Privacy Policy

Overview

AHG Camp GTR is an American Heritage Girls regional summer camp. This privacy policy explains what personal information we collect during registration and through this website, how we use it, and how we protect it. We take your privacy seriously and do not sell your data to third parties for marketing purposes.

We know families trust us with sensitive health information. We respect HIPAA (Health Insurance Portability and Accountability Act) requirements and apply HIPAA-aligned safeguards to protected health information (PHI) collected through registration. We also follow applicable federal and state privacy laws governing personal and health data.

Information we collect

During registration, we may collect:

• Parent/guardian and emergency contact names, emails, and phone numbers
• Camper and adult leader profile information (troop, program, t-shirt size, etc.)
• Medical, allergy, and immunization information
• Uploaded medical documents (such as high adventure forms)
• Electronic signatures for waivers and medical consent
• Merchandise selections and payment method preferences
• Order totals, confirmation numbers, and payment status
• Account sign-in information managed through our authentication provider

How we use your information

Your information is used to:

• Process and manage camp registration for 2026
• Coordinate programs, lodging, meals, and camp activities
• Support health and safety planning for campers and leaders
• Send registration confirmations and camp-related communications
• Allow camp administrators to manage registrations and exports

Service providers

We use trusted third-party services to operate this site, including providers for authentication, database hosting, file uploads, and email delivery. These services process data on our behalf under their own privacy and security terms.

HIPAA and health information (PHI)

Medical forms, allergies, medications, immunization records, and related uploads may contain protected health information. We handle this data with strict confidentiality and in a manner consistent with HIPAA privacy and security standards.

Our commitments include:

• Minimum necessary use: Health information is used only for camp registration, medical planning, and health and safety during camp — not for unrelated marketing or purposes.
• Encryption: Sensitive health fields are encrypted before storage. Production environments require a dedicated health data encryption key.
• Access controls:Only authorized camp administrators with a legitimate need may access full medical records. Parent accounts can access their own family's registration data.
• No sale of PHI: We do not sell, rent, or share protected health information for advertising or marketing.
• Secure handling: Data is transmitted over encrypted connections (HTTPS). Uploaded medical documents are stored through secured file services with access restricted to authorized users.
• Vendor diligence: Third-party services that store or process registration data are selected with security and privacy in mind, including appropriate agreements where required for health data handling.
• Training and accountability: Camp leadership and authorized staff who access health information are expected to follow confidentiality and HIPAA-aligned handling practices.
• Breach response: If a security incident affecting personal or health information occurs, we will investigate promptly and notify affected individuals as required by applicable law.

If you have questions about how your family's health information is protected, or if you need to report a privacy concern, contact nurses@ahgcampgtr.org or the camp board at board@ahgcampgtr.org.

Medical and sensitive data

In addition to the HIPAA commitments above, sensitive health information submitted during registration is stored with application-level encryption. Access is limited to authorized camp administrators and health/safety personnel who need the information to care for campers and leaders during camp.

Data retention

Registration data is retained for camp planning, operational needs, and reasonable record-keeping after camp. We do not retain data longer than necessary for these purposes.

Your rights

You may request access to, correction of, or deletion of your personal information by contacting the camp board. For health-related records, you may also request information about how your PHI has been used or disclosed for camp purposes. We will respond to reasonable requests in a timely manner, consistent with HIPAA and applicable privacy laws.

Contact us

Questions about this privacy policy or your data? Contact the AHG Camp GTR Board:

• General: board@ahgcampgtr.org
• Badges or activities: badges@ahgcampgtr.org
• Payments: payments@ahgcampgtr.org
• Nurses: nurses@ahgcampgtr.org