Privacy Policy

Last updated March 31, 2026.

This Privacy Policy explains how CampHQ collects, uses, stores, and shares information when the app and related web services are used for event operations. It is intended for authorised event staff, volunteers, leaders, and organisers using the system to manage team movements, check-in and checkout, communications, route cards, and live event tracking.

CampHQ is intended to minimise personal data. The operational model is to use generic team identifiers or team labels, such as team numbers, rather than the names of individual children or leaders, and the system is not intended to maintain personal profiles about participants.

However, some information entered by organisers or staff can still be identifying. For example, usernames, base contact names, chat content, uploaded route cards, or free-text team, group, or district labels may relate to identifiable adults, organisations, or groups. For that reason, this policy does not state that all stored data is anonymous.

Information We Collect

Depending on how the app is used, we may collect:

• Account information, such as username, access role, assigned base or area, session records, and security settings such as two-factor authentication status.
• Event operations data, such as team names, group or district details, journey history, destinations, check-in and checkout activity, arrival and departure times, scores, reports, and audit logs.
• Messages and route card data, such as control or base chat messages, uploaded or photographed route cards, extracted route information, validation notes, and related review history.
• Location data, such as location updates submitted for teams or staff, timestamps, and location-sharing tokens used to post those updates.
• Notification and device data, such as push subscription details, device names, and notification preferences.
• Technical and security data, such as server logs, error logs, request metadata, and rate-limiting or abuse-prevention records.
• NFC and check-in data, where NFC tag scans are used to identify a team and open the relevant check-in or checkout workflow.

How We Use Information

We use information collected through the app to:

• authenticate users and control access to event functions;
• manage team journeys, base operations, route cards, results, and reporting;
• show live map, team, and staff location information where location sharing is enabled or submitted;
• send operational alerts and push notifications;
• support NFC check-in and checkout workflows;
• investigate faults, protect the service, and maintain security and audit trails; and
• improve reliability and day-to-day operation of the app.

How Information Is Shared

We do not sell personal information and we do not use app data for third-party advertising or cross-app tracking.

Information may be shared only as needed with:

• authorised event organisers, staff, and volunteers using the system to run the event;
• service providers that help operate the app, such as hosting, database, messaging, mapping, routing, push notification, or image-processing providers; and
• law enforcement, regulators, insurers, or safeguarding leads where disclosure is required by law or necessary to protect people, property, or event safety.

Where we use third-party service providers, we expect them to protect the information they process for us to a standard consistent with this policy and applicable law.

Location Data

The app can process staff and team location updates to support live tracking, safety, navigation, and event management. Location data is collected solely for the safe running of events.

We only ever store the most recent location ping for each team or staff member. No location history or movement trail is retained. Each new location update overwrites the previous one, meaning the system holds at most one location record per team at any time.

When a team is paired with the native app via QR code, the app periodically sends location updates in the background. At the end of each event, all location data is cleared and all connected apps are automatically disconnected from reporting, even if a user has not manually stopped tracking. Once disconnected, the app will no longer send location updates until a new QR code is scanned for a future event.

Location sharing may depend on device or browser permissions, and users can control those permissions through their device settings. Users may also stop location sharing at any time by closing the app, and event organisers can remotely disconnect any team from the management system.

Push Notifications

If notifications are enabled, the app stores the subscription details needed to deliver alerts to that device, together with notification preferences. Push notifications can be disabled in the app or in device or browser settings.

Route Cards, Images, and External Services

If route card scanning or validation features are used, route card images and extracted route data may be processed by external service providers configured by the event administrators. Mapping, routing, and location lookup requests may also involve external providers used to support those features.

Retention

We keep information only for as long as reasonably necessary for event operations, safeguarding, auditing, reporting, troubleshooting, and legal or insurance requirements. Retention periods may vary depending on the type of data and the needs of the organisation operating the event.

Location data specifically is not retained beyond the event. All team and staff location records and tracking tokens are cleared at the conclusion of each event. Connected native apps are automatically disconnected at this time, ensuring no further location data is collected post-event.

Your Choices and Rights

Depending on your role and applicable law, you may be able to request access to, correction of, restriction of, or deletion of information held about you. You may also be able to withdraw optional permissions, such as location sharing or push notifications, using your device settings or the app’s settings where available.

Children's Information

This app is intended to be used by authorised adults running or supporting scout events. It is not intended as a direct sign-up or public-facing service for children, and it is intended that teams are represented through generic team identifiers rather than by storing the names of individual children. If organisers choose to enter identifying information into free-text or uploaded content, that information may still be processed for operational purposes.

Security

We use reasonable technical and organisational measures to protect information against unauthorised access, disclosure, loss, or misuse. No online service can guarantee absolute security, but we take steps intended to reduce risk and protect event data.

Changes to This Policy

We may update this Privacy Policy from time to time. The version published at this URL is the current version.

Contact

For privacy questions or requests, contact the organisation operating CampHQ using the support details provided in the app listing or through essexbp.camphq.co.uk.