San Martin ☘️ RSVP

What this site keeps, and why.

This site helps San Martin 4-H project leaders know who is coming to project meetings. It is run by the club, not by 4-H nationally, and is separate from official enrollment.

What we store

• Households: a family name, and the name and email of each parent or guardian. Families enter this themselves on the registration page and confirm it by email. What they entered is held for up to seven days while we wait for the confirmation link to be opened; if it isn't, it is deleted.
• Members: name only, and which projects they're enrolled in. No birth dates, addresses, phone numbers, school, medical, or emergency information.
• Meetings: your RSVP (who's coming, how many adults, any note you leave) and when you answered.
• Leaders: name and email of the volunteer leaders who sign in.

How it's used

• We email parents and guardians about project meetings.
• RSVP links are unique to your household and meeting. Don't forward them. Parents and guardians can also sign in with their email to see their own household's meetings and answers, and nothing else.
• Project leaders see only the households in their own projects. Notes you leave are shown only to those leaders.
• Family information is never shared outside the club.

How your information is protected

• Encrypted in transit. Every page and every RSVP link uses HTTPS.
• No passwords to leak. Nobody has a password. Leaders, and parents who want to see their meetings, sign in with a one-time link sent to their email, so there are no passwords stored anywhere.
• Private links. Your RSVP link is a long random code unique to your household and that one meeting. It can't be guessed, and nothing about your family is visible without it.
• Only club volunteers. The only people who can sign in are officially registered San Martin 4-H project leaders and club administrators, and each account is created by the club administrator.
• Need-to-know access. Project leaders can only see the households in projects they lead; the club administrator manages the rest.
• Minimal data, stored securely. We keep only names and guardian emails, on a single club-run server in the United States, backed up nightly and kept up to date with security patches.
• No tracking. No advertising, analytics, or third-party scripts. The only cookies keep you signed in (one for leaders, one for parents and guardians) and remember a registration you've started for up to seven days so you can resend or correct the confirmation email; that one is deleted as soon as you confirm. None of them identifies you to anyone else.
• Sign-ins expire. A sign-in lasts 30 days on that device, or 365 days if you tick Remember this device when you ask for the link. Signing out ends it at once, and only the device that opened the link is signed in.

Questions about any of this? Ask your club administrator.

Removal

To stop receiving emails or have your family's information removed, contact your club administrator. RSVP history for past meetings is kept for the club's records.