Whereabouts· a Camptivities product
Privacy Policy
Whereabouts keeps track of where children are during a program day. This document explains exactly what that means for the information we hold — and, just as importantly, what we don’t do with it.
Effective date September 9, 2026
Last updated September 9, 2026
Applies to whereaboutsapp.io
Published by Camptivities, LLC
Contents
01 Introduction
Whereabouts (“Whereabouts,” “we,” “us,” or “our”) is a real-time attendance and communication platform for day camps, overnight camps, after-school programs, and other out-of-school-time youth programs. Whereabouts is a product of Camptivities, LLC, which also operates the Camptivities scheduling platform.
This Privacy Policy explains how we collect, use, disclose, and protect information in connection with the Whereabouts website at whereaboutsapp.io, the Whereabouts administrator dashboard, and the Whereabouts mobile applications for parents and staff (together, the “Service”).
Because Whereabouts is used by youth programs and involves information about children, we have written this Policy to be specific about what we do and, just as importantly, what we do not do. Section 4 and Section 5 address the two questions families ask us most often.
02 Our role: we work on behalf of programs
Whereabouts is licensed by camps, schools, and youth organizations (each, a “Program”). The Program decides what information goes into the Service, who may access it, and how long it is kept. With respect to information about children, families, and staff, we act as a service provider (also called a data processor) on the Program’s behalf, and we handle that information according to the Program’s instructions and our agreement with the Program.
This has three practical consequences:
The Program — not Whereabouts — is responsible for giving notice to families and obtaining any consent required before entering information into the Service.
If you are a parent, guardian, or staff member and want to review, correct, or delete information about you or your child, contact your Program first. We will support the Program in responding, but we generally cannot act on the request without the Program’s authorization. See Section 12.
We do not use a Program’s information for our own independent purposes. We do not sell it, we do not use it for advertising, and we do not use it to train artificial intelligence or machine learning models.
We act on our own behalf (as a controller) only for our business information — for example, information about administrators who request a demo, correspond with our sales or support team, or are named on an invoice.
03 Information we collect
3.1Information Programs provide to us
Programs upload or enter information to set up and run the Service. This typically includes:
Participant records: name, nickname, age or grade, group, bunk or session assignment, program schedule, authorized pickup contacts, transportation assignment (bus route and stop), and any notes the Program chooses to record — which may include allergy, dietary, medical, or other sensitive information the Program considers necessary for safe supervision.
Household and guardian records: parent and guardian names, relationship to the child, email addresses, mobile phone numbers, and postal address.
Staff records: name, role, group assignment, email address, mobile phone number, and login credentials.
Where a Program has connected Whereabouts to its registration or billing software, some of this information may reach us through that integration rather than by direct entry. See Section 8.
3.2Information created through use of the Service
Attendance and status records: check-in and check-out times, the staff member who recorded them, absence reports, late-arrival and early-pickup flags, and changes to a child’s group or activity during the program day.
Transportation records: bus assignment, boarding and disembarking events, and route changes.
Pickup authorizations: changes to who may pick up a child, including one-time authorizations, and the identity of the person who made the change.
Messages and communications: messages exchanged between Program staff and families through the Service, including text messages, and the content of newsfeed posts and calendar entries.
Photos and media: photos and other media a Program uploads or publishes to families through the Service.
3.3Information we collect automatically
Device and account information: device type and operating system, app version, browser type, IP address, and time zone.
Log and diagnostic information: dates and times of access, screens or pages viewed, actions taken (such as recording a check-in), errors and crashes, and similar diagnostic data used to operate, secure, and troubleshoot the Service.
Our logs and diagnostics do not contain participant information. Application logs and crash diagnostics record technical data about how the Service is performing — device type, app version, timestamps, and error traces — so that we can keep it running and fix faults. They are held within our own Microsoft Azure environment, they are not a store of participant records, and children’s information and family contact details are not written into them.
We use a small number of strictly necessary cookies and similar technologies to keep you signed in, remember your preferences, and protect your session. We do not use third-party analytics or crash-reporting services of any kind, and we do not use advertising cookies, ad trackers, or cross-site tracking technologies in the Service.
3.4Information you give us directly
If you request a demo, contact support, or otherwise correspond with us, we collect your name, email address, phone number, Program name, and the contents of your message.
04 Children’s information
Children do not create accounts, log in, or use the Service directly. Whereabouts is built to be used by adults — Program staff, administrators, and parents or guardians. Information about a child enters the Service only when the child’s Program, or the child’s own parent or guardian, puts it there.
Our COPPA posture. The Children’s Online Privacy Protection Act (“COPPA”) governs information collected online from children under 13. Because we do not collect information directly from children, and because we collect and use children’s information solely to provide the Service to the Program, we rely on the Program to provide notice to parents and to obtain any consent required by COPPA or applicable state law before entering a child’s information into the Service. Our agreements with Programs require them to do so.
What we do with children’s information. We use it only to operate the Service for the Program: recording attendance, coordinating transportation and dismissal, and enabling communication between the Program and the child’s family. We do not use children’s information for advertising or marketing. We do not sell or rent it. We do not build profiles of children for any purpose other than the Program’s own operations. We do not disclose it except as described in Section 8.
Parents’ rights. A parent or guardian may review the information we hold about their child, ask that it be corrected, ask that it be deleted, and refuse to permit its further collection or use. Because we hold that information on the Program’s behalf, please direct these requests to your Program. If your Program does not respond, write to us at privacy@camptivities.com and we will assist. Note that deleting a child’s information may make it impossible for the Program to use the Service for that child.
05 Location information
We do not track the location of children, and we do not collect precise location from parent devices.
The “whereabouts” in our name refers to where a child is within a program — which group, activity, bus, or dismissal line they are assigned to — as recorded by a staff member who is with them. That information is entered by people, not read from a device or a tag. We do not use QR codes, RFID bracelets, or wearable trackers.
The one exception is transportation. Where a Program enables vehicle tracking, the Whereabouts staff application may collect precise location from the staff device assigned to a bus or vehicle, and only while that device is actively running a route, so that the Program and families can see where the vehicle is. This collection is disclosed in the app, requires the device user to grant location permission, and can be switched off at any time in the device’s settings (which will disable vehicle tracking for that device). We retain vehicle location data only for the period the Program specifies, and we use it for no purpose other than transportation tracking and safety.
06 Photos and media
Programs may share photos with families through the Service. Photos are hosted and delivered by SmugMug, and access is limited to the audience the Program designates. Photographs of children are shared at the Program’s direction, and the Program is responsible for obtaining any photo consent or release required from families. If you would like a photo of your child removed, contact your Program.
07 Text messages
The Service sends SMS text messages — for example, absence confirmations, dismissal and transportation notices, and Program announcements — through a third-party messaging provider. Message and data rates may apply.
You may opt out of non-essential text messages at any time by replying STOP to any message, or by adjusting your notification preferences in the app or with your Program. Certain operational messages about a child’s attendance, safety, or pickup may be necessary for the Program to use the Service; opting out of those may require you to make arrangements directly with the Program.
We do not use phone numbers collected through the Service for our own marketing, and we do not share them with third parties for marketing.
08 How we use and disclose information
We use information to:
provide, operate, maintain, and secure the Service;
authenticate users and control who can see what;
deliver notifications, messages, and photos at the direction of the Program;
provide customer support, onboarding, and training to Programs;
monitor and improve the reliability, performance, and safety of the Service;
detect, investigate, and prevent fraud, abuse, and security incidents; and
comply with law and enforce our agreements.
We disclose information only as follows:
To the Program
Information is visible to Program administrators and to the staff and families the Program authorizes.
To service providers
We use a limited set of vendors to run the Service, each bound by contract to use information only to provide services to us. These currently include Microsoft Azure, which provides the cloud hosting and database infrastructure on which the Service runs; our SMS messaging provider; and SmugMug for photo hosting.
To integrations
If a Program connects Whereabouts to its registration or billing software, we exchange information with that system as the Program instructs. That system’s own privacy practices govern the information it holds.
For legal reasons
We may disclose information where required by law, subpoena, or legal process, or where we believe in good faith that disclosure is necessary to protect the safety of any person from death or serious injury, to prevent fraud or abuse, or to protect our legal rights.
In a business transaction
If Camptivities, LLC is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction. We will notify affected Programs, and the recipient will remain bound by this Policy or a policy at least as protective of the information.
We do not sell personal information. We do not share personal information for cross-context behavioral advertising. We do not use it to train artificial intelligence or machine learning models.
09 Data retention
We retain information for as long as a Program’s account is active and as needed to provide the Service. When a Program’s agreement ends, we delete the Program’s account and the information it contains within six months, unless the Program instructs us otherwise in writing or we are required by law to retain it for longer. Backups are purged on a rolling schedule thereafter. A Program that wants its data deleted sooner, or that wants an export before deletion, can request either at privacy@camptivities.com.
Programs can generally delete individual records themselves through the dashboard. We may retain a limited set of records — such as business correspondence and security logs — for longer where we are required to do so for legal, tax, or security purposes, and we may retain de-identified or aggregated information that cannot reasonably be used to identify any individual.
10 Security
We maintain technical and organizational measures designed to protect information from unauthorized access, use, alteration, or disclosure. These include encryption of data in transit, role-based access controls that limit staff and vendor access to what a role requires, network protections including firewalls, logging and monitoring, and periodic review of our security practices. Access to the Service requires individual credentials, and Program administrators control which users may see which records.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Programs and users play an essential part: use strong, unique passwords, do not share accounts among staff, and notify us promptly at privacy@camptivities.com if you believe an account has been compromised. If we experience a breach affecting personal information, we will notify affected Programs and individuals as required by applicable law.
11 Where information is stored
The Service is hosted in Microsoft Azure data centers located in the United States, and information is stored and processed only in the United States. Whereabouts is intended for use by Programs located in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those of your country.
12 Your rights and choices
Parents, guardians and staff
Contact your Program to review, correct, or delete information about you or your child, or to change your communication preferences. Because we hold that information on the Program’s behalf, we will refer your request to the Program. If your Program does not respond, write to us at privacy@camptivities.com and we will help.
Programs
You can access, correct, export, and delete records through the dashboard, or ask us for assistance at privacy@camptivities.com.
State privacy rights
Residents of California and other states with comprehensive privacy laws may have the right to know what personal information we hold about them, to obtain a copy, to correct it, to delete it, and not to be discriminated against for exercising these rights. Because we act as a service provider for information that Programs put into the Service, we forward such requests to the relevant Program. For information we hold in our own right — such as business contact information for Program administrators — submit a request to privacy@camptivities.com and we will verify and respond within the time required by law. An authorized agent may submit a request on your behalf with proof of authorization.
California Shine the Light
We do not disclose personal information to third parties for their own direct marketing purposes.
Do Not Track
We do not track users across third-party websites or services, so we do not respond to Do Not Track browser signals.
13 Student privacy
Where Whereabouts is used by a school or school-affiliated program and information in the Service constitutes an education record, we handle that information as a “school official” with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA), under the direct control of the school with respect to its use and maintenance.
Consistent with California’s Student Online Personal Information Protection Act (SOPIPA) and comparable laws in other states, we use student information only to provide the Service to the school; we do not use it for targeted advertising, do not create student profiles except in furtherance of the school’s purposes, and do not sell student information. Schools with additional contractual or state-specific requirements should contact us at privacy@camptivities.com.
14 Third-party links
Our website and the Service may link to sites and services we do not control. This Policy does not apply to them, and we are not responsible for their privacy practices. Review their policies before providing information.
15 Changes to this Policy
We may update this Policy from time to time. We will revise the “Last updated” date above. For material changes in how we handle information about children or families, we will notify Programs by email or through the Service before the change takes effect and, where required by law, obtain consent. Your continued use of the Service after a change takes effect constitutes acceptance of the updated Policy.
16 Contact us
Camptivities, LLC dba Whereabouts · Los Angeles, CA | Email: privacy@camptivities.com | Phone: 877-724-0044
Whereabouts and Camptivities are operated by the same company. This Policy governs the Whereabouts Service; the Camptivities platform is covered by the policy published at camptivities.com.
Camptivities, LLC · Los Angeles, CA | Effective September 9, 2026