Privacy policy

Effective 6 November 2026

CAP Tracker is a private website run by Twin Tiers Cadet Squadron for its own members (see About). This page explains what information it uses, who can see it and where it goes.

What information it uses

• Member records from CAPWATCH, for this unit only. These include name, grade, member type, membership dates, promotion and training records, fitness test results, meeting attendance, duty positions, and the member's own email and phone number. Date of birth and gender are used only to look up the right fitness standards. Social Security numbers are never imported.
• Information entered on this site: accounts (username, email, two-step verification settings), tablet check-ins, the meeting schedule, fitness waivers (the event only, never the medical reason) and similar unit records.
• An activity log of sign-ins and of who viewed or changed records, kept for security.

Who can see it

• Only people with an account approved by the unit can sign in, and every account uses two-step verification.
• Members see their own records. Unit staff see the records their role needs, for example promotions staff see promotion records.
• Contact details are shown only to staff with a specific permission for them. Parent contact details are not used for the contact lists or announcements, and contacts marked "do not contact" are left out.

Emails

The unit sends meeting schedules and announcements to each current member's own email address from CAPWATCH. Addresses are sent as blind copies, so recipients don't see each other's addresses.

Google Contacts

Staff with permission to use member contact details may connect a Google account (their own, or the squadron's). CAP Tracker then uses the Google People API, with permission to manage that account's contacts, to keep a labelled list of current members' own email addresses and phone numbers there. It reads that account's contacts only to find the ones it created, which are labelled and carry a CAPID. It never changes, stores or shares any other contacts. It also receives the account's email address, only to show which account is connected. It does not access any other Google data. The access key is stored encrypted, and disconnecting revokes it. If a staff member loses that permission, the contacts CAP Tracker added are removed from their account and the connection is ended.

CAP Tracker's use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including the Limited Use requirements.

What is never done

• Information is never sold, used for advertising, or shared outside the unit's own use above.
• Nothing is ever sent back to eServices or CAPWATCH.

How long it is kept

CAPWATCH records are replaced with each new download, so people who leave the unit drop out. Accounts of people who are no longer members are deactivated. The activity log is kept for security reviews.

Questions

Email amelville1@cap.gov. Members can ask to see or correct their information. Most of it comes from eServices, so corrections are usually made there.