Privacy Policy
Table of Contents
1. Introduction
This Privacy Policy describes how Camp Connect ("we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our camp management platform (the "Service").
By using the Service, you consent to the practices described in this Privacy Policy. If you do not agree with this Policy, please do not use the Service.
This Policy applies to all users of the Service, including organization administrators, staff members, and parents/guardians who use our parent portal.
2. Affiliated Organizations
Camp Connect works with Florida College and Hutchinson Bell Society camps to provide camp management services. Information you provide through the Service may be shared with these organizations as described in Section 7 of this Policy.
By using the Service to register for or participate in camps operated by Florida College or Hutchinson Bell Society, you acknowledge that your information will be shared with these organizations for camp administration and operational purposes.
MARKETING COMMUNICATIONS: Florida College may use your contact information to send you marketing communications about their programs, events, and services via email or direct mail. You may opt out of these communications at any time by following the unsubscribe instructions in any email or by contacting Florida College directly.
3. Information We Collect
We collect information in several categories:
ACCOUNT INFORMATION (collected from you directly): • Name, email address, phone number • Mailing address • Password (stored securely hashed) • Profile photo (optional)
CAMPER INFORMATION (provided by parents/guardians): • Name, date of birth, gender • Emergency contact information • Medical information (see Section 5) • Dietary restrictions and allergies • Photos (if uploaded) • Activity preferences and restrictions
STAFF INFORMATION (provided by staff members): • Name, date of birth, contact information • Address and emergency contacts • Background check status and dates • Certifications and training records • Employment history and references
USAGE DATA (collected automatically): • IP address and device information • Browser type and operating system • Pages visited and features used • Date and time of access • Referral URLs
PAYMENT INFORMATION (if applicable): • Payment card information (processed by Stripe; we do not store full card numbers) • Billing address • Transaction history
4. Children's Privacy (COPPA Compliance)
Camp Connect takes children's privacy seriously. We are committed to complying with the Children's Online Privacy Protection Act (COPPA).
IMPORTANT: We do NOT collect personal information directly from children under 13. All camper information, including for children under 13, is provided BY parents or legal guardians through our parent portal.
How we handle children's data:
• Parental Consent: By providing camper information, parents/guardians represent that they have the legal authority to provide such information and consent to its use as described in this Policy.
• Limited Collection: We only collect information about campers that is necessary for camp registration, safety, and operations.
• No Direct Marketing: We do not use children's personal information for marketing purposes. We do not engage in behavioral advertising or profiling of minors.
• No Third-Party Sharing: We do not sell, rent, or share children's personal information with third parties for their marketing purposes.
• Parental Rights: Parents may review, update, or request deletion of their child's information at any time through their parent portal account or by contacting us.
• Data Minimization: We retain children's data only as long as necessary for camp operations or as required by law.
5. Medical Data Handling
We collect and process sensitive medical information to support camp safety and operations. This includes:
• Medical conditions and diagnoses • Allergies (food, environmental, medication) • Current medications and dosages • Immunization records • Special needs or accommodations • Healthcare provider information
How we protect medical data:
• Encryption: Medical data is encrypted both in transit (TLS) and at rest • Access Controls: Only authorized camp staff designated by the Organization can access medical information • Audit Trails: Access to medical records is logged for compliance purposes • Separate Storage: Medical data is logically separated from other data
IMPORTANT DISCLAIMERS:
• We are NOT a healthcare provider or medical records system • We do NOT provide medical advice • Organizations are responsible for their own HIPAA compliance and medical decision-making • Medical information is provided by parents/guardians; we do not verify its accuracy
Organizations using the Service are responsible for ensuring their use complies with applicable healthcare privacy regulations.
6. How We Use Information
We use collected information to:
Provide the Service: • Process registrations and enrollments • Facilitate camp operations and scheduling • Enable communication between staff and families • Process payments and refunds
Ensure Safety: • Support medical and emergency response • Verify staff credentials and background checks • Maintain check-in/check-out records
Improve the Service: • Analyze usage patterns to enhance features • Fix bugs and technical issues • Develop new functionality
Communicate: • Send transactional emails (confirmations, receipts) • Provide customer support • Send important service announcements
Legal Compliance: • Comply with applicable laws and regulations • Respond to legal requests and court orders • Protect our rights and prevent fraud
7. Information Sharing and Disclosure
WE DO NOT SELL YOUR PERSONAL INFORMATION. We share information only in the following circumstances:
With Camp Organizations: We share relevant data with the camp organizations you register with, including Florida College and Hutchinson Bell Society camps. These organizations act as data controllers for their operational purposes and may use your information for: • Camp registration and administration • Health and safety management • Communication about camp activities • Marketing and promotional communications (you may opt out)
With Florida College and Hutchinson Bell Society: When you register for camps affiliated with these organizations, your registration information, camper data, and relevant staff information may be shared with them for camp administration, safety coordination, and program planning purposes. Additionally, Florida College may use your contact information (name, email, mailing address) for marketing purposes, including sending information about their educational programs, events, and services. You may opt out of marketing communications at any time.
Service Providers: We use trusted third-party services to operate our platform: • Supabase (database and authentication) • Stripe (payment processing) • Resend (transactional email delivery) • Vercel (cloud hosting and infrastructure)
These providers are contractually bound to protect your information and use it only for providing services to us.
Legal Requirements: We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to: • Protect our rights or property • Prevent fraud or illegal activity • Protect the safety of users or the public
Business Transfers: If Camp Connect is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you of any such change.
With Your Consent: We may share information for other purposes with your explicit consent.
8. Data Security
We implement industry-standard security measures to protect your information:
Technical Safeguards: • Encryption in transit (TLS/HTTPS) and at rest • Secure password hashing • Regular security audits and vulnerability assessments • Firewalls and intrusion detection • Multi-factor authentication options
Organizational Safeguards: • Limited employee access on a need-to-know basis • Employee security training • Incident response procedures • Regular backup and disaster recovery
While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.
If we become aware of a security breach affecting your personal information, we will notify you and relevant authorities as required by law.
9. Your Rights
You have the following rights regarding your personal information:
Access: You can request a copy of the personal information we hold about you.
Correction: You can update or correct inaccurate information through your account settings or by contacting us.
Deletion: You can request deletion of your personal information. Note that we may retain certain data as required by law or for legitimate business purposes.
Data Portability: You can request an export of your data in a machine-readable format.
Opt-Out: You can opt out of non-essential communications through your account settings.
For Camper Data: Parents/guardians can exercise these rights for their children's data through their parent portal account.
To exercise these rights, contact us at support@fc-camp.com. We will respond within 30 days.
10. State-Specific Privacy Rights
California Residents (CCPA/CPRA):
If you are a California resident, you have additional rights: • Right to know what personal information is collected, used, shared, or sold • Right to delete personal information held by businesses • Right to opt-out of sale of personal information (Note: We do not sell personal information) • Right to non-discrimination for exercising privacy rights • Right to correct inaccurate personal information • Right to limit use of sensitive personal information
To exercise these rights, contact us at support@fc-camp.com or use the "Do Not Sell My Personal Information" link (if applicable).
Virginia Residents (VCDPA):
Virginia residents have rights to access, correct, delete, and obtain a copy of their personal data, and to opt out of targeted advertising, sale of personal data, and profiling.
Colorado Residents (CPA):
Colorado residents have similar rights including access, correction, deletion, portability, and opt-out rights.
Other States: Additional state privacy laws may apply. Contact us for information specific to your jurisdiction.
11. Data Retention
We retain personal information for as long as necessary to provide the Service and fulfill the purposes described in this Policy.
Retention periods:
• Active Accounts: Data retained while your account is active • Camper Data: Retained by Organizations according to their policies (typically 7 years for medical records) • Deleted Accounts: Account data deleted within 90 days of deletion request • Backups: Backup copies retained for up to 90 days for disaster recovery • Legal Requirements: Some data may be retained longer if required by law
When data is no longer needed, it is securely deleted or anonymized.
12. Third-Party Services
The Service integrates with or uses the following third-party services:
• Supabase: Database hosting and user authentication • Stripe: Payment processing (PCI-DSS compliant) • Resend: Transactional email delivery • Vercel: Cloud hosting and infrastructure
These services have their own privacy policies. We encourage you to review them:
• Supabase Privacy Policy: https://supabase.com/privacy • Stripe Privacy Policy: https://stripe.com/privacy • Resend Privacy Policy: https://resend.com/legal/privacy-policy • Vercel Privacy Policy: https://vercel.com/legal/privacy-policy
We are not responsible for the privacy practices of third-party services.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
• Posting the updated Policy on our website with a new "Last Updated" date • Sending an email to registered users • Requiring re-acceptance of the Policy within the Service
Your continued use of the Service after changes become effective constitutes acceptance of the updated Policy.
We encourage you to review this Policy periodically.
15. Contact Us
If you have questions about this Privacy Policy or our privacy practices, please contact us:
Email: support@fc-camp.com
For privacy-related requests (access, deletion, etc.), please include "Privacy Request" in the subject line. We will respond within 30 days.
If you have concerns about our privacy practices that we cannot resolve, you may have the right to file a complaint with your local data protection authority.