NJSAR Digital Check-In

Privacy notice

Effective October 16, 2026

New Jersey Search and Rescue (NJSAR) operates Digital Check-In for event attendance, personnel accountability and ICS 211 reporting. This notice covers the participant page, its optional Google sign-in, the Admin site and these public information pages.

Information we use

We record information submitted for an event, such as name, member or agency ID, agency, contact phone, event and check-in/out times. Depending on the intake method, records may also include qualifications and assignment. Optional reminders use an email address and reminder preferences.

Optional Google sign-in provides your verified email address so the system can match your own membership details. The system also records attendance processing, report distribution and supported staff actions, including staff email addresses, timestamps and relevant changes.

How information is used and shared

We use this information to account for personnel, review attendance, produce reports, send requested reminders and maintain reliable operation. Authorized NJSAR staff can review relevant records. Finalized reports and unreviewed backups are saved in configured NJSAR folders. Finalized reports are emailed to Membership and the configured reporting recipients.

Google processes information through the Apps Script, Drive, Docs, Sheets, Forms and email services used by this system. Recipients may retain their own copies of reports.

Google account permissions

You can use the participant page manually without Google sign-in. Optional participant sign-in requests your email identity. The Admin site requests Google permissions for the system's spreadsheets, forms, documents, folders, email sending and scheduled tasks. Google Groups access may also appear in the current authorization request; current staff roles are managed within Digital Check-In.

These permissions can have broad Google service descriptions. The application uses configured NJSAR resources and does not read your Gmail inbox. Application roles and Google file sharing separately limit staff access.

Storage and retention

Operational records and report artifacts are stored in NJSAR's configured Google Workspace resources. Reports and backups can outlast the working attendance records. Cleanup of eligible working event records after 12 months and logs after three months is an explicit administrator action, not a guarantee of automatic deletion. Some records must be retained for operational reporting, accountability or applicable obligations. Contact NJSAR about a specific record.

Your browser may store sign-in, submission-recovery and receipt information so you can resume a session or finish a check-in/out action.

Your choices

• Use manual participant entry instead of optional Google sign-in.
• Stop optional email reminders using the controls provided in the reminder or visit page.
• Revoke the app's Google authorization in your Google Account connections settings.
• Request corrections, access or deletion by emailing digital.checkin@njsar.org.

Revoking Google authorization does not delete attendance or reports already recorded. NJSAR reviews requests against operational recordkeeping requirements and explains the result.

Use limits and protection

The Digital Check-In application uses Google account information for the functions described here. It does not sell that information, use it for advertising or use it to train general-purpose AI models. Its use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.

Access is controlled through Google identity, application roles and file permissions. No system can guarantee absolute security.

These public information pages

These pages are hosted by Google Firebase Hosting. They do not contain attendance records, member lists, a sign-in form, advertising or Google Analytics. Google handles technical request information needed to provide hosting. The check-in and Admin links take you to the existing applications on Google.

Questions and changes

Contact digital.checkin@njsar.org for support or privacy questions. Updates to this notice will appear here with an effective date.