Privacy Policy

• Campers (ages 11–18): name, birth date, gender, ward, shirt size, optional photo, and the medical, dietary and emergency-contact details on the camp forms.
• Parents and guardians: name, email, phone, and the electronic signature (typed name, time and IP address) on consent forms.
• Adult staff and leaders: name, contact details, optional photo, assignments, and youth-protection clearance dates.
• Technical data: sign-in sessions, an audit log of changes made by leaders, and short-lived error details if you send feedback from the admin portal.

Campers under 13 are never asked to create accounts or give us information themselves. A parent, guardian or ward leader enters and manages a camper's information, and a parent can review, correct or ask us to delete it at any time (see “Your choices”). We use a child's information only to run camp.

• Registering campers and staff, assigning sessions, groups and lodging.
• Keeping campers safe: medical care, allergies, emergency contacts, and checking staff clearances.
• Signing in (one-time links by email or text) and sending camp notices.
• Securing the site and keeping a record of who changed what.

Only signed-in camp leaders whose role needs it. Medical details are limited to camp medical staff and administrators; ward leaders see only their own ward. Parents see only their own family. We do not sell or share personal information for marketing.

We use these service providers to run the site, each only for that purpose:

• Our hosting and database provider (stores the data).
• Resend (sends email) and Twilio (sends text messages) when you sign in or we contact you.
• Cloudflare Turnstile (bot check on forms; it may collect browser signals to tell humans from bots).
• Anthropic, for the help assistant that administrators can use. It receives only what the administrator types, the name of the page they are on, a text outline of the page layout and their role, and, when they ask a how-many question, summary counts (for example RSVPs per ward, or how many campers have an allergy of a broad type such as nuts, with small numbers withheld). It never receives names, contact details or individual medical answers. Conversations are not saved by us; we keep only a log of when it was used.
• GitHub, for bug reports filed by administrators. These contain page names, never camper details. A screenshot attached to a report is kept in our own database (not on GitHub), is visible only to signed-in administrators, and is deleted after 90 days.

We may disclose information if required by law or to protect someone's safety.

We use only the cookies needed to make the site work: one that keeps you signed in, one that remembers your family while you RSVP, and (for administrators) one for “view as.” We do not use advertising or analytics cookies or trackers.

Connections are encrypted, sign-in uses single-use links, leaders with broad access must use two-step verification, access is limited by role, and changes are logged. No system is perfectly secure; if a breach affects you we will notify you as the law requires.

We keep registration information for the current camp and about 12 months after the camp year ends, for safety and record-keeping, then delete or anonymize it (this includes photos and medical details). Ask us sooner if you want it removed.

You can ask to see, correct or delete your information, or your child's, and parents can withdraw consent for further collection, by contacting us through the camp leaders who invited you. California residents have additional rights under California law, including to know what we collect and to request deletion; we will honor those requests.

If we change this policy we will update the date above.