Privacy and your documents
Who we are
Group Leader is run by [Managing Trade — EZ-Groups / Menin Gate, ondernemingsnummer en adres], the company behind the houses you book with. For the documents you keep in the vault we work on behalf of your school or tour operator, which decides what goes in and who sees it; for your sign-in and the record of what happened in the vault, we are responsible ourselves. Questions: [privacy@… / contactpersoon].
What we keep, and why
The trip: dates, house, group composition and rooming list come from your booking; nothing is typed twice.
Your documents: whatever you or your trip leaders file against the list of document kinds — tickets, coach papers, lists, consents, identity copies, medical sheets. We keep them so the group can reach them on the road and at the border. We use them for nothing else.
Your sign-in: your e-mail address, your name and language, the one-time codes we send, and a record of who filed, shared, deleted or downloaded what, and when.
Who sees what
Only people with a seat on the trip see its documents: the organiser sees everything of their trip; a trip leader sees what was shared with the trip and never an invoice or other money document. A document is yours alone until you share it. Our staff do not look inside the vault.
How long
Sensitive kinds of document — identity documents, medical sheets, lists with personal details, consents — are wiped automatically seven days after departure: the key that opens them is destroyed, and the file becomes unreadable, backups included. Other documents stay as long as the trip exists; whoever filed a document can delete it at any time. The record of what happened in the vault is kept for [5 years] as proof of correct processing.
How we protect it
Every document is stored encrypted under its own key on our own servers in Belgium; you sign in with a one-time code, not a password; uploads are checked and photos are stripped to pixels, which also removes location data. The downloaded trip bundle lives on your phone: lock your phone and delete the bundle after the trip.
Your rights
You can see, correct and delete what you filed yourself at any time in the app. For everything else — access, erasure, objection — pupils and parents turn to the school or tour operator that organises the trip; the school turns to us and we answer within a month. You may also complain to your data protection authority.
Processing terms for schools and tour operators
Our processing terms (what we do on your instructions, how we secure it, how we help with requests and breaches, and when we erase) are part of the booking conditions and are available in full from [privacy@… / contactpersoon]. In short: we process only as the application lets you instruct us, we use no sub-processors for the vault's contents, we notify you of a breach within 24 hours, and we erase a trip's or a person's documents on your written request within [5 working days].