Health declarations: who sees what, the access log, retention
How a health declaration is signed, stored encrypted, who may open it and when it is deleted.
During registration
Pick a declaration template in the activity form. Registration then asks for a health declaration per participant: yes/no questions, with details only for a yes. A parent or guardian signs for a minor; an adult signs for themselves, drawn or by typed name. A signed PDF is created.
A family that verified its email by code and has a declaration of the same version from the last 12 months can confirm the existing declaration and sign again.
The general template's wording awaits legal review; the registration and settings say so too.
Who sees what
- Instructors, and the registrations list: only "medical info exists" or "doctor's approval needed". Never the answers.
- Owners and managers: open the full declaration and download the signed PDF.
- Parents: see their own family's declarations in the personal area.
Medical data is stored encrypted. Every view and download is written to the access log before anything is shown; if logging fails, nothing is shown. The log filters by declaration, staff member and dates.
Retention
Settings → Health declarations: the retention period in months, 24 by default. After it, the content and PDF are deleted automatically and only a "deleted by the retention policy" record remains. There you can also add your own questions (up to 10) as a new template version.
Nothing medical is ever sent by email, WhatsApp or reminders.