Privacy Policy

Effective date: 16 October 2026
Applies to: the CampOrganizer website, administration and participant services, including Camp Hub, Session Console, Family, Counselor, Explorer, and related web and mobile features.

1. About us

CampOrganizer APP GmbH (“CampOrganizer”, “we”, “our”) provides software to help camps, schools and youth-program operators administer their programs and communicate with authorized participants and families.

CampOrganizer APP GmbH
Diesterweggasse 1/1A
1140 Vienna, Austria
Privacy enquiries: gdpr@camporganizer.app
Support: support@camporganizer.app
Website: https://camporganizer.app

This general notice is supplemented by our Family, Counselor and Explorer privacy notices, and by our cookie and analytics information and account-deletion instructions.

2. Our role and the organization’s role

When a camp, school or other customer organization determines why it collects and uses participant, parent, staff, session or other program information, the organization ordinarily acts as data controller. CampOrganizer ordinarily processes that information as data processor under the organization’s instructions and applicable contractual arrangements. The organization is responsible for its legal basis, relevant information notices, permissions and the lawful retention of its program records.

CampOrganizer acts as an independent controller for activities where we determine the purposes of processing, such as our own website enquiries, customer and supplier relationships, service administration, certain security and abuse-prevention activities, and our legal obligations. The same person may have records covered by both arrangements.

For questions about an individual program or its records, contacting the organization running it is usually the best first step. You may also contact us for assistance.

3. Information processed through the platform

Depending on the app, user role, enabled functions and organization, information may include:

• Identity and access: names, email addresses, optional phone numbers, birth dates or age information, country, language, account and provider identifiers, roles, session membership, authentication and authorization information, and optional profile photos.
• Participant, family and staff relationships: guardian links, enrolment, sessions, groups, assigned staff, attendance, activity bookings, and emergency contacts.
• Program operations: registration answers, forms, consent or agreement records, schedules, events, learning assignments, assessments, achievements, operational and safeguarding records.
• Sensitive information entered for program care: allergies, health, medication, accessibility or care information, and incident-related records when legitimately required. Access to these fields is restricted by role and purpose; they are not automatically available in every application.
• Communications and submitted content: permitted messages, responses, files, photos, videos, likes and other content associated with the enabled functions.
• Business and payments: organization contacts, contracts, billing details, invoices, payment references, enquiries and service requests.
• Technical and security data: IP addresses, app and device characteristics, authentication/session events, installation or notification identifiers, error reports, performance diagnostics and security logs.

Information may be provided by individuals, parents or guardians, authorized staff, organizations, permitted integrations, or through normal technical use of the service. Information about a young child can be lawfully managed through adult-facing services even where that child is not allowed to use Explorer directly.

4. Purposes and lawful bases

We process organization-controlled records to provide the services requested by that organization: registrations, program administration, attendance, schedules, learning activities, controlled communication, permitted media sharing, notifications, security and relevant support.

The organization, as controller, determines the legal basis for this processing under Article 6 GDPR and, when special-category personal data is involved, an applicable condition under Article 9 GDPR. Depending on the circumstances, relevant grounds may include contract, legal obligation, legitimate interests or valid consent.

For our own controller activities, our grounds may include Article 6(1)(b) for a contract with the individual, Article 6(1)(c) for legal obligations, Article 6(1)(f) for proportionate security and business interests, or Article 6(1)(a) when consent is appropriate and required. Accepting Terms of Use is not blanket consent for every processing activity. Where consent is the legal basis, it can be withdrawn under applicable law.

5. Children, account access and safeguarding

CampOrganizer processes information relating to children because our customer organizations operate programs for minors. That does not mean every child has direct access to every app.

• Family is intended for authorized adult parents and guardians.
• Counselor is intended for authorized program personnel, generally adults.
• Explorer is intended for eligible participants, including teenagers, and is accessed through accounts associated with authorized organizations. Its specific notice explains the country-based product eligibility rules.

Organizations manage account provisioning and participant records. Access depends on organization and session membership, relevant relationships, permissions, and classification of information. Some fields, including health and safeguarding records, require tighter controls. Communications with minors are not intended to be open to unrelated users or strangers.

An organization’s lawful processing of records concerning a child is separate from whether that child may personally sign in to Explorer. GDPR Article 8 applies in particular circumstances when processing relies on a child’s consent for an information-society service; it is not a universal minimum age for storing all camp records.

We prohibit harassment, abuse, sexual exploitation and other harmful or unlawful use of CampOrganizer. Safety concerns can be raised with the relevant program’s safeguarding contact or with support@camporganizer.app.

6. Service providers and international processing

Our primary program infrastructure uses Hetzner facilities and self-hosted MongoDB in the European Union, together with relevant storage and operational services. Depending on the function used, limited information may also be processed by:

Provider or service	Purpose
Cloudflare	Network connectivity, protection and related request metadata
Firebase Cloud Messaging (Google)	Push notification delivery, installation identifiers and device tokens
Google reCAPTCHA Enterprise	Protection of authentication flows against abuse; device and request signals
Sentry (EU data region for mobile diagnostics)	Error, crash and performance diagnostics
Google / Apple	Authentication when their sign-in option is selected; relevant platform notification services
MailerSend	Transactional account and operational email
YouTube / Vimeo	Playback of permitted externally hosted video content, where used
Stripe	Payment handling, where an enabled payment flow uses it

No one provider necessarily receives all these categories of information. Some integrations are enabled separately by customer organizations. Support enquiries and safety reports may also be handled in CampOrganizer-operated, self-hosted support and internal reporting systems.

Our primary storage being within the EU does not mean all supporting providers process data solely inside the EEA. Some technical services may involve access or transfers elsewhere. Where the GDPR requires transfer safeguards, appropriate arrangements such as an adequacy decision or Standard Contractual Clauses and additional measures are used as relevant. Contact us for information about applicable safeguards.

The mobile applications covered by these notices do not use advertising or attribution SDKs. We do not sell program participants’ personal data or use it for targeted advertising.

7. App diagnostics, cookies and permissions

Mobile apps may initialize technical services before a user signs in. For example, Firebase can generate an app-installation identifier, Sentry can collect crash and performance diagnostics, and reCAPTCHA Enterprise processes security signals when protected authentication actions are attempted. The precise data depends on the app, its platform and the relevant service.

Depending on enabled functions, an app may request notifications, camera, audio, or photo/file access. Availability of a permission does not mean that the corresponding feature is always used. Explorer does not operate as a live location-tracking app.

Our website uses privacy-focused aggregate measurement; essential web application storage may be used for authentication. Embedded third-party videos can process technical information or set cookies in accordance with the provider’s arrangements. More detail is available in our Cookie & Analytics Policy.

8. Access and security

We apply authentication, scoped permissions, security monitoring, encrypted network connections and additional controls for selected sensitive fields and messages. Not all records are encrypted in identical ways, and no information system is completely risk-free.

CampOrganizer APP GmbH operates an information security management system certified to ISO/IEC 27001:2022. Information about the certificate and its scope is available at https://camporganizer.app/platform/trust/.

9. Retention and deletion

Retention depends on the type of record, the purpose for which it is needed, the responsible organization’s instructions and contractual arrangements, the relevant session lifecycle and legal requirements. Participant, learning, communication, operational, media, financial, security and backup records can have different retention criteria. There is no universal retention period applicable to all platform data.

Program records are reviewed against the relevant retention arrangements and legal requirements. Records that are no longer required may be deleted or irreversibly anonymized under the applicable procedures. Some deletion operations require manual review and execution. Certain lawfully necessary accounting, consent, safeguarding or security records may be retained for a justified period with appropriate restrictions. Protected backups may remain until their configured expiry.

Removing an app from a device, disabling a login and erasing organization-controlled program records are different actions. We review deletion requests in light of our role and the organization’s obligations. Where records are subject to lawful retention, we explain the relevant limitation.

You can request account or personal data deletion from the app where the relevant request option is provided, or without the app using https://camporganizer.app/legal/how-to-delete/ or by writing to support@camporganizer.app. A request initiates a review; it is not an immediate automatic deletion of every associated record.

10. Your rights

Under applicable law, you may have rights of access, rectification, erasure, restriction, portability, objection, and withdrawal of consent where applicable. A parent or guardian may exercise rights for a minor where legally authorized. We may need to verify identity and legal authority before disclosing or deleting data.

Contact the customer organization about information it controls, or contact gdpr@camporganizer.app for information we control or help routing a request. Complaints may be lodged with a competent supervisory authority, including the Austrian Data Protection Authority (Österreichische Datenschutzbehörde): https://www.dsb.gv.at.

11. Changes

We may revise this notice to reflect material changes in our applications, data handling or legal requirements. The effective date indicates the version published. Where required by law, we will provide additional notice.

Privacy contact: gdpr@camporganizer.app
Support: support@camporganizer.app