Website Privacy Policy

Effective Date: November 2026  |  Last Updated: November 2026

1. Introduction

Science Camps of America ("SCA," "we," "our," or "us") is a nonprofit educational organization dedicated to providing young people with hands-on science education and learning opportunities. We respect the privacy of our website visitors, students, parents, guardians, donors, and other individuals who interact with our organization.

This Privacy Policy explains what personal information we collect, how we use and protect it, when we share it with other organizations, and the choices available to you.

This policy applies to our website, sciencecampsamerica.com, and to information you provide to us through our website forms and the third-party services we use for donations, camp registration, and student information.

By using our website or providing information to SCA, you acknowledge the practices described in this Privacy Policy. Where consent is required by applicable law, we will request it separately.

2. Information We Collect

The information we collect depends on how you interact with SCA. We may collect the following categories of information:

A. Website Visitors

When you visit our website, certain technical information may be collected automatically by our website hosting provider and third-party services. This information may include:

• Internet Protocol (IP) address;
• Browser type and version;
• Device and operating system information;
• Pages visited and the date and time of visits;
• Referring website or webpage;
• Basic website usage and diagnostic information.

This information is generally used to operate, maintain, protect, and improve our website.

B. Contact Forms and General Inquiries

If you contact us through a website contact form or an embedded Elfsight form or widget, we may collect information such as:

• Your name;
• Email address;
• Telephone number, if requested;
• The subject and content of your message;
• Any other information you voluntarily provide.

We use this information to respond to questions, provide requested information, communicate about our programs, and address other inquiries.

C. Scholarship Applications

When a student or their parent/legal guardian submits a scholarship application through our online Google Form, we collect the personal, contact, financial, and academic information necessary to evaluate eligibility and administer scholarship awards. This information may include:

• Applicant name, age, grade level, and school details;
• Parent or legal guardian contact information and relationship;
• Financial information (such as household income documentation) to evaluate financial need;
• Essays, letters of recommendation, and academic records;
• Required parent or guardian consent and co-signatures.

Scholarship applications are hosted securely using Google Forms. We use this information strictly to review applications, determine award recipients, and manage our Science Camp Scholarship Fund.

D. Donations

Our website provides links to PayPal for individuals who wish to make donations to Science Camps of America.

When you make a donation, your payment is processed by PayPal through its own website and services. PayPal may collect information such as your name, email address, billing information, payment details, and transaction information in accordance with its own privacy policy.

SCA does not collect or store your full payment card or bank account credentials through its website. We may receive information from PayPal about a donation, such as the donor's name, contact information, donation amount, date, and transaction status, as made available through the payment service.

We use donation information to acknowledge contributions, maintain financial and charitable records, issue donation receipts where appropriate, and administer our nonprofit programs.

E. Camp Registration

Camp registrations are handled through ActivityHero, an independent third-party registration service.

When a parent or guardian registers a student, ActivityHero may collect information needed to create an account, complete a registration, process payment, and administer the enrollment. This information may include:

• Parent or guardian name and contact information;
• Student name and age or date of birth;
• Mailing address and other registration details;
• Camp session and enrollment information;
• Payment and transaction information;
• Other information requested as part of registration.

ActivityHero processes information according to its own privacy policy and terms. SCA also uses registration information to administer enrollment, communicate with families, coordinate camp activities, and provide the educational programs for which the student has registered.

F. Student Contact, Health, and Permission Forms

After registration, parents or legal guardians may be asked to complete an online form using Google Forms. These forms collect information needed to prepare for the student's participation in camp and to support student safety and supervision.

Depending on the form and the student's needs, information may include:

• Student name and identifying information;
• Parent or guardian names, telephone numbers, and email addresses;
• Emergency contact information;
• Relevant medical conditions and health history;
• Allergies, medications, dietary requirements, or other health and accommodation information;
• Healthcare provider or insurance information, if requested;
• Parent or guardian permissions and acknowledgments;
• Transportation, activity, and participation permissions;
• Other information reasonably needed for student care and camp administration.

This information is provided by parents or legal guardians and is used for purposes such as:

• Contacting parents and guardians;
• Responding to emergencies;
• Informing appropriate camp personnel of relevant health or safety needs;
• Planning appropriate supervision and accommodations;
• Obtaining and documenting required permissions;
• Administering the camp program and protecting student welfare.

Health and emergency contact information is treated as sensitive information. Access is intended to be limited to SCA personnel and authorized individuals who need the information to perform their camp-related responsibilities.

Google Forms and related Google services are provided by Google and are subject to Google's privacy and security practices. Information submitted through these forms may be stored and processed by Google on SCA's behalf.

Parents and guardians should provide only information that is reasonably necessary for the student's participation and safety. Please contact us if you have questions about information requested in these forms.

3. How We Use Personal Information

We use personal information for legitimate nonprofit, educational, administrative, and operational purposes, including:

• Responding to questions and requests;
• Providing information about our programs and educational activities;
• Processing and acknowledging donations;
• Administering camp registrations and enrollment;
• Communicating with parents, guardians, and students;
• Planning camp activities, transportation, and supervision;
• Supporting student health, safety, and emergency response;
• Administering scholarships and educational outreach;
• Maintaining organizational, financial, and legal records;
• Protecting the security and proper operation of our website and services;
• Complying with applicable laws and legal obligations.

We do not use student health information for advertising or unrelated promotional purposes.

4. How We Share Information

Science Camps of America does not sell personal information. We do not rent personal information to marketers or provide student health information to advertisers.

We may share personal information in the following circumstances:

A. Service Providers

We use selected third-party services to operate our website and administer our programs. These currently include:

• Elfsight: Website forms and embedded widgets. Information submitted through an Elfsight form may be processed by Elfsight as part of providing the service.
• PayPal: Donation payment processing.
• ActivityHero: Camp registration and enrollment.
• Google: Online scholarship application, parent and guardian contact, health, and permission forms.
• Termly: Cookie consent and preference management, if enabled on our website.
• Google Analytics: Website traffic analysis and usage reporting. Google Analytics collects standard visitor statistics (such as pages visited, time spent on site, and general geographic location) to help us understand how visitors interact with our website and improve user experience.
• Google Ads: Advertising and conversion tracking. If you arrive at our site via a Google advertisement, Google Ads may use cookies to help measure the effectiveness of our campaigns and track conversions.

These providers have their own privacy policies and practices. Their handling of information is governed by their respective terms and privacy notices, in addition to any applicable agreements with SCA.

B. Camp Personnel and Emergency Contacts

We may share relevant student information with authorized instructors, camp counselors, medical personnel, or other individuals responsible for student supervision and safety. We limit this sharing to information reasonably needed for their responsibilities.

In an emergency, we may share relevant information with emergency responders, healthcare providers, or other appropriate parties when necessary to protect a student's health or safety.

C. Legal and Safety Reasons

We may disclose information when we believe disclosure is reasonably necessary to comply with applicable law, respond to a valid legal request, protect the rights or safety of individuals, investigate suspected fraud or misuse, or protect the organization and its programs.

5. Cookies and Similar Technologies

Our website may use cookies and similar technologies to support basic website functions, remember visitor preferences, maintain security, and understand how visitors use the website.

Cookies are small data files stored on your device by a website. Some are necessary for the website to function. Others may be used for optional functions or services provided by third parties.

We use a cookie consent banner provided through Termly to help visitors understand and manage their cookie preferences. Where required, non-essential cookies and similar technologies will not be activated until the visitor has provided the appropriate consent.

Visitors may use the cookie banner to accept, reject, or manage available cookie categories. Cookie preferences may also be changed later through the cookie settings link or control made available on the website.

The specific cookies and technologies used may change as our website and services develop. Information about cookies detected on the website should be available through the cookie consent tool.

You can also manage or delete cookies through your browser settings. Blocking certain cookies may affect the operation of some website features.

6. Children's and Students' Privacy

Our educational programs serve young people. We recognize the importance of protecting student information and take particular care with information relating to minors.

Our website is intended for parents, guardians, adult visitors, and prospective students. We ask parents or legal guardians to complete registration and required contact, health, and permission forms for participating students.

We do not knowingly ask children under the age of 13 to submit personal information directly through our website. If we learn that a child under 13 has submitted personal information directly without appropriate parental involvement, we will take reasonable steps to address the information.

Parents and guardians may contact us to ask about, review, correct, or request deletion of information submitted about their child, subject to applicable legal, safety, and recordkeeping requirements.

7. Data Retention

We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this policy, administer our programs, maintain appropriate records, resolve disputes, and comply with legal or financial obligations.

Different types of information may be retained for different periods. For example:

• General inquiries are retained as needed to respond and maintain relevant correspondence.
• Donation and financial records may be retained as required for accounting, tax, and nonprofit recordkeeping purposes.
• Registration records may be retained as needed to administer the program and maintain appropriate organizational records.
• Student health, emergency contact, and permission information is retained only as needed for camp operations, student safety, incident documentation, and applicable legal requirements.

When information is no longer needed, we will take reasonable steps to delete it or otherwise dispose of it securely, subject to applicable legal requirements and any necessary backup or archival processes.

8. Data Security

We use reasonable administrative, technical, and organizational measures intended to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include limiting access to authorized personnel, using password-protected services, and relying on security features provided by our third-party service providers.

No method of transmitting or storing information electronically can be guaranteed to be completely secure. Although we work to protect the information entrusted to us, we cannot guarantee absolute security.

9. Third-Party Websites and Services

Our website contains links to third-party websites and services, including PayPal and ActivityHero. Some third-party content or forms may also be embedded in our website.

When you follow a link to another website or submit information through a third-party service, that service's own privacy policy and terms apply to its collection and use of your information. SCA does not control the privacy practices or security of independent third-party websites.

We encourage visitors and parents or guardians to review the privacy policies of these services before submitting personal information.

10. Your Privacy Choices and Rights

Depending on where you live and applicable law, you may have rights concerning personal information we maintain about you or your child. These may include the right to:

• Ask whether we hold personal information about you;
• Request access to personal information;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information, subject to applicable exceptions;
• Withdraw consent where processing is based on consent;
• Ask questions about how personal information is used or shared.

To make a privacy request, contact us using the details in the Contact Us section below. We may need to verify your identity or your authority to act on behalf of a student before responding.

Some information may need to be retained to comply with legal obligations, maintain financial records, administer a program, protect student safety, or resolve disputes.

Information held by PayPal, ActivityHero, Google, Elfsight, or other third-party providers may also be subject to their own privacy request procedures.

11. Email Communications

We may use the contact information provided to us to send messages related to inquiries, donations, camp registration, program administration, student safety, or other services requested by the individual or family.

If we send optional promotional or newsletter communications, we will provide an appropriate way to opt out of those communications. Opting out of promotional messages will not prevent us from sending necessary administrative, registration, safety, or transaction-related communications.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our programs, website, service providers, information practices, or applicable legal requirements.

When we make changes, we will update the "Last Updated" date at the beginning of this policy. If a change materially affects how we use personal information, we may provide additional notice where appropriate or required by law.

We encourage visitors and families to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy, wish to make a privacy request, or have concerns about the handling of personal information, please contact:

Science Camps of America
Email: info@sciencecampsamerica.com
Telephone: (808) 235-3612

Mailing Address:
P.O. Box 5031
Kāneʻohe, HI 96744

Please do not include sensitive medical or financial information in an ordinary email. Contact us first if you need a secure way to discuss a privacy matter.