Family Data: What You See, and Your Responsibilities

Families trust World Camps with sensitive information about their children, and part of that trust is knowing exactly what camps can see and what camps must do with it. This article is the operating manual. Your contractual obligations are in the Provider Terms.

WHAT YOU SEE, AND WHEN

The platform releases family data in stages, matched to what you actually need at each moment:

• Booking request received: each child's first name and age, the sessions and extras requested, and the parent's message. That is enough to decide whether you can accommodate the request.
• After you accept, while the booking is active: the child's date of birth, plus the medical, dietary, allergy and emergency-contact information the parent chose to share.
• After the session ends: your access to medical and emergency-contact information closes automatically. Names and dates you need for your records remain on the booking.

You never see: the child's last name in rosters, the parent's real email address, or anything from the family's profile beyond what is on a booking with you.

MEDICAL AND EMERGENCY INFORMATION — HANDLED WITH CARE, AND LOGGED

Every access to a child's medical or emergency-contact information is recorded in a permanent audit log, with who read it and when. This is not surveillance of your team — it is the mechanism that lets us tell parents, honestly, that their child's health data is only ever opened by the camp that needs it. It protects you too: if a family ever questions data handling, the log shows your team accessed exactly what running the session required.

Use the dashboard's medical flags and the emergency-contact panel during the active booking window. Do not copy medical details into your own spreadsheets, emails or CRM — the information stays available in your dashboard for the whole time you legitimately need it.

PARENT CONTACT GOES THROUGH THE RELAY

The email address you see on a booking is a World Camps relay alias (it ends in @relay.world-camps.org). It forwards to the parent's real inbox while the booking is active, and it is the only email channel you need — attachments and replies flow through it normally. In-app messaging works alongside it.

This is deliberate: parents book more readily when they know a booking never signs them up to mailing lists. Off-platform contact solicitation breaches the Provider Terms.

COLLECTING INFORMATION FROM FAMILIES

Everything you need before camp — medical details, dietary needs, emergency contacts, swimming level — is collected on-platform through the booking's "Required before camp" checklist, under the parent's recorded consent. Never ask parents to email you medical or consent forms directly: it takes special-category data about a child outside the protected, logged environment, and it puts the compliance burden on you alone.

YOUR RESPONSIBILITIES IN SHORT

• Use family data only to run the booked session — no marketing, no resale, no exports into your own tools.
• Limit access to the staff who need it, during the season they need it.
• If you suspect any data incident involving platform data, tell us immediately at privacy@world-camps.org so we can handle notification duties together.

Good to know: this staged-access model exists so that YOU can tell hesitant parents, truthfully, that your camp sees exactly what it needs to care for their child — no more, no earlier, no longer. Camps tell us it closes bookings.