Privacy and data use

CadetDeck is the Mustang Cadet Squadron's tool for the weekly Calldown, attendance, Special Requests and reports. It is run by an administrator, Sebastian Castro Dombi, who also holds an Executive Staff billet.

CadetDeck is not an official Civil Air Patrol system and does not replace eServices or any official CAP record. The rules for using it are in the Terms of use.

From the squadron roster: your name, CAPID, rank, flight and billet. Your name, CAPID and rank come from Civil Air Patrol's eServices and nobody can change them in CadetDeck; a correction is made in eServices and arrives with the next roster import.

From you: your PIN (kept only in a scrambled form that nobody can read back), your Calldown answers and the time you sent them, a Late reason (a general category plus an optional short detail), your Special Requests, whether alerts are on for your phone, and any problem report you choose to send (what you wrote, the screen you were on, and a short description of your device such as “iPhone · Safari · Home Screen app”).

From staff: Leave (when you will be away for a while, so you do not have to answer Calldowns until it is removed), corrections, Staff Notes, administrator notes, and readiness dates (promotion hold, PT currency, membership expiry) that administrators enter from squadron paperwork. Executive Staff also enter one headcount number per meeting, with no names. Each Flight Commander uploads a monthly flight plan (a PDF or Word file, which includes a short statement on each cadet promoting that month), the First Sergeant uploads a monthly PT plan, and Executive Staff record a decision and reason on each; every version is kept.

Automatically: a sign-in session (when you were last active), a scrambled record of failed sign-in tries so repeated wrong guesses pause, whether alerts were delivered, and a permanent audit history of changes. To keep the flights even, CadetDeck places cadets using their whole Calldown record (answered on time, late or not at all, and how often Going), whether alerts are on, and rank; it never uses anything else, and every move is in the audit history. The same record lets Flight Commanders see, for their own flight only, who has gone quiet or is answering less than usual and, while a Calldown is open, who has not answered yet and probably will not (a guess from that cadet's own record, checked against past weeks), so they can check in. Error reports are counts of categories only, never names or what was on the screen.

• No email addresses, phone numbers, home addresses or parent contact details. (CadetDeck used to have these fields and no longer does. Older backups and the audit history may still hold details entered before that change.)
• No location, photos, medical information, birthdates or financial information.
• No advertising, no analytics, and no tracking of what you do across other sites.
• Your information is never sold.

• Your answer (Going, Not Going, Leave, No Response) and whether it was LateYou, Flight Staff of your flight, Executive Staff, administrators
• Your Late reasonYou, Executive Staff, administrators. Not Flight Staff
• Your Special Requests and their decisionsYou, Executive Staff, administrators. Not Flight Staff
• Staff Notes about youFlight Staff of your flight, Executive Staff, administrators. Not you
• Administrator notes and readiness dates (promotion hold, PT currency, membership expiry)Administrators only
• Every change made to your record, including when your PIN was set (the audit history)Administrators only
• Alerts sent to your flight or to everyoneEveryone it was sent to
• Lists with names (the People list and exports)Flight Staff for their own flight, Executive Staff and administrators for everyone
• The weekly briefing, saved every Saturday at 11:00 AM and kept with the other history: each cadet's rank, name, flight and answer for the meeting, who sent a Special Request and its type (never what they wrote), and the week's totalsExecutive Staff and administrators for everyone. Flight Staff for their own flight only, without Special Requests. Executive Staff or an administrator may print it on paper for adult members of the squadron, who then read it without signing in
• Whether you have signed in yet and turned on alerts (yes or no only, never your PIN)Flight Staff for their own flight, Executive Staff and administrators, so they can help you get set up
• Totals and chartsSquadron-wide totals and charts show numbers only, never names
• Flight standings (each flight's share of answers on time, answered, Going, and alerts on)Everyone signed in. Percentages for each flight only, never names
• The Squadron chart (every member's name, rank, flight and billet, and whether they are on Leave)Everyone signed in. Never your answers, records, CAPID or anything else
• A flight's monthly flight plan (the file its Flight Commander uploads, including notes on cadets promoting) and its reviewFlight Staff of that flight, Executive Staff, administrators
• The monthly PT plan the First Sergeant uploads, and its reviewExecutive Staff and administrators
• A problem report you sendAdministrators only

Flight Staff are Flight Commanders and Flight Sergeants. Executive Staff are the Cadet Commander, the two Deputy Commanders and the First Sergeant. Special Projects Officers (and their OIC) have the same access as any cadet; only administrators see more. Cadets see only their own record, plus the flight standings and the Squadron chart.

These limits are enforced by the system, not just hidden on screen.

Late reasons use a short list of general categories. Special Requests, Staff Notes and flight and PT plans are free text.

Do not enter medical details, accident or family details, or anything you would not want other people to read. Say “Sick” or “Family matter” and no more. If a conversation needs more detail, have it in person.

Alerts are optional. If you turn them on, CadetDeck keeps an address for your device that your phone's own alert service (Apple, Google or Mozilla, depending on your phone) gave it. Alerts carry only a short title and message, such as “Calldown closes tonight”, and are sent through that service. They are paused from 10 PM to 7 AM Mountain Time, except an urgent one from an administrator. A reminder sent before the deadline also carries a one-time code, readable only by your device, so you can tap Going or Not Going on it; the code works once, only for that week, only while that Calldown is open, and stops working if you are signed out everywhere or sign-in is locked. Tapping Sign out turns off alerts on that device.

You can turn alerts off in your phone or browser settings at any time. Your device address is deleted when you are made Inactive.

CadetDeck uses one sign-in cookie, needed to keep you signed in. It is not used for tracking. Your phone or browser also saves a few settings for convenience: display options, filters you picked, unsent drafts, an answer waiting to be sent while you are offline, whether you have opened your GroupMe link, and the on-time streak you were last congratulated on (so a cheer shows only once; this one stays on your device and is never sent anywhere). Clearing your browser data removes them, and signing out also clears unsent drafts.

CadetDeck runs on Cloudflare. The database is stored in the United States, though Cloudflare's network may handle requests from other places. Phone alerts pass through your phone's alert service. No other company receives your information.

The GroupMe card on the home screen only opens a GroupMe group. CadetDeck sends GroupMe nothing about you, and what you write there is handled by GroupMe under its own rules.

Information is shared only with the squadron staff described above. It may also be given to squadron commanders or Civil Air Patrol officials when needed for squadron business or for a member's safety.

Most members are minors, which is why CadetDeck collects as little as it can, with no contact details, and why staff must follow Civil Air Patrol's youth protection rules when they use it. A parent or guardian can ask the squadron leadership or an administrator what CadetDeck holds about their cadet.

Everything travels over an encrypted connection. Each person signs in with their CAPID and a personal six-digit PIN that each member chooses the first time they sign in. Only an administrator can issue a one-time code, to reset a PIN or for a staff member's first sign-in. Because the first person to set a PIN owns the account, members should sign in and choose theirs as soon as they are added, and tell an administrator right away if CadetDeck says their sign-in is already set up when they never did that.

Wrong tries pause that person on that device for five minutes. Sessions end after 15 minutes without activity. Administrators use a longer password; extra sign-in checks for administrators are not available yet. Administrators can end every session at once or pause sign-in for everyone but themselves.

Calldown responses, Special Requests, Late reasons, Staff Notes, flight and PT plans and backups are kept indefinitely. An audit history of changes is also kept permanently, and by design nobody can edit or delete it. That means anything typed into these fields is also copied into backups and the audit history and cannot be removed later. This is the reason to keep entries general. Messages and questions written before in-app messaging was turned off on October 13, 2026 are kept the same way; no new ones can be sent. A problem report is deleted three months after an administrator marks it done.

When a member is made Inactive, or is missing from a roster update, their sign-in PIN, open sessions and device alerts are removed immediately. Their past attendance history is kept. If they come back, a cadet chooses a new PIN at first sign-in, and Flight Staff or Executive Staff get a new one-time code from an administrator.

• See your own record any time in My record on the home screen.
• Ask an administrator to correct something that is wrong. Corrections are added and the original stays in the audit history.
• Ask what CadetDeck holds about you, or about your cadet.
• Turn alerts off in your phone settings, or ask to be made Inactive.
• Entries already saved cannot be edited or deleted by anyone (see how long records are kept).

If you think someone has used your account or you saw information you should not have, tell a squadron staff member right away. They will tell an administrator, who can end sessions, pause sign-in, reset your PIN and review the audit history to see what happened. Change your PIN from the Account menu after any concern.

If we learn that anyone's information was seen by someone who should not have seen it, we will tell the people affected and squadron leadership as soon as we can.

Do not use CadetDeck to report an emergency, abuse, bullying or a worry about someone's safety. Tell a trusted adult leader in person, follow Civil Air Patrol's youth protection reporting steps, or call 911 in an emergency. Nobody monitors CadetDeck around the clock, and that includes Report a problem.

This page describes how CadetDeck works today. When something changes, the date below changes too, and important changes are announced in CadetDeck. Questions? Ask any staff member or administrator.