Closed events
Exactly who can see what in a Closed event - the table, the sensitive-field rules, and the narrow sale-day exception.
Closed mode has one job: personal details stay inside the buying group that actually needs them to buy tickets. This page is the precise version of that promise.
Who sees what
In a Closed event:
| Looking at another member… | Name, photo, who's-ready status | Their account email | Personal details (address, postcode, phone, and answers marked sensitive - registration numbers usually are) | Unmarked answers (coach pickup, travel…) |
|---|---|---|---|---|
| Someone in their buying group | ✓ | ✓ | ✓ | ✓ |
| Their own group's admin | ✓ | ✓ | ✓ | ✓ |
| The event coordinator / owner | ✓ | ✓ | - | ✓ |
| An admin of the event's community (who's also in the event) | ✓ | ✓ | - | ✓ |
| A different group's admin | ✓ | - | - | ✓ |
| Any other member | ✓ | - | - | ✓ |
The one-line summary: organisers can reach you, but they can't read you. Coordinators keep everyone's email so they can chase, and the who's-ready view so they can run the event - but a coordinator outside your group cannot read your personal details. (A coordinator who's also in your buying group sees what any group-mate sees - being in the group is what grants it, not the title.)
On an event with sale plans, read the table per sale, with the people shared across all of them. "Their buying group" is any group you share with them in any of the event's sales, and a helper docked to a group in any sale sees what a group-mate sees on every sale of the event. Being a coordinator grants nothing extra in any sale, and neither does being a group admin.
In an Open event, everyone in the event sees everything - with two footnotes. First, members who haven't yet re-confirmed after a Closed→Open switch stay under Closed rules until they do (their choice, covered in Open vs Closed). Second, another member's account email never appears on their profile page - with one operational exception: site administrators can inspect login emails for support and admin workflows.
What counts as "personal details"
- Your profile contact details - phone, postcode, address, social links - are in the protected set. (Social links have one opt-out: you can choose to share yours publicly from your profile settings, and only then do they show more widely.)
- Custom event questions are protected when the coordinator marks them sensitive (registration numbers, ID, anything personal). Unmarked questions are event-wide in every mode by deliberate choice - the whole Squad genuinely needs to see who's on which coach.
- If in doubt, the app fails private: anything it can't classify is treated as sensitive.
Members see a small reassurance on sensitive questions in Closed events - only your group can see - before they type anything.
Helpers
A helper docked to your group sees what a group-mate sees - that's what lets them buy for you. It's one-directional: the group doesn't gain access to the helper's own details. On an event with sale plans, a docking is a relationship with the event rather than with one sale, so a helper docked to a group in the coach sale sees what that group's members see on every sale of the event.
The sale-day exception, precisely bounded
The one moment details cross a group wall: if your group gets its tickets, you might be able to help another group get theirs on sale day - just their details, just for the day. You are matched with one group at a time; a group still waiting can have several groups helping it. It's a narrow, revocable, audited window that arms only on Closed named-ticket events during the sale window, and it's documented in full on the multiple-group fallback. Even then, the helping group never sees the target group's account emails.
Where this is enforced
Member data is filtered server-side through a shared authorization policy before anything is sent - the rules live in one place, not in per-page judgement calls - and generated artifacts (like the offline sale-day backup files) carry their own dedicated gates on top: all-groups files simply aren't generated for Closed events, and tightening an event takes down any that already exist.