Outdoorithm Collective Privacy Policy

1. Introduction

Welcome to Outdoorithm Collective. We are committed to protecting your privacy and the privacy of your family members. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our member platform, or participate in our camping trips and programs.

Outdoorithm Collective is a California-based nonprofit organization that helps urban families—especially those historically excluded from outdoor spaces—reconnect with nature through community camping experiences and a digital platform for ongoing connection.

By using our services, you consent to the practices described in this policy.

2. Contact Information

If you have questions about this Privacy Policy or our data practices, please contact us:

3. Information We Collect

3.1 Information You Provide Directly

We collect information you voluntarily provide when you register for membership, sign up for trips, or interact with our platform:

Contact Information:

• Names of parents/guardians and family members
• Email addresses and phone numbers
• Mailing address
• Emergency contact information

Demographic Information:

We collect demographic information to get to know your family and to share our impact with funders. This includes:

• Race/ethnicity (for each family member)
• Household income range
• Age and gender
• Location (city and state)

This information is optional where indicated and is shared with funders only in anonymized or aggregated form.

Children's Information:

• Names and ages of children
• Demographic information (race/ethnicity, gender)
• Photos and videos (with parental consent)

Health and Safety Information:

We keep this on file for trip planning and safety. Only trip leaders who need this information will have access. You can update it anytime.

• Medical conditions and medications
• Allergies (food, environmental, medication)
• Dietary restrictions
• Accessibility needs

Membership and Participation Information:

• Responses to values and community questions
• Referral source (how you heard about us and who referred you)
• Camping experience level
• OC Impact Fund contributions
• Skills and interests you wish to share with the community

Photos and Videos:

• Images you upload to the platform
• Photos and videos taken during trips

3.2 Information Collected Automatically

When you visit our website or use our platform, we automatically collect:

• Device information (browser type, operating system)
• IP address and general location
• Pages visited and time spent
• Referring website

We use Google Analytics to collect this information. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

4. How We Use Your Information

We use the information we collect to:

Provide Our Services:

• Process membership applications and manage your account
• Plan and coordinate camping trips safely
• Facilitate connections between families on our platform
• Respond to emergencies during trips

Communicate With You:

• Send trip information, reminders, and updates
• Share newsletters and community stories
• Notify you about platform activity
• Request feedback and testimonials

Understand and Improve:

• Get to know the families in our community
• Track and report our impact to funders (using anonymized data)
• Improve our programs and platform
• Ensure we are reaching families across income levels and backgrounds

5. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

5.1 With Other Members

When you join our platform, other members can see your profile information and content you share. Photos and stories you post may be visible to the community. You control what you share publicly.

5.2 With Service Providers

We work with trusted service providers who help us operate our organization, including our platform hosting provider (Supabase/AWS), payment processor (Stripe), and email service. These providers are contractually obligated to protect your information and use it only for the services they provide to us.

5.3 With Funders and for Impact Reporting

We share anonymized and aggregated data with funders to demonstrate our impact. This includes statistics like "X% of participating families are BIPOC" or "average household income range of participants." We never share individual family information with funders.

5.4 For Legal Reasons

We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to protect the rights, property, or safety of Outdoorithm Collective, our members, or others.

5.5 With Your Consent

We may share your information in other ways if you give us specific consent, such as featuring your family's story in our marketing materials.

6. Children's Privacy (COPPA Compliance)

Protecting children's privacy is especially important to us. Here's how we handle children's information:

6.1 Children Under 13

Children under 13 do not have their own accounts. Parents/guardians manage all information about their children through their own accounts. We collect children's information (names, ages, photos, medical information) only with verifiable parental consent.

6.2 Teenagers (13-17)

Teenagers aged 13-17 may participate in our platform with parental consent. Parents must approve their teen's participation and are responsible for monitoring their activity. Teens can view content and participate in community discussions but remain under parental supervision.

6.3 Parental Rights

Parents have the right to:

• Review their child's personal information
• Request deletion of their child's information
• Refuse further collection of their child's information
• Withdraw consent for photos/videos

6.4 Parental Responsibility

Parents are responsible for supervising their children's activities on the platform and during trips. Outdoorithm Collective, its staff, board members, and volunteers are not responsible for how children engage on the platform or for children's behavior during trips—children must always be under parental supervision.

7. Photo and Video Consent

7.1 Platform Sharing

Photos and videos you share on the platform are visible to other members. By uploading content, you grant Outdoorithm Collective permission to display it within the platform.

7.2 Marketing and Promotional Use

We request separate consent to use your photos, videos, or testimonials in marketing materials, on our website, or on social media. You can grant or withdraw this consent at any time by contacting us.

7.3 Trip Photography

During trips, we or other families may take photos and videos. We share these with trip participants through the platform. If you do not want your family photographed, please let us know before the trip.

8. Data Security

We take the security of your information seriously and implement appropriate safeguards:

8.1 Technical Safeguards

• Encryption of sensitive data at rest and in transit
• Secure hosting on Supabase/AWS with industry-standard protections
• Role-based access controls limiting who can view sensitive information
• Regular security reviews and updates
• Payment processing through Stripe (we never store credit card information)

8.2 Medical Information Protection

Medical information receives our highest level of protection. It is encrypted, accessible only to the Executive Director and designated trip leaders who need it for safety, and stored securely with strict access controls.

8.3 Your Responsibility

You can help protect your information by:

• Choosing a strong, unique password
• Not sharing your login credentials
• Logging out of shared devices
• Notifying us immediately if you suspect unauthorized access

8.4 Data Breach Notification

In the event of a data breach affecting your personal information, we will notify you within 72 hours via email with details about what happened, steps we're taking, and actions you can take to protect yourself.

9. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account information: As long as your membership is active, plus 3 years
• Trip waivers and medical forms: 7 years (California statute of limitations)
• Photos and videos: Until you request deletion or withdraw consent
• Donation records: 7 years (IRS requirements)

After retention periods expire, we securely delete or anonymize the information.

10. Your Rights Under California Law (CCPA)

As a California resident, you have the following rights regarding your personal information:

10.1 Right to Know

You can request what personal information we have collected about you, where we got it, why we collected it, and who we shared it with.

10.2 Right to Delete

You can request that we delete your personal information, subject to certain exceptions (such as legal retention requirements for waivers and medical forms).

10.3 Right to Opt Out

We do not sell your personal information. You can opt out of marketing communications at any time by clicking "unsubscribe" in our emails or contacting us.

10.4 Right to Non-Discrimination

We will not discriminate against you for exercising any of your privacy rights.

10.5 How to Exercise Your Rights

To exercise any of these rights, contact us at info@outdoorithmcollective.org or 510-833-6114. We will respond within 45 days. We may need to verify your identity before processing your request.

11. Third-Party Services

We use the following third-party services that may collect information:

• Supabase/AWS: Platform hosting and data storage
• Stripe: Payment processing for donations
• Google Analytics: Website analytics
• Email service provider: Newsletters and communications

Each service has its own privacy policy. We encourage you to review them.

12. Cookies and Tracking

Our website uses cookies—small files stored on your device—to improve your experience and analyze site usage. You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email and by posting a notice on our website. Your continued use of our services after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Thank you for trusting Outdoorithm Collective with your family's information.