Privacy Policy

Last updated: August 12, 2026

This policy is provided in English.

This policy applies to this site and to any other Polish Scouting Organization - Z.H.P, Inc. website, application, registration system, document portal, event tool, store, CRM style tool, digital form, or other online service in the United States that links to this policy. Individual services may not use every feature or collect every category of information described below.

Information We Collect

The services covered by this policy may collect the following types of information:

• Account and sign in information, including email address, verification status, security settings, preferences, and security logs.
• Contact, profile, family relationship, membership, troop, council, unit, and leadership scope information.
• Registration, event, program, order, payment status, donation, driver consent, and administrative workflow information where those features are offered.
• Consent, signature, document, file access, download, notification, review, approval, and audit information.
• Information about children and youth participants, including date of birth, emergency contacts, profile photos, insurance details, medical or health documents, and other documents required by the organization, a specific activity, or a specific site feature.
• Information about adult scouts, instructors, parents, guardians, leaders, drivers, volunteers, donors, customers, and other contacts where needed for participation, safety, review, transactions, communication, or administration.
• Technical information needed to operate and protect a service, such as session, browser, device, request, diagnostic, and security information.

Why We Collect Data

We collect data so Polish Scouting Organization - Z.H.P, Inc. can conduct scouting, membership, registration, youth safety, participation, leadership, communication, transaction, and recordkeeping activities in the United States.

We use information to:

• Create, verify, secure, and manage user accounts.
• Manage family access and parent, guardian, adult scout, instructor, leader, and administrator workflows.
• Process registrations, event participation, program administration, driver consent, orders, donations, payments, and related approvals where those features are offered.
• Generate registration packets, consent forms, reports, rosters, receipts, and other administrative records.
• Support youth protection, health and safety review, emergency planning, and event administration.
• Send necessary system, registration, transaction, security, and administrative notifications.
• Maintain audit records, investigate misuse, protect the services, and meet legal, safety, insurance, financial, and organizational recordkeeping obligations.

Children And Youth Participants

The sites covered by this policy are generally designed for use by parents, legal guardians, adult members, leaders, and administrators who provide or manage information for children and youth participants. For Polish Scouting Organization - Z.H.P, Inc., information about children and youth participants under 18 must be provided and managed by a parent or legal guardian.

Children under 13 should not provide their own information directly unless a specific service provides a separate approved process with any required consent. This supports the child privacy principles reflected in the United States Children's Online Privacy Protection Act (COPPA).

Parents or legal guardians may request review, correction, or removal of an under 18 participant's information by using the contact information below, subject to organizational recordkeeping, safety, legal, internal policy, and audit requirements.

How We Share Information

We share information only with people or service providers who need it for scouting, registration, events, leadership, safety, transactions, compliance, technical operation, email delivery, security, legal needs, or organizational administration. Access is limited according to authorization, account role, organizational or family relationship, and other applicable access rules.

Data at rest is encrypted, and data in transit uses industry standard encryption methods. We expect service providers that process information for the organization to protect it, use it only for authorized purposes, and support our privacy and security obligations.

When a site offers payments, orders, donations, or similar transactions, payment processors may handle transaction details under their own privacy and security terms. We do not intend for the services covered by this policy to store full payment card numbers.

We do not sell personal information. We do not share personal information for targeted advertising. We do not use registration, transaction, or youth participant information for commercial marketing.

Automated Screening And Review Tools

Some services may use automated or rules based tools to help review uploaded files, forms, images, records, transactions, or other submissions. These tools may check whether a submission appears complete, readable, correctly classified, or ready for the applicable workflow, or whether it should be routed for authorized human review.

Unless a specific service notice states otherwise, these tools are used to support operational review and are not intended to identify a person, compare identities, infer protected traits, or make final disciplinary, eligibility, or participation decisions. Uncertain results may ask the user to replace a submission, confirm the intended use, or send the item for authorized human review.

Cookies And Browser Storage

The sites covered by this policy may use cookies and similar browser storage to operate, secure, and improve their services. Depending on the service, these technologies may be used to maintain a session, remember user choices, support security features, prevent misuse, understand service performance, or provide other requested functionality.

A particular service may use only some of these technologies. If a service uses nonessential analytics, advertising, marketing, or similar tracking technologies, it will provide any notice, consent choices, or controls required by applicable law.

Retention

We keep information as long as needed for the feature or relationship involved, including registration records, participation records, youth safety, document review, transactions, audit logs, legal obligations, dispute resolution, security, backup, and organizational administration. Retention periods may vary by record type, site, and workflow and may be approved by organizational leadership.

Some services may create downloadable, printable, or otherwise portable records that contain personal or sensitive information. Access to those records is limited to authorized recipients. Recipients are responsible for protecting electronic and printed copies, following applicable use and retention instructions, and securely destroying or returning copies when they are no longer authorized or needed. Records showing access, authorization, acknowledgment, or disposition may be retained as required for security, accountability, legal obligations, or organizational policy.

Security

We use reasonable administrative, technical, and physical safeguards appropriate to the information and service involved. Safeguards may include access controls, authentication, encryption, monitoring, logging, secure configuration, restricted storage, staff or volunteer procedures, and service provider requirements. The safeguards used by a particular service may vary according to its purpose, risks, and technical environment. No website or storage system can guarantee absolute security, so users should protect their credentials and report suspected unauthorized access promptly.

Your Choices And Privacy Requests

Users may review and update account and profile information in the applicable site where those features are available. Scouts, parents, guardians, instructors, leaders, donors, customers, volunteers, and other users may request review, correction, or removal of personal information by using the contact information below. We may need to verify the requester's identity and authority before acting on a request.

Some records must be retained where required by law, safety obligations, insurance or financial requirements, audit history, dispute resolution, internal policy, or other organizational needs so that Polish Scouting Organization - Z.H.P, Inc. can conduct business. When we cannot remove information completely, we will review whether the information can be corrected, restricted, or retained only as required.

California And Other State Privacy Rights

Scouts, instructors, parents, guardians, leaders, donors, customers, volunteers, and other users may live in California or other states with privacy laws. Where applicable, California residents may have rights under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), and other applicable California privacy laws, including rights to know, review, correct, delete, limit certain uses of sensitive personal information, and be free from unlawful discrimination for exercising applicable privacy rights.

The availability and scope of state privacy rights may depend on the law, the type of organization, the relationship involved, the requester's role, and the information at issue. We will review privacy requests in good faith and respond as required by applicable law.

Policy Updates

We may update this policy when the sites, legal requirements, or organizational practices change. The updated date above identifies the current version.

Contact

Questions about this policy, privacy rights, or personal information handled by a service covered by this policy should be sent to:

This policy was last reviewed or changed on: August 12, 2026.