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 US 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 state privacy rules
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 state privacy rules
Check the US rules that apply to your club
The US has no single privacy law for every sailing club. Your board must check the federal and state rules that cover its members, records and breach notices.
Check the laws that apply
The US has no single privacy law for every sailing club. Federal rules and state privacy laws can apply, especially when clubs handle children's data.
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
Breach notice duties depend on state and federal law. Every state, the District of Columbia, Puerto Rico and the Virgin Islands has a breach notification law.
Read Federal Trade Commission guidanceRead the policies
These documents explain how SailHQ handles data and service terms.
Checked country guidance
Separate national rules from state duties.
US Sailing prescriptions cover racing. SafeSport, tax and privacy decisions need their own owners and evidence.
Record the US Sailing relationship.
US Sailing is the national governing body for the sport and the US member authority of World Sailing. Clubs and other organisations can join its membership network.
What the club record should hold.
Keep the organisation membership contact, renewal status and board owner with the club record.
Open the official sourceCheck the laws that apply.
The US has no single privacy law for every sailing club. Federal rules and state privacy laws can apply, especially when clubs handle children's data.
What the club record should hold.
Name the board owner, relevant state, retention rule and breach contact for each sensitive record.
Open the official sourceFollow SafeSport reporting rules.
Adults with regular contact or authority over minor athletes must take SafeSport training. Suspected child abuse must also be reported to law enforcement.
What the club record should hold.
Track the covered role, training date and reporting contact without storing confidential case detail in general notes.
Open the official sourceAsk a direct security question
Tell us which control, data flow or club process you need to check.