Privacy Policy

1. Who this applies to, and our role

Grizzly is built by Datasource Corp. Most camper, family, and health data in Grizzly is entered by a camp organization ("Customer") or by a parent/guardian on a camper's behalf. For that data, the Customer is the data controller — they decide what's collected and why — and Datasource acts as a processor, handling the data on the Customer's instructions. For account and usage data tied directly to the marketing site (e.g. a demo request), Datasource is the controller.

2. What we collect

From camp organizations and staff: name, email, phone, role, employment/certification records, background check status.

From families and campers: guardian contact info, camper name/DOB/grade, emergency contacts, health information (allergies, medications, conditions, physician/insurance details, immunization records), authorized pickup lists, registration and payment history, forms and signed acknowledgements.

From everyone: account credentials (via Amazon Cognito — we don't store passwords ourselves), audit trail of who accessed or changed a record and when.

Payment data: we do not collect or store raw card numbers. Card data is handled entirely by Stripe and Square; we retain only payment intent and order identifiers for reconciliation.

3. Children's information (COPPA)

Grizzly does not create accounts for children under 13. A camper's information is entered and managed entirely by their parent or guardian, who must provide consent before any camper data is collected. Parents can request a full export of their camper's data at any time by contacting their camp directly or us (see Contact, below).

4. Health information

Health data is only accessible to the Nurse role and specifically authorized staff (e.g. Director), each signing in with their own unique login. Every read or write to a health record is logged against the individual who made it, in a dedicated audit table retained a minimum of 6 years and never deleted.

In progress, not yet complete: we are working toward Business Associate Agreements with our infrastructure vendors (AWS, Cloudflare, Knock) and a formal determination of whether Datasource is a Health Insurance Portability and Accountability Act (HIPAA)business associate or covered entity for this data. Until that work is finished, treat this section as a statement of architecture and intent, not a completed compliance certification.

5. Who we share data with

We use the following subprocessors to run Grizzly. None of them are permitted to use your data for their own purposes beyond providing their service to us:

• Amazon Web Services (RDS) — database hosting (PostgreSQL)
• Cloudflare (R2) — file storage for uploaded documents/photos
• Amazon Web Services (Cognito) — authentication and login credentials
• Stripe and Square — payment processing, connected to your camp's own merchant account
• Amazon Web Services (SES) for email and Twilio for text message (SMS) — notification delivery
• Amazon Web Services (ECS) — application hosting

We do not sell personal data, camper data, or health information, to anyone, ever.

6. Data retention

Camper and family data is retained for as long as your camp's subscription is active, plus a reasonable transition period after termination to allow export. General platform audit logs and HIPAA-related access logs are retained a minimum of 6 years and are never deleted, consistent with standard health-record recordkeeping practice.

7. Security

Data is encrypted in transit and at rest. Row-level tenant isolation prevents one camp's data from being visible to another. Health-record access is limited to people granted a health role, and every access is logged to that individual. We do not store card numbers. Specific certifications (e.g. SOC 2) are not yet in place — if that's a requirement for your organization, ask us directly about current status.

8. Your rights

Parents/guardians can request export or deletion of their camper's data by contacting their camp directly, or us at the email below if the camp is unresponsive. Camp staff can request the same for their own account data. Deletion requests are subject to the retention obligations described above (e.g. audit logs, incident records already required to be kept).

9. Changes to this policy

We'll update the "last updated" date above when this policy changes, and notify Customer administrators of material changes.

10. Contact

Questions about this policy, or a data request: privacy@getgrizzly.camp