UK hosting
The SailHQ app and database run in the UK. This location is the same for every region. The host is SiteGround.
A UK host does not prove legal compliance. Each club must check the privacy rules for its members and data.
Security for Canadian clubs
SailHQ Security
SailHQ uses UK hosting, encrypted traffic, hashed passwords, access controls and automatic backups to protect club data.
Last updated 20 August 2026
HTTPS
Encrypted in transit
UK hosted
Primary app and database
Local privacy
Federal and provincial privacy laws
Backups
Regular and automatic
See how the platform protects data
Security starts with a small set of controls. Each one is easy to explain and check.
Encrypted traffic and hashed passwords
Production traffic uses HTTPS. Passwords are hashed. We do not store them as plain text. Secure sessions protect signed-in users.
Access based on club roles
Each club sets roles for admins, committees, race teams and members. Each role only sees the areas it needs.
Automatic backups
The host takes regular automatic backups. They can help recovery after faults, mistakes or data loss.
Federal and provincial privacy laws
Check which Canadian privacy law applies
PIPEDA often depends on commercial activity. Provincial laws can also apply. Your club must confirm its coverage and breach reporting duties.
Check federal and provincial privacy laws
PIPEDA usually applies when a nonprofit carries out commercial activity. Provincial privacy laws can apply instead of, or alongside, federal rules.
Read official privacy guidanceWhat the club still controls
- Which member details it collects and why.
- Who can view, change, export or delete records.
- How long it keeps data after membership ends.
- How it handles requests, complaints and breach notices.
Member privacy
Limit who sees each detail
Club roles control member records. Profile settings add another layer for contact details.
Phone visible to committee
Email visible to other members
Address visible to admins
Date of birth visible to members
Example settings. Club permissions still set the final access level.
Respond to incidents in a fixed order
Clear facts help the club make the right local report.
- 1 Identify the issue and stop further loss.
- 2 Check which systems, clubs and records are affected.
- 3 Tell affected clubs without undue delay.
- 4 Give each club the facts needed for its local reporting decision.
- 5 Fix the cause and record the work completed.
Local notification rule
An organisation covered by PIPEDA must report a breach that creates a real risk of significant harm and notify the affected people.
Read Office of the Privacy Commissioner of Canada guidanceRead the policies
These documents explain how SailHQ handles data and service terms.
Checked country guidance
Keep the provincial route visible.
Sail Canada sets national programmes and prescriptions. Provincial associations handle club membership and many local services.
Record the route through Sail Canada.
Canadian clubs become Sail Canada members through their provincial sailing association. Sail Canada programmes and services are delivered through those provincial bodies.
What the club record should hold.
Keep the PSA name, membership return status, member categories and board owner in the club record.
Open the official sourceCheck federal and provincial privacy laws.
PIPEDA usually applies when a nonprofit carries out commercial activity. Provincial privacy laws can apply instead of, or alongside, federal rules.
What the club record should hold.
Record the province, coverage decision, privacy officer and breach assessment route for each data set.
Open the official sourceFollow Sail Canada Safe Sport rules.
Sail Canada applies the Universal Code of Conduct to Prevent and Address Maltreatment in Sport. Screening and criminal record checks can be required.
What the club record should hold.
Track the screening level, check date, Safe Sport training and independent complaint route for each role.
Open the official sourceAsk a direct security question
Tell us which control, data flow or club process you need to check.