Privacy Policy

Who we are

This policy covers ScoutKeep’s websites, signup, the portal and unit websites hosted on ScoutKeep. Each unit decides what records it keeps, whom it invites and what it publishes, and we handle those records on the unit’s behalf. Questions about a unit’s records are best sent to that unit’s leaders; we’ll help when they or you ask.

Information you and your unit give us

Account information: your name, email address and, for adults in a unit, phone number. If you add a passkey, our sign-in provider stores its public key and name; your fingerprint, face or device PIN never leaves your device. Unit records, depending on the features your unit uses: families and household relationships; adults’ contact details; youth names, grades and den or patrol; emergency contacts; attendance and event responses; health form status; balances and recorded payments; survey answers; tasks; announcements; notes about prospective families; and uploaded files, which can contain anything their uploader includes. Unit settings include the unit’s name, branding, calendar source, permissions and public website content.

Forms and billing

The waitlist collects your name, email address and unit number. A unit website’s interest form collects a parent’s name, email address and phone number and their children’s names and grades, and sends them to that unit with the parent’s consent. For billing, Stripe collects payment details directly; we receive the Stripe customer and subscription identifiers, subscription status, invoices and the billing email and address. If a unit connects Slack, we store the Slack workspace and member identifiers, and the access tokens are kept encrypted.

Information collected automatically

When you use ScoutKeep, our systems record your IP address, browser details, the pages and actions requested, sign-in and security events, and timestamps. Signup and waitlist forms run an automated bot check in your browser to keep out abuse. On the ScoutKeep website (not the portal, admin or units’ own websites), Vercel Web Analytics counts page views using the page address, referring site, approximate location, browser, operating system and device type. It doesn’t use cookies or browser storage, doesn’t identify you and isn’t linked to your account; visits are grouped using a value that’s discarded after 24 hours. Cookies and browser storage are described in the Cookies and Storage Notice. We don’t use advertising tools.

How we use information

We use information to provide the Service: signing you in, deciding what you can see in each unit, running the features your unit chose, sending account, activity and notification messages, handling billing, answering support requests, keeping ScoutKeep secure, preventing abuse, fixing problems and meeting legal obligations. We don’t sell personal information, share it for advertising or use it to build advertising profiles.

Who can see information

Within a unit, what someone sees depends on their family, their role and the permissions the unit gives them. Anything a unit publishes on its public website can be seen by anyone. ScoutKeep can access a unit’s information when needed to support the unit, fix problems or keep the Service secure; support sessions are time-limited and read-only. We receive internal notices in our team’s Slack about new units, waitlist sign-ups and billing events. People who can see information in ScoutKeep could still copy or share it, which no system can prevent.

Companies that help run ScoutKeep

We use these providers, who handle information only to provide their services to us: Vercel (hosting, bot protection and website visit counts), Supabase (database, sign-in and file storage), Stripe (subscription billing), Resend (email delivery), Slack (a unit’s own Slack connection, if it chooses one, and our internal notices) and Fastmail (our email, when you write to us). Information is stored and processed in the United States. We may also share information when the law requires it, to protect someone’s safety or our rights, or as part of a sale or transfer of the business, in which case this policy continues to apply to it.

Children’s information

ScoutKeep is for adults. It isn’t directed to children, and children can’t create accounts or sign in. Parents and unit leaders may enter information about youth members, and units are responsible for having parents’ permission to do so. We use youth information only to provide the Service to that unit. A parent can ask the unit, or email privacy@scoutkeep.com, to review, correct or delete their child’s information.

How long we keep information

We keep a unit’s information while its account is active. Turning a feature off keeps that feature’s records. After a subscription ends, or a trial ends without a subscription, we keep the unit’s information for 90 days and then delete it, unless the unit asks us to delete it sooner. Deleted information can remain in backups until they expire on their normal schedule. Server logs are kept for a limited period for security and troubleshooting. Billing records and records of agreeing to these policies are kept as long as needed for legal and accounting purposes.

Security

We protect information with encrypted connections, sign-in checks, database rules that keep each unit’s records separate, encrypted storage for integration credentials and limited, logged support access. No system is perfectly secure. If a security incident affects your information, we’ll notify affected units and people as the law requires.

Your choices and requests

You can update your account details in the portal, choose which notifications you receive, and ask us to access, correct, export or delete your information by emailing privacy@scoutkeep.com. We may need to confirm your identity and, for a unit’s records, involve that unit’s leaders. We don’t discriminate against anyone for making a request.

Changes to this policy

We’ll email unit owners at least 30 days before a material change to this policy takes effect and update the effective date above. Questions about this policy can go to the privacy email below.

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