Privacy

What you type into our website forms and the membership application hosted for The Motley Squad by The Method Project.

Our contact, volunteer, sponsor and partner forms ask for a name, email address and what you are writing about. The volunteer form can also take a phone number and when you are free; the sponsor and partner forms ask for an organisation and, for partners, your role.

If you join directly through a form on this website, it asks for an email address so we can reply, who is filling it in, a first name, an age group, an area, how you heard about us and an optional note. You confirm that we may keep those details and, if you are signing yourself up, that you are 18 or older.

The Method membership application requires contact details, participant names and ages, and answers to screening questions. You can also leave optional notes. An adult can also provide a caregiver contact.

The membership questionnaire can also ask for a preferred name, a teen's last name, pronouns, birthdate or birth year, allergies and dietary restrictions, a teen's emergency contact, a household address, t-shirt size and how you heard about us.

It also asks about race and ethnicity, gender, sexual orientation, disability and neurodivergence, mental-health diagnoses and household financial hardship. Adults are also asked about guardianship, living situation and employment. All questionnaire questions are optional except a teen's emergency contact name and phone number; the application's basic details are still required.

After a membership is approved, a second questionnaire asks about each participant. It covers a special interest, what helps them feel calm, and which supports would help them at our events: for example a quiet place, extra time to take in information, visual or written instructions, help with transportation, communication support, physical or accessibility needs, notice of schedule changes, or help with transitions. Space is given to describe communication and accessibility needs. It also asks how we can help them connect with other people, how they like to spend time with people, and what they hope to get from our programs. For teens, it also asks which situations are especially overwhelming, which behaviours, communication styles or signs of distress staff should know about, and how staff can best support them when they are upset. An adult member fills it in for themselves. A parent or guardian fills it in for a teen, and fills in the adult version for a participant who has turned 18 but has no account of their own. Every question is optional.

When you send one of this website's forms, we also store your IP address and browser type with it. We use them only to stop spam and repeated sign-ups. The Method membership application uses your IP address to limit repeated applications, and a one-way code made from your email address to limit how often we send you a confirmation email.

If visit counting is on, each visit is counted with a one-way code made from your IP address and browser. The code changes every day, and your address itself is not stored.

Website form answers are stored in Supabase. Website form confirmations and notifications use Resend.

Membership applications and questionnaire answers are held in The Method Project's Supabase database for The Motley Squad.

Method sends membership application emails through Postmark. Those emails do not include questionnaire answers.

Pending membership applications are scheduled for deletion 180 days after submission. If an application is declined, its deletion date is 90 days after that decision. Questionnaire answers still attached to the application are deleted with it.

When an application is approved, its questionnaire answers become part of the household and participant records and the original application is removed.

We keep each participant's questionnaire answers during their active membership and for 12 months after their membership ends. This includes answers to the second questionnaire. We also keep a record that it was submitted and when. That record holds no answers; it is not removed when the answers are, and is deleted along with the participant's record. Shared household answers stay while anyone in the household remains a member and for 12 months after the last membership ends. We review sensitive answers annually to check whether they are still needed.

Our website-form and membership databases use Supabase Pro daily backups, normally available for the last seven days. Deleting a live record does not immediately erase backup copies. If a backup is restored, we reapply due deletions before making restored records accessible.

For requests to access or delete questionnaire answers or website form answers, email friends@themotleysquad.org. The second questionnaire is filled in through the member portal, once for each participant. Once submitted, questionnaire answers cannot be viewed or edited there; contact us if an answer needs correction.

We delete website form submissions 12 months after the inquiry closes or our last meaningful contact with you, whichever is later. If you become a member, volunteer, sponsor or partner, we keep only what that ongoing relationship needs. This schedule includes our copies of form-notification emails.

For privacy questions, email friends@themotleysquad.org.