For Parents

1. What Is PineReport?

PineReport is incident reporting and compliance software used by summer camps. It helps camp staff document incidents — injuries, near-misses, behavioural events, and other situations that arise during the camp season — and keep the records required by law and camp policy.

PineReport is sold to camps, not to individuals or families. We do not market to children or parents, and we do not have a direct relationship with campers. When a camp uses PineReport, they are the organization responsible for deciding what information to record. We are the technology provider that stores and protects that information on their behalf.

2. What Information Does a Camp Submit About My Child?

The information stored in PineReport about campers is entered by the camp's own staff. PineReport does not collect information directly from children. The types of information a camp may submit include:

• Basic identifying information — your child's name, date of birth, and cabin or group assignment.
• Guardian contact details — your name, relationship to the camper, and contact information, if provided to the camp.
• Incident Reports — records of any incidents involving your child during the camp season. These may include a description of what happened, the date and location, staff involved, and any health or medical notes relevant to the incident (for example, a description of an injury, first aid provided, or a referral to a healthcare provider).
• Photos and audio — camps may attach photos or short audio recordings to an Incident Report to document the circumstances. These are stored securely and are accessible only to authorized staff at that camp.

The camp decides what information to record. PineReport does not require camps to collect any specific fields beyond what the camp chooses to enter.

3. Who Can See My Child's Information?

Only authorized staff at your child's camp can see their records in PineReport. Access is controlled by the camp through role-based permissions — not every staff member sees every record. Camp administrators control who has access to what.

PineReport does not share your child's information with other camps, organizations, advertisers, or any third party except:

• Technology sub-processors — the companies that provide the underlying infrastructure (database hosting, authentication, email delivery) that PineReport runs on. These companies can access data only as necessary to keep the service running. The full list is on our security page.
• As required by law — if we receive a valid legal demand (for example, a court order), we may be required to disclose information.

We do not sell, rent, or trade camper information. We do not use it for advertising. We do not use it to train artificial intelligence models without explicit consent.

4. How Is My Child's Information Protected?

We take the security of camper data seriously. Our protections include:

• all data is stored in Canada on servers that encrypt data at rest using AES-256;
• all data transmitted between your browser and our servers is encrypted using TLS;
• access to camper records is restricted to authorized camp staff only, using role-based access controls;
• staff accounts are protected by secure authentication through Clerk, with mandatory multi-factor authentication; and
• we maintain audit logs of who accessed which records and when.

5. How Long Is My Child's Information Kept?

Camper information is retained while the camp maintains an active PineReport subscription. After a camp's subscription ends, their data is retained until the camp requests its deletion, after which it is permanently deleted.

If you would like to know how long your child's camp plans to retain records, please contact the camp directly — they set their own record-keeping policies in accordance with applicable law and their own governance requirements.

6. Your Rights as a Parent or Guardian

Under Canadian privacy law (PIPEDA and applicable provincial legislation), you have the right to:

• know whether we hold personal information about your child and what it is;
• request correction of inaccurate or incomplete information;
• request deletion of information that is no longer required; and
• withdraw consent for specific uses of your child's information.

Because the camp — not PineReport — controls what records are created, the right path to exercise these rights is:

1. Contact your camp first. The camp is the data controller for their records. They can access, correct, or delete specific records and can answer questions about what they have on file.
2. If your camp cannot help, contact PineReport. Email privacy@pinereport.ca with your child's name, the name of the camp, and a description of your request. We will respond within 30 days.

7. Information About Minors Under 14

Under Quebec's Law 25, individuals under 14 years of age require parental or guardian consent for the collection and use of their personal information. In other Canadian provinces, we apply a similar approach consistent with applicable law.

If you believe PineReport holds information about your child that was collected without your consent, please contact us at privacy@pinereport.ca and we will investigate promptly.

8. Filing a Privacy Complaint

If you are not satisfied with how we have handled a privacy concern, you may file a complaint with:

• Office of the Privacy Commissioner of Canada — priv.gc.ca
• Commission d'accès à l'information du Québec (Quebec residents) — cai.gouv.qc.ca
• Your applicable provincial privacy commissioner.

9. Contact

Questions about this page or your child's data:

Jane Matthews, Privacy Officer
Glass Wave Consulting Inc.
privacy@pinereport.ca