What we hold, and who can see it

What we ask for

When you register a child we collect your name, email address, telephone number and postal address, and for each child their name, date of birth, the grade they have finished, and the emergency contacts you give us.

The health form asks for allergies, medications taken during the camp day, and anything else our staff need in order to look after your child safely. You may also upload documents — an immunisation record, for example. These are the most sensitive things we hold and they are treated accordingly: they are never published, never shown to another family, and never sent to anyone outside the camp.

Who can see it

Camp office staff can see everything about a family, because they have to: registrations, balances, forms, and each child’s medical details.

Counsellors and other summer staff see only their own group’s roster — the children’s names, their allergies and medications, and their emergency contacts. They cannot see what a family has paid, what they owe, or anything about a child who is not in their group. That boundary is enforced by the software, not by policy alone.

Other families see nothing about you.

Photographs

Camp photographs fall into two kinds, and the difference matters.

Public photographs appear in the gallery on this site, where anyone can see them. We use them to show families what camp is like.

Private photographs are posted to the parent portal during the summer and can be seen only by families whose own children are enrolled in that session. They are not indexed by search engines and are not reachable without signing in.

If you would rather your child did not appear in a public photograph, write to us and we will take it down and keep them out of future ones. You do not have to give a reason.

Payments

We never see your card number. Card and bank payments are handled entirely by Stripe on their own pages; what comes back to us is the amount, the date, and enough of a reference to match the payment to your account. Nothing on this site asks you to type a card number into a form we control.

If you pay by Zelle, cheque or cash, the office records the amount and the date against your family so your balance is right.

Signing in

Passwords are stored only as a one-way hash — we cannot read yours, and nobody at the camp can tell you what it is. If you sign in with Google or Apple instead, we receive your name and email address from them and nothing else.

Signing out ends the session immediately, on our side as well as yours.

Email

We email you about your own registration — confirmations, balances, forms that still need signing, and news during the summer. If you opted in to the newsletter you can leave at any time using the link in it, and that does not affect the emails about your own account.

We do not sell your address, and we do not give it to anyone for their own use.

How long we keep it

Registration and payment records are kept for as long as the camp needs them for its accounts. Health information is kept while your child attends and for a period afterwards, because a camp may be asked to account for the care it gave.

If you want your family’s records removed, write to us and we will tell you what we are able to delete and what we have to keep, and why.

Asking us about your information

You can ask what we hold about your family, ask us to correct something that is wrong, ask for a photograph to be taken down, or ask us to delete what we are able to delete. A person reads every message.

Write to Campsharon169@gmail.com or use the contact form.

Children

Accounts on this site belong to parents and guardians, not to children. Everything we hold about a child was given to us by their parent or guardian, and it is their parent or guardian who can ask us to change or remove it.