Privacy Policy

Last updated: October 9, 2026

1. Overview

Summer Camp Portal ("the Platform") is a self-hosted, multi-tenant software platform that helps camp organizations manage registrations, volunteer training, event scheduling, and related operations.

2. Information We Collect

Account information

When you create an account, we collect your name, email address, and password. If you sign in with Google, we receive your name and email from Google. We do not store your Google password.

Registration and participant information

When registering for a camp session or event, we collect participant names, dates of birth (for youth programs), household address, and emergency contact details. For general events (conferences, summits), we collect attendee names and optional email addresses.

Health and medical information

For youth camp programs that require health records, we collect medical conditions, allergies, dietary restrictions, medications, and emergency notes. This information is provided by parents or guardians and is used solely for the safety of participants. No page of a counselor in training's own account (section 7) asks for it. Health data is access-restricted to authorized medical and administrative staff.

Volunteer information

Volunteer profiles may include biographical information, skills, experience, occupation, emergency contacts, and background check status. Volunteers choose whether to make their profile visible in the volunteer directory.

Payment information

Payments are processed through Stripe. We do not store credit card numbers, bank account details, or other payment credentials on our servers. Stripe's privacy policy governs the handling of your payment data. We retain transaction records (amounts, dates, invoice references) for accounting and receipting purposes.

Training and activity data

We track training module progress (video completion, quiz scores, completion dates), event selections, check-in records, and feedback submissions to support training compliance and event management.

Technical data

We log IP addresses and timestamps for security auditing purposes (login attempts, administrative actions). We do not use tracking cookies or third-party analytics.

3. How We Use Your Information

We use collected information to:

  • Process registrations and payments for camp sessions and events
  • Ensure participant safety through health records and emergency contacts
  • Manage volunteer applications, training, and compliance
  • Facilitate event scheduling, badge generation, and check-in
  • Send transactional communications (registration confirmations, training notifications, board meeting invites)
  • Generate reports for organizational administration
  • Maintain security through audit logging and brute-force protection

We do not sell, rent, or share your personal information with third parties for marketing purposes.

4. Data Access and Role-Based Controls

Access to your data is controlled through a role-based permission system. Different staff roles have access to different types of information:

  • Parents/guardians can view and edit their own household, camper, and registration information
  • Volunteers can manage their own profile and training records
  • Affiliate staff can access registrations, volunteer records, and session data for their specific affiliate only
  • Medical staff can access health records for their affiliate
  • Central administrators can access organization-wide data

Staff members from one affiliate cannot access data belonging to another affiliate. This isolation is enforced at the database query level.

5. Data Storage and Security

  • Data is stored in a managed PostgreSQL database with encrypted connections (SSL)
  • Uploaded files (photos, documents, training proofs) are stored in private cloud storage with time-limited, signed URLs — files are never publicly accessible
  • Sensitive API credentials are encrypted at rest using industry-standard encryption
  • All web traffic is encrypted via HTTPS with HSTS enforcement
  • Login protection includes rate limiting (account lockout after repeated failures) and optional two-factor authentication
  • Content Security Policy headers protect against cross-site scripting
  • All significant administrative actions are recorded in an append-only audit log

6. Third-Party Services

The Platform uses the following third-party services to operate:

Background check services, if used by the Organization, are governed by that service provider's own privacy policy and applicable law.

7. Children's Privacy

The Platform processes data about minors (campers). Almost all of it is entered by their parents or legal guardians. The one exception is described below: with a parent or guardian's consent, a camper aged 15 or older may hold a counselor-in-training account of their own, and some information then comes from them directly. No child under 13 can hold an account, and we do not knowingly collect personal information directly from a child under 13.

Health records, photos, and other sensitive information about minors are subject to strict access controls and are never made publicly accessible. Camper photos are stored with signed, time-limited URLs and excluded from public-facing pages.

Counselor-in-training accounts

Some camps run a counselor-in-training program for older campers. A camper aged 15 or older (a camp may set a higher minimum), and under the camp's age of majority (18, or up to 21 where the camp sets it higher), may have their own account for that program. The account exists only if their parent or guardian has consented to it and a camp administrator has then sent an invitation to an email address the parent or guardian gave. A camper cannot sign up for this kind of account themselves, and the account opens only the counselor-in-training pages and its own sign-in settings.

What the account holds:

  • their name, copied from the camper record their parent or guardian keeps, and the email address their parent or guardian gave for them;
  • the password they choose, which we store only in a scrambled form that cannot be read back, and any passkey they add;
  • which counselor-in-training lessons they have marked as finished;
  • the messages in their conversations with camp staff;
  • their own agreement (their assent) to training and to messages, and when they gave it or took it back.

We do not collect their phone number, home address, photo, school or any background-check information, and they have no listing in the volunteer directory. Their date of birth comes only from the camper record their parent or guardian keeps. Camp administrators may also write evaluations of the camper's season, which only that camp's administrators can read.

Messages. There are no private messages. Only a camp administrator can start a conversation, and a second staff member is named on every one. The parent or guardian is part of every conversation, by design, and can read and reply to every message. The camper can reply but cannot start a conversation. Notifications and emails about a new message never include what it says.

The parent or guardian's choices. Each part of the program needs the parent or guardian's consent, given separately, and they can withdraw any of it at any time from their own account:

  • withdrawing consent to the sign-in closes the counselor-in-training pages to the camper and signs them out everywhere;
  • withdrawing consent to training stops the training;
  • withdrawing consent to messages stops all new messages in those conversations;
  • withdrawing consent to the program ends the camper's place in it for that session, which also closes their pages and signs them out.

Training and messages also need the camper's own agreement, which they can take back at any time; taking it back stops that part. A parent or guardian's withdrawal always stops it, whatever the camper has agreed.

What these accounts never get. We send them no push notifications and no marketing or fundraising email, and they are not added to any organization's contact list. They cannot sign in with Google: only with their password, or a passkey they add.

How long we keep it. The counselor-in-training records (the camper's place in the program, consent and assent records, finished lessons, sign-in invitations and messages) are deleted two years after the last activity on them. The parent or guardian, or the camper, can ask the camp to delete the account and these records sooner.

Someone to talk to. A camp sends a counselor in training a sign-in invitation only once it has named a safeguarding contact, which is shown to the camper and to their parent or guardian: someone the camper can reach away from this site, by phone or in person, if they need to talk about their safety, including about something happening at home. Messages on this site are not the place for that, because a parent or guardian reads every one.

8. Your Rights

You have the right to:

  • Access your personal data through your account dashboard
  • Correct inaccurate information by editing your profile or contacting staff
  • Request deletion of your data through the Platform's data deletion request feature or by contacting the Organization
  • Export your data by requesting it from the Organization's administrators
  • Opt out of the volunteer directory at any time by toggling your profile visibility

Deletion requests are processed by the Organization's administrators. Certain records (financial transactions, audit logs) may be retained as required by law or for legitimate compliance purposes.

9. Data Retention

Account and registration data is retained for as long as your account is active or as needed to fulfill the purposes described in this policy. The Organization determines specific retention periods based on their operational and legal requirements. Financial records are retained as required by applicable tax law.

10. Organization-Specific Policies

Each organization using this Platform may maintain additional privacy practices specific to their jurisdiction and operations.

11. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated through the Platform. Continued use of the Platform after changes constitutes acceptance of the updated policy.

12. Contact

For privacy questions or concerns, contact the organization operating this instance of the Platform.