and fix problems.
Who can see it
| Who | What they can see |
|---|---|
| Anyone with the meet link | Skater names, clubs, divisions, races, lanes, places and times; volunteer names on the sign-up roster. The same things that are posted at the rink. |
| The host club's organisers | Everything for their own meet, including volunteer and coach emails and phone numbers, behind the club's password. |
| A skater's family | Their own skater's season page, through a private link sent to them by email. |
| Meet360 | Everything, only to run and support the app. |
Emails, phone numbers and membership numbers are never shown on public pages, and a skater's season page can't be found by typing a name or a membership number.
Where it is stored
Meet360 uses three service providers: Supabase (the database, in Oregon, USA), Cloudflare (the website) and Resend (sending emails). They store information on our behalf and don't use it for anything else. Some of it may be stored outside Canada.
Your phone also keeps some things in its browser: which skaters you follow, your chosen look, a copy of the meet's race board for when the signal drops, and, for organisers and station volunteers, a sign-in that expires after 12 or 24 hours. Clearing your browser's data for meet360.ca removes these.
How long we keep it, and how it is deleted
| Information | Kept until |
|---|---|
| Volunteer emails and phone numbers; family contact emails; meet coaches' emails | 2 years after the last meet you were part of, then deleted. Taking part in another meet (signing up, coaching, or racing) starts the 2 years again. |
| Coaches on a club's season results list | 2 years after the last meet they were sent, or sooner if they tap "Stop getting them". |
| The emails linked to a skater's membership number | 2 years after the skater's last meet. Each new meet starts the 2 years again. |
| Phone alert addresses | The day after the meet, or sooner if you turn alerts off. |
| Names, places and times (the meet's results) | Kept for good, as the record of the meet — so skaters can look back on every meet they raced, season after season. |
| Skater membership numbers (without any email) | Kept for season and personal bests. |
| Meets a family adds (and their protocol PDFs) | Until the family deletes them from the skater's page. |
| Survey answers | Two years. |
| An email you chose to leave on a Meet360 survey | 12 months (the answer itself stays for two years, without it). |
| Coaches' suggested changes to draft groups (club, time, note) | Two years. |
| Anonymous usage counts | Two years. |
| Demo requests, "another sport" requests and problem reports | 12 months. |
Deletion is done by Meet360's automatic daily clean-up, which permanently removes the information from our database. Copies of emails that were already sent stay in the inboxes they were sent to, and our email provider keeps delivery records for a short time under its own policy. The officials and volunteers list emailed to a meet coordinator belongs to the host club from then on.
Your choices
- Stop emails: every results email for coaches has a "Stop getting them" link. Volunteers can change or cancel their spot from the link in any volunteer email.
- Phone alerts can be turned off at any time on the alerts page, or in your phone's settings.
- See, correct or delete your information: email us at [email protected]. We'll reply within 30 days and can delete your email and phone number sooner if you ask. Results are the record of each meet, like the results posted at the rink, so they are kept.
Children
Many skaters are children. Their contact details come from their club's registration, where a parent or guardian registered them, and results emails go to the addresses the club gave us. A child's name, club, places and times appear on the meet's race board, as they would on the results posted at the rink. A skater's season page is private to their family.
Changes
If we change how we use or keep information, we'll update this page and the date at the top.
Contact
Questions or requests: [email protected].