Privacy Policy

Privacy Policy

Effective Date: September 24, 2026

Application Name: MTC Scouting Event App

This privacy policy describes how personal information is collected, used, and handled through the MTC Scouting Event App mobile application (the “App”), operated by Middle Tennessee Council, Scouting America (“we,” “us,” or “our”).

We take the trust of our youth members, adult volunteers, leaders, and families seriously, and we are committed to safeguarding personal information collected through this App in compliance with applicable law and Scouting youth protection standards.

1. Who We Are

This App is operated on behalf of Middle Tennessee Council, Scouting America, a local subsidiary/affiliated organization of Scouting America.

This privacy policy applies solely to information collected through this App. It does not govern data collected directly by the National Council of Scouting America, local councils, or other independent third-party platforms unless explicitly stated.

For any questions, concerns, or data requests, contact us at: councilapp@wa-hi-nasa.org

2. Information We Collect

We only collect information necessary to deliver and support the App’s functionality. Depending on your use of the App, this may include:

  • Account & Profile Details: Name, email address, phone number, council/chapter/unit affiliation, username, and authentication credentials.

  • Scouting & Activity Details: App-based event sign-ups, unit roles, training records, or event attendance check-ins managed within the App.

  • In-App Submissions: Messages, feedback forms, or inputs submitted directly through interactive features within the App.

  • Device & Usage Data: Operating system version, app version, unique device identifiers, and crash logs collected automatically to maintain app stability.

  • Location Data: Approximate or precise device location, only if explicitly permitted by you via device permissions (e.g., for navigation at camp).

3. How We Use Information

We use information collected through the App to:

  • Provide, operate, and maintain App features and services.

  • Facilitate event registration, schedules, and program participation.

  • Send essential administrative updates, schedule changes, and safety-related announcements.

  • Facilitate communication between authorized members and leadership within App-enabled channels.

  • Support Scouting America health, safety, and youth protection guidelines within our organizational scope.

  • Identify and fix technical issues, crashes, and performance bottlenecks.

4. How Information Is Shared

We do not sell, rent, or lease your personal information to third parties for commercial or marketing purposes. We share information only in limited contexts:

  • Leadership & Event Administrators: Designated youth leaders and adult advisors may view attendance, committee rosters, and event registrations strictly as needed to conduct organizational programs.

  • Service Providers: Trusted third-party vendors who provide backend infrastructure (such as cloud hosting, push notification delivery, or database maintenance). These providers are bound by confidentiality and may use the data only to perform services on our behalf.

  • Middle Tennessee Council / Scouting America: Basic membership verification or safety-related reporting may be shared with our parent council or Scouting America when required by organizational rules or youth protection policies.

  • Legal Requirements: When required by law, subpoena, or to protect the health, safety, or legal rights of members, participants, or the public.

5. Children’s Privacy & Youth Protection

Protecting youth is a core priority.

  • The App does not knowingly collect personal information directly from children under the age of 13 without verified parental or legal guardian consent or direct parental oversight.

  • If a parent or guardian discovers that their child under 13 has submitted personal information through the App without consent, they may request the review, deletion, or cessation of collection of that information by contacting councilapp@wa-hi-nasa.org

  • All in-app communication tools are designed to comply with Scouting America Youth Protection guidelines (including prohibitions against one-on-one digital contact between adults and youth members).

6. Your Controls and Choices

You have control over how your information is accessed and used:

  • Profile & Settings: You can review or update your profile details and app preferences directly within the App settings.

  • Device Permissions: You can enable or disable permissions (such as push notifications, camera, or location access) at any time through your mobile device settings.

  • Account Deletion & Data Requests: Users may delete their account directly within the App under Settings > Account, or submit an external deletion request at https://ianrom2.dreamhosters.com/delete-account/ or by emailing councilapp@wa-hi-nasa.org.

7. Data Security and Retention

We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, or misuse. However, no mobile or internet transmission is 100% secure.

Personal data is retained only for as long as necessary to fulfill the operational purposes described in this policy, support active organizational cycles, or satisfy legal/safety requirements.

8. Changes to This Policy

We may update this privacy policy from time to time. When updates occur, we will revise the “Effective Date” at the top of this policy and notify users via an in-app notice or direct message for any material changes.

9. Contact Us

For questions, data access requests, or issues regarding this policy or the App’s data practices:

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