Camp East Woods Privacy Policy
Last Updated: October 2025
Camp East Woods, (“The Company”), is committed to protecting the privacy of our camp families. This Privacy Policy explains what personal data we collect through our website and camp registration process, how we use and safeguard that data, and your rights regarding this information. By using the Camp East Woods website or providing us with personal information, you agree to the practices described in this Privacy Policy.
For purposes of this Policy the terms “we,” “us,” and “our” refer to the Company.
Information We Collect
Information from Parents/Guardians: We collect personal information that parents or guardians provide through online forms, registration portals, or direct communications. This information may include:
Parent/Guardian Contact Information: Name, email address, phone number, home address.
Camper Information: Child’s name, date of birth, age, and gender. We may also collect relevant details about the child’s health (such as allergies, medications, or immunizations) and any special needs, strictly for safety and emergency planning.
Emergency and Authorized Pickup Contacts: Names and contact information for individuals authorized to pick up the child or to contact in case of emergency.
Enrollment Details: Session selections, group preferences, or other camp-related choices.
Payment Information: If you make payments through our site or registration system, you may provide billing details such as credit card information or bank details. Note: Camp East Woods uses a secure third-party payment processor for transactions, so we typically do not store full credit card numbers on our own servers.
Information Collected Automatically: When you visit our website, we may automatically collect certain technical information to improve your user experience. This includes:
Online Identifiers: Your IP address, browser type, device type, and operating system.
Usage Data: Pages viewed, date/time of visits, and referring website or search queries.
Cookies and Similar Technologies: Our site may use “cookies” or similar tracking tools to remember your preferences, enhance site navigation, and gather aggregate web traffic data. You can adjust your browser settings to refuse cookies; however, some site features might not function properly as a result.
We do not knowingly collect personal information directly from minors through our general website outside of the camp enrollment process. Any children’s data we handle is provided to us by parents or guardians as part of camp registration, as described below in Children’s Privacy.
How We Use Your Information
Camp East Woods uses the collected personal data only for legitimate camp and operational purposes. The ways we use your information include:
Camp Registration and Administration: We use parent and camper information to process camp enrollments, arrange camper groups, provide appropriate activities, and ensure we meet each child’s needs (including health and safety accommodations).
Communication: Contact information such as email, phone, or address information is used to communicate with you about important camp updates, registration confirmations, payment receipts, schedules, policy changes, and other announcements. We may also use your contact info to respond to inquiries you send us through the website or email.
Emergency and Safety Purposes: Health and emergency contact information will be used if needed to safeguard your child’s well-being. For example, we will use provided medical information to inform our staff and medical professionals (if necessary) in case of a health issue, and we will contact the designated emergency person if we cannot reach a parent during an urgent situation.
Service Improvements: We may analyze aggregated website usage data (such as traffic patterns or form analytics) to improve our website design, camp programs, and services. This usage data does not identify individuals.
Optional Updates and Marketing: If you have opted in to receive newsletters or promotional materials (such as off-season camp news, events, or merchandise offers), we will use your email or mailing address to send those. You can opt out of these communications at any time (see Your Rights & Choices below). We do not send marketing communications to children.
We will only use personal information for the purposes described above or as otherwise disclosed at the time of collection. If we need to use your information for a new purpose that is materially different, we will seek your permission or provide required notice.
How We Share Your Information
Camp East Woods respects your privacy and does not sell your personal information to third parties for marketing or any other purpose. We only share personal data in the following circumstances:
With Camp Staff and Volunteers: Authorized camp personnel (such as directors, counselors, the camp nurse, or administrative staff) may access relevant personal data on a need-to-know basis to perform their duties. For example, a counselor will receive information about campers in their group (names, ages, any allergies or special needs) to ensure proper care. All staff are trained to keep this information confidential.
Service Providers and Partners: We use trusted third-party service providers to support our operations. These include:
Registration and Payment Processing: We partner with a secure camp management platform (a third-party system) to handle online camper registrations, forms, and payments. When you enter enrollment information or payment details, that data is transmitted to and stored by this provider on our behalf. The provider is contractually obligated to protect your data and use it only for providing services to Camp East Woods.
Email and Communications Services: We may use an email newsletter service or similar tools to send bulk communications (like camp updates or newsletters). Your name and email address might be stored with that service solely for us to communicate electronically with you.
Analytics or Functional Tools: Our website might use Google Analytics or similar third party analytics tools to gather anonymous usage statistics. These third parties may use cookies as described above. They process data under their own privacy policies.
Legal Compliance and Protection: We may disclose personal information if required to do so by law or legal process (for example, in response to a subpoena or court order). We might also share information if we believe in good faith that such disclosure is necessary to protect the rights, safety, or property of Camp East Woods, our camp families, our staff, or others. This includes exchanging information with law enforcement or other authorities in the event of an investigation or emergency situation.
Business Transfers: In the unlikely event that Camp East Woods or its parent organization undergoes a major business transition (such as a merger, acquisition, or transfer of camp operations), the personal information we hold may be among the assets transferred. Should such a transfer occur, we will notify users of any ownership change affecting personal information.
When we share data with third-party service providers, we provide only the information necessary for them to perform their specific services. We also require that they maintain the confidentiality and security of your information.
Children’s Privacy (COPPA Compliance)
Protecting children’s privacy is especially important to us. Camp East Woods operates in compliance with the U.S. Children’s Online Privacy Protection Act (COPPA) and related laws. Our website and online services are intended for use by parents or guardians, not by minors themselves.
Parental Consent: We do not knowingly allow children under the age of 13 to register on our website or provide personal information directly. All enrollment and information submission for campers must be completed by a parent or legal guardian. Any personal data about a child (such as name, age, health info) should be submitted only by the parent/guardian, and by doing so you are consenting to our collection and use of that information for camp purposes.
No Unnecessary Collection: We only collect information about children that is reasonably necessary for participation in camp and to ensure their safety (for example, medical needs, emergency contacts). We will not require disclosure of more information than is needed for these purposes.
Verifiable Parental Involvement: As the parent or guardian completing the registration, you are providing consent for us to collect and use your child’s information as described in this policy. We may verify that consent through the registration process (for instance, by requiring you to create an account or sign a form while logged in as an adult user).
Parental Rights: If you have enrolled your child and wish to review the personal information we have about your child, or request that we correct or delete it, you have the right to do so (see Your Rights & Choices below). You may also withdraw your consent for us to further collect or use your child’s information, though this may affect our ability to allow your child to participate in camp (for example, if we do not have necessary health or contact info).
Inadvertent Collection: In the event we discover that we have collected personal information directly from a child under 13 without parental consent (for example, if a child attempted to fill out a form), we will delete that information as soon as it comes to our attention. If you believe a minor has provided personal data on our site without authorization, please contact us immediately so we can investigate and remove the data.
By focusing our online interactions through parents and guardians, Camp East Woods ensures that any data about campers is handled with parental oversight and in compliance with COPPA’s requirements.
Data Security and Storage
We understand the importance of your personal information and take appropriate measures to safeguard it. Camp East Woods maintains reasonable administrative, technical, and physical security measures to protect your data against loss, theft, and unauthorized access or disclosure. These measures include:
Secure Transmission: Our online registration and payment pages use encryption to protect data submitted through the website. You can verify this by looking for the padlock icon in your web browser when accessing our site’s forms or payment pages.
Restricted Access: Personal data we collect is stored in secure systems. Access to these systems is limited to authorized personnel who need the information to perform their job (for example, the camp director, registrar, or healthcare supervisor). All staff and volunteers with such access are bound by confidentiality obligations.
Third-Party Security: We work only with third-party service providers that use industry-standard security protocols. We do not store your credit card information on our own servers; it is handled directly by the secure payment processor.
Data Retention: We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required by law. For example, we may keep enrollment records for a certain number of years to comply with legal requirements or for record-keeping. When personal data is no longer needed, we will securely delete or anonymize it.
Monitoring and Updates: We periodically review our data practices and security measures to adapt to new threats or changes in technology. In the event of any data breach or security incident affecting personal information, we will follow applicable laws regarding notification to affected parties and take prompt action to mitigate the issue.
While we strive to protect your information, no website or Internet transmission is completely secure. Therefore, we cannot guarantee absolute security of data. We encourage you to protect your account credentials and use caution when transmitting sensitive information online.
Your Rights & Choices
We believe it’s important that you have control over your personal information. Depending on your location and applicable laws, your rights may include:
Access and Correction: You may request details of personal information that we hold about you or your child. If any information is inaccurate or outdated, you have the right to request that we correct or update it. For example, if your contact number changes or you notice a misspelling in your child’s name, let us know and we will update our records.
Deletion (Right to Be Forgotten): You can ask us to delete your personal information or your child’s personal information. We will honor such requests to the extent possible. Keep in mind there may be situations where we must retain certain data (for example, transaction records for accounting, or if required by law, or to protect the safety of the camp). If you request deletion of essential information before or during the camp season (such as emergency contacts or medical info), we may need to discuss how this could affect your child’s participation.
Opting Out of Marketing: If you previously agreed to receive promotional emails or newsletters, you can opt out at any time. To do so, click the “unsubscribe” link provided in any marketing email, or contact us requesting removal from our mailing list. Even if you opt out of marketing messages, we will still send you essential communications about your registration or child’s camp session (we consider those “transactional” or service-related messages, not marketing).
Cookies Choices: Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies or alert you when cookies are being sent. Refer to your browser’s help documentation for instructions. Note that disabling cookies may affect some features of our website (such as retaining your login or form preferences).
California or Other Jurisdictional Rights: If you are a resident of certain jurisdictions (for example, California residents under the California Consumer Privacy Act, or individuals in the EU under GDPR), you may have additional rights such as the right to know what categories of information we collect, to opt-out of the sale of personal information (which we do not do), or to lodge a complaint with authorities. Camp East Woods will endeavor to honor all applicable privacy rights and will assist you with any specific requirements if you contact us.
To exercise any of these rights or choices, please contact us using the contact information in the section below. For security, we may need to verify your identity (and relationship to the child, if applicable) before fulfilling certain requests. We aim to respond to all legitimate inquiries in a timely manner, typically within 30 days.
Third-Party Websites and Services
Our website may contain links to external websites, such as our secure enrollment portal or social media pages. This Privacy Policy applies only to our own website and data practices. Once you leave our site or are redirected to a third-party service, their privacy policy and terms will apply. We encourage you to read the privacy statements of any third-party websites or services you visit via links on our site. Camp East Woods is not responsible for the content, security, or privacy practices of external sites not under our control.
Changes to This Privacy Policy
We may update or revise this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will post the updated policy on our website with a new “Last Updated” date at the top. If the changes are significant, we may also provide a more prominent notice (such as an email to registered camp families or a notice on our homepage). We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website or services after any changes to the Privacy Policy constitutes your acceptance of those changes.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how Camp East Woods handles your personal information, please do not hesitate to contact us:
Camp East Woods – Privacy Inquiries
Email: camp@eastwoods.org
Phone: 516-922-4437 (Office line for Camp East Woods)
Mailing Address:
Camp East Woods
31 Yellow Cote Road
Oyster Bay, NY 11771
We value the trust you place in us with your family’s information and are happy to address any issues or clarifications. Thank you for being a part of the Camp East Woods community!