Privacy notice

Camp Planner helps Scout leaders plan camps. This notice explains what personal data the service handles and how it is protected. Each Scout group is the data controller for the information it enters; Camp Planner processes that data on the group's behalf.

What we collect

• Leader accounts: name and email address, used to sign in and to share a camp with your leader team.
• Attendees: names, section, patrol and (optionally) date of birth of the young people and adults attending a camp. Where a leader connects Online Scout Manager, attendee names and section may be imported from there.
• Health & consent details:medical conditions, allergies, medications, dietary needs, emergency contacts and consent choices. This is special-category data and is treated with extra care. Where a leader with access to this data connects Online Scout Manager, these details may also be imported from there — so a parent who has already given them to OSM isn't asked to enter them again.
• Documents:files a leader chooses to attach to a camp, such as permission slips, risk assessments or site maps. These may contain names or signatures and are stored privately, visible only to that camp's group.

Why we collect it

To run a safe camp: allocating tents, planning meals around dietary needs, keeping emergency contacts to hand, and meeting Scouting's safety requirements. Health and consent details are collected with the consent of the parent or guardian who submits them.

Who can see it

Health, dietary, emergency-contact and consent details are visible only to the group's owners and leaders — not to helpers or viewers. This is enforced at the database level, not just hidden in the interface. Data is never shared with other Scout groups, and access to sensitive information is logged.

How it's protected

Data is stored with our hosting provider (Supabase, in the EU/UK) and transmitted over encrypted connections. Row-Level Security isolates each group's data so no group can access another's.

How long we keep it

Personal data should be kept only as long as needed to run a camp. Leaders can clear a camp's health and consent details, or delete a camp entirely, at any time. Each group can also set an automatic retention period (in Group settings): health, dietary, emergency-contact and consent details are cleared automatically a set number of days after a camp's end date, by default 90.

Your rights

Under UK GDPR you can ask to access, correct or delete your personal data, or withdraw consent. Please contact the leaders of the Scout group running the camp, or email campplanner@toolsforscouting.com.

This notice is a starting template. Each Scout group should review it against its own circumstances and The Scout Association's data protection guidance.