01The short version
This summary is here so you can get the gist in thirty seconds. It does not replace the rest of the page, but nothing below contradicts it.
- We collect what we need to run Camp Pilots, and nothing we cannot justify to you.
- Camper information — names, ages, medical notes, emergency contacts — belongs to your camp. We hold it on your behalf. We do not sell it, rent it, or use it for advertising.
- We use AI models to produce your posters, pages, posts and plans. Our contracts prohibit those providers from training general-purpose models on your content, and we never train on camper information.
- You can export or delete your data, and we will help you do it.
- Questions go to support@camppilots.ai, and a person answers them.
02Who we are and what this covers
Camp Pilots is operated by The Consumer Sports Group (“we”, “us”). This policy covers the Camp Pilots marketing site, the Camp Pilots application, and the work Pilot produces for you.
It does not cover third-party services you reach from Camp Pilots — a payment processor’s checkout page, or the separate products we link out to for check-in and online lessons. Those have their own policies, and we point them out where you meet them.
Two different relationships run through this document. For your own account information we are the controller: we decide what we collect and why. For camper and parent information you put into Camp Pilots we are a processor acting on your camp’s instructions — your camp decides, we execute.
03Information you give us
Almost all of this is optional in the strict sense: you can leave fields blank. But the Brain is what makes Pilot’s work sound like you rather than like a robot, so an empty Brain produces generic work.
- Account details — your name, email address, password (stored hashed, never in plain text), and the camps you run.
- The interview — the ten-minute conversation that fills the Brain: your story, what makes your camp different, a typical day, your safety policies, and how you want parents to sign up.
- Camp content — anything you upload or edit: photos, logos, documents, landing page copy, registration form fields.
- Support conversations — what you write to us, and what we write back.
- Billing details — handled by our payment processor. We receive a confirmation, the card brand and the last four digits. We never see or store a full card number.
04Camper and parent information
This is the part of the policy that matters most, so it gets its own section.
When a parent completes one of your registration forms, Camp Pilots may receive the camper’s name and age, a guardian’s contact details, emergency contacts, medical and allergy notes, and the consents your camp asks for. That information is collected for your camp, on your camp’s instructions, and it stays your camp’s to control.
We do not sell it. We do not rent it. We do not use it to target advertising, and we do not use it to train AI models. We do not contact campers or their families for our own purposes — the only messages that go out are the ones your camp sends.
Access inside our team is limited to the people who need it to keep the service running, and that access is logged. Delete a camper, or delete your camp, and this information goes with it on the schedule described in Retention below.
Because campers are children, your camp is responsible for having the right to give us this information — in practice, a parent or guardian’s consent, collected at registration. The Terms of use set out that responsibility in full.
05Information we collect automatically
We use a small number of cookies. The strictly necessary ones keep your session alive and cannot be switched off without breaking sign-in. Anything analytical is aggregated, and we do not run advertising trackers in the app.
- Log data — IP address, browser and device type, pages viewed, and timestamps.
- Product usage — which features you opened and what you did there, so we know what to fix.
- Cookies and similar storage — the ones that keep you signed in and remember your preferences.
06How we use information
We do not make automated decisions about you that produce legal or similarly significant effects.
- To run the service — sign you in, produce your work, deliver your pages and forms.
- To make Pilot’s output sound like your camp, by reading from the Brain you filled.
- To support you when something breaks, and to reach you about your account, your billing, or a change to this policy.
- To keep the service safe — detect abuse, fraud, and anything that looks like an attack.
- To improve Camp Pilots, using aggregated and de-identified usage patterns rather than the contents of your camp.
07AI processing and model training
Pilot is a team of AI agents. To produce a poster, a landing page or a season plan, the relevant parts of your Brain are sent to AI model providers under contract with us.
Those contracts prohibit the providers from using your content to train their general-purpose models. Content is processed to return your result and retained only for the short window a provider needs for abuse monitoring, if any.
We do not train models on camper information under any circumstances.
AI output is a strong first draft, not a fact-checked document. Pilot can be confidently wrong — about a date, a price, a policy. The Terms of use cover what that means for you; the short version is: read it before you publish it.
09How long we keep things
Account and camp data live for as long as your account is open. Cancel, and we keep the account in a recoverable state for 30 days in case you change your mind, then begin deletion.
Deletion completes within 90 days across our live systems, and backups age out on their own rolling schedule within a further 90 days.
We keep the minimum needed for legal, tax and dispute-resolution purposes — invoices, for example — for as long as the law requires.
10How we protect it
Data is encrypted in transit with TLS and at rest. Passwords are hashed. Administrative access requires multi-factor authentication and is granted on a need-to-have basis.
No system is perfectly secure, and we would rather say so than imply otherwise. If a breach affects your data we will notify you and, where required, the relevant regulator, without undue delay.
11Your rights and choices
Email support@camppilots.ai and we will respond within 30 days. We will not charge you for exercising a right, and we will not treat you differently for having exercised one.
If a parent asks you to delete their camper’s information, you can do it yourself from the roster. Ask us and we will help.
- Access — get a copy of what we hold about you.
- Correction — fix anything wrong. Most of it you can edit yourself in Camp Data.
- Deletion — remove your account and its contents.
- Export — take your camp data and the work Pilot made with you.
- Objection and restriction — where the GDPR or UK GDPR applies to you.
- Opt out of sale or sharing — there is nothing to opt out of, because we do neither.
12Children’s privacy
Camp Pilots is a tool for adults who run camps. It is not directed to children, and children do not create accounts or use the app.
Camper information reaches us from you, or from a parent completing your registration form — never from the camper directly. We handle it as described above, and we use it for nothing beyond delivering your camp’s service.
If you believe a child has given us information directly, tell us and we will delete it.
13Where your data lives
Camp Pilots is operated from the United States and your information is processed there. If you use Camp Pilots from outside the US, you are sending your information to the US, where privacy law differs from your own. Where a transfer requires a legal mechanism — Standard Contractual Clauses, for example — we put one in place with the provider concerned.
14Changes to this policy
We will post the new version here and update the date at the top. If a change materially affects how we handle your information, we will email you before it takes effect, not after.
15Contact us
Write to support@camppilots.ai. A person reads it.
The Consumer Sports Group — Camp Pilots. Postal address available on request.