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 UK 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
UK GDPR and Data Protection Act 2018
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.
UK GDPR and Data Protection Act 2018
Use SailHQ within your UK privacy process
Your club decides why member data is used. SailHQ provides the controls and records that support your club, but the software does not replace its UK data protection duties.
Meet UK data protection duties
UK clubs must handle personal data under the UK GDPR and Data Protection Act 2018. The ICO has guidance for small clubs and membership organisations.
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
If a breach is likely to risk people's rights and freedoms, the club must notify the ICO without undue delay and, where feasible, within 72 hours.
Read Information Commissioner's Office guidanceRead the policies
These documents explain how SailHQ handles data and service terms.
Checked country guidance
Keep RYA and club records connected.
The RYA sets national sailing guidance. Each committee still owns its local rules, people and evidence.
Keep RYA affiliation details current.
The RYA is the UK national governing body for sailing and boating. Affiliated clubs can use its club support, training and technical guidance.
What the club record should hold.
Record the affiliation owner, renewal date and the RYA contact used for each club decision.
Open the official sourceMeet UK data protection duties.
UK clubs must handle personal data under the UK GDPR and Data Protection Act 2018. The ICO has guidance for small clubs and membership organisations.
What the club record should hold.
Record the lawful purpose, access owner, retention decision and member request history for each data set.
Open the official sourceSet a clear safeguarding policy.
The RYA recommends an appropriate safeguarding policy for affiliated organisations with children, young people or adults at risk.
What the club record should hold.
Keep the policy owner, review date, welfare contact and training evidence beside the relevant club roles.
Open the official sourceAsk a direct security question
Tell us which control, data flow or club process you need to check.