Privacy & Security Policy

The information collected through CampPulse 360 depends on how each Customer configures and uses the platform. The platform may collect or process the following categories of information.

Account and Login Information

This may include name, email address, account identifiers, authentication details, user role, tenant/customer association, account status, and login-related information.

Household and Contact Information

This may include household name, parent or guardian names, email addresses, phone numbers, mailing addresses, family notes, referral information, and household status.

Camper, Registrant, and Participant Information

This may include name, preferred name, date of birth, age-related eligibility information, gender, grade, school, t-shirt size, registration history, session selections, cabin assignments, activity preferences, transportation details, authorized pickup persons, and notes.

Medical, Health, Dietary, Physician, Insurance, and Emergency Information

Depending on Customer setup, CampPulse 360 may process allergies, medications, dietary needs, medical conditions, current medications, medical equipment, treatment instructions, physician details, insurance information, medical notes, emergency contacts, and related forms or attachments.

Staff Information

This may include staff profile details, position, department, employment type, skills, certifications, background check status, availability, fit-to-work status, medical or emergency information, and related notes.

Registration, Program, and Operational Information

This may include camps, sessions, seasons, cabins, add-ons, capacities, registration status, attendance-related information, communications, invitations, notes, and administrative records.

Payment, Invoice, and Transaction Information

This may include cart details, order details, invoice details, payment status, amount paid, payment method, transaction references, tax amounts, currency, and related billing records.

Payment card processing is handled by Stripe. CampPulse 360 does not intentionally store full credit card numbers.

Communications and Support Information

This may include messages, email delivery records, support requests, communication history, follow-up notes, and information you provide when contacting us.

Attachments and Uploaded Files

Customers and users may upload forms, waivers, medical documents, photos, or other files depending on how the platform is configured.

Technical and Usage Information

We may collect technical information such as IP address, browser type, device information, log data, timestamps, pages or features accessed, error logs, and security-related events.

We use personal information to:

• Provide, operate, and maintain CampPulse 360;
• Support online registration, cart, checkout, invoicing, and payment workflows;
• Manage household, camper, registrant, staff, session, camp, cabin, and add-on records;
• Authenticate users and manage access;
• Send registration confirmations, operational emails, system messages, and support communications;
• Provide customer support and troubleshoot issues;
• Maintain security, prevent fraud, and protect the platform;
• Improve the reliability, usability, and performance of CampPulse 360;
• Create administrative reports and operational views for Customers;
• Comply with legal, accounting, tax, security, and contractual obligations; and
• Enforce our Terms of Service and other agreements.

We do not sell personal information.

We do not knowingly use camper or children’s personal information for unrelated advertising.

CampPulse 360 is designed for camps and youth programs, so the platform may process information about children and youth participants.

This information is generally provided by parents, guardians, authorized household members, camp administrators, or staff. Customers are responsible for obtaining appropriate consents and permissions required for their programs, including parental or guardian consent where required.

Parents and guardians who have questions about their child’s information should first contact the camp or organization with which they registered. If the question relates to CampPulse 360’s handling of the platform itself, we can be contacted at support@camppulse360.com.

Some information processed in CampPulse 360 may be sensitive, including medical conditions, allergies, medications, dietary needs, insurance details, physician information, emergency contact details, background check status, and uploaded forms.

We process this information to provide the platform and support Customer-configured workflows. Customers should collect only the sensitive information they need for legitimate camp, safety, registration, staffing, or operational purposes.

CampPulse 360 uses Stripe as its payment processor. Stripe may collect and process payment information such as card details, bank details, billing information, transaction data, fraud prevention signals, and payment authorization information.

CampPulse 360 may store payment-related records such as payment status, amount paid, payment method type, transaction reference, invoice number, tax amount, and related accounting information, but we do not intentionally store full credit card numbers.

Stripe’s processing of payment information is governed by Stripe’s own terms, privacy notices, and security practices.

We use trusted third-party service providers to operate, secure, and support CampPulse 360. These providers may process personal information only as needed to provide their services to us.

Key service providers include:

• Render— application hosting infrastructure;
• Stripe— payment processing;
• Clerk— authentication and identity management;
• Postmark— email delivery;
• Cloudflare— file storage, attachment delivery, security, or performance services; and
• Other vendors used for monitoring, support, analytics, logging, or operations.

We may update our service providers over time as the platform grows.

PulseCore Inc. is based in Ontario, Canada. Our offices and employees are located in Canada.

CampPulse 360 application data is hosted in the United States, with the primary hosting region in US East. We use Render as our hosting provider.

Because our customers and users may be located in Canada, the United States, Europe, Australia, New Zealand, or other regions, personal information may be processed outside the country, province, state, or region where the user lives.

When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction, including lawful access requests by courts, law enforcement, or government authorities.

We retain personal information for as long as reasonably necessary to provide CampPulse 360, support Customers, comply with legal or accounting obligations, resolve disputes, enforce agreements, maintain security, and support legitimate business purposes.

Customers are responsible for determining their own retention requirements for registration records, camper records, staff records, medical information, invoices, payments, consents, waivers, and communications.

When a Customer account is terminated, data export, deletion, anonymization, or retention may be handled according to the applicable agreement, legal requirements, and reasonable operational limits.

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. These safeguards may include:

• Role-based access controls;
• Authentication and account access controls;
• Encryption in transit where appropriate;
• Secure hosting infrastructure;
• Logging and monitoring;
• Backups and recovery practices;
• Limited employee access based on job responsibilities;
• Use of reputable service providers;
• Internal confidentiality expectations; and
• Ongoing review of security and operational practices.

No online service can guarantee perfect security. Customers and users must also protect their accounts, use strong passwords or secure authentication methods, limit access to authorized users, and promptly report suspected unauthorized access.

Customers control which administrators, staff members, and authorized users are granted access to their CampPulse 360 environment. Customers are responsible for assigning appropriate permissions, removing access when users leave, and reviewing user roles regularly.

PulseCore employees access Customer data only when needed to provide support, troubleshoot issues, maintain the service, investigate security concerns, or fulfill legal or contractual obligations.

CampPulse 360 may send transactional and operational emails such as invitations, confirmations, reminders, registration updates, support messages, and system notifications.

We use Postmark for email delivery. Customers are responsible for the content and recipients of communications they configure or send through the platform.

Our marketing website and application may use cookies or similar technologies for essential functionality, authentication, security, analytics, performance, and user experience.

Users can manage cookies through their browser settings, but disabling some cookies may affect login or platform functionality.

We may disclose personal information:

• To service providers that help us operate CampPulse 360;
• To Customers and authorized users according to platform permissions;
• To process payments through Stripe;
• To send emails or notifications;
• To comply with legal obligations, court orders, subpoenas, or lawful requests;
• To investigate security incidents, fraud, abuse, or misuse;
• In connection with a business transaction such as merger, acquisition, financing, or sale of assets; or
• With consent or as otherwise permitted by law.

We do not sell personal information.

Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a copy of personal information about you.

If your information was submitted to CampPulse 360 by a camp or organization, please contact that camp or organization first. They are usually best positioned to verify your identity and manage the record.

You may also contact us at support@camppulse360.com. We may need to verify your identity and may direct your request to the appropriate Customer where they control the relevant data.

We will respond to privacy requests in accordance with applicable law.

PulseCore Inc. is a Canadian company. We aim to handle personal information in a manner consistent with Canadian privacy principles, including accountability, identifying purposes, consent, limiting collection, limiting use and retention, safeguards, openness, access, and correction.

For users in the European Economic Area, United Kingdom, or similar jurisdictions, CampPulse 360 usually acts as a processor for Customer-controlled registration and camp data. The Customer is typically the controller. PulseCore may act as a controller for limited business information such as website inquiries, billing administration, and direct support communications.

For users in California or other U.S. states with privacy laws, we do not sell personal information or knowingly use children’s information for unrelated advertising. Applicable privacy rights may be exercised by contacting the Customer or by contacting us.

For users in Australia and New Zealand, we aim to be transparent about the personal information we process, the purposes for processing, cross-border processing, access and correction rights, and retention practices.

If we become aware of a security incident involving personal information, we will investigate and take steps we believe are appropriate under the circumstances. Where required by law or contract, we will notify affected Customers and/or individuals.

Customers are responsible for notifying their own users, families, staff, regulators, or other parties where required by law and where the Customer controls the affected information.

Customers and users are responsible for keeping information accurate and up to date, including contact information, camper details, medical information, emergency contacts, authorized pickup persons, registration selections, tax settings, and payment records.

If you believe information in CampPulse 360 is inaccurate, please contact the camp or organization that manages your registration or account.

CampPulse 360 or our website may contain links to third-party websites or services. We are not responsible for the privacy or security practices of third-party websites or services that we do not control.

We may update this Privacy & Security Policy from time to time. When we make material changes, we will update the “Last updated” date and may provide additional notice where appropriate.

Continued use of CampPulse 360 after an updated policy becomes effective means the updated policy applies to your use of the platform.