Draft for review. This page describes what the software does. Have it reviewed — ideally by your council or counsel —
before relying on it as your published privacy notice under COPPA.
Privacy & data retention
Last updated October 31, 2026
Who runs this service
Scout Check-In is operated for Scouting units (packs, troops and crews) to record attendance at their events. Each unit's own leaders decide who is invited and what is recorded about their families. Questions: support@scoutcheckin.com.
What we collect
- Adults with accounts: name, email, optional phone, password (stored only by Amazon Cognito, never by us), and their role in the unit.
- Families: family name; each person's name and type (scout, sibling, parent/guardian, adult); optional age, den or patrol, rank, phone and email.
- Youth-protection and health-form tracking (leaders only): the dates YPT was completed and health-form parts were signed, and yes/no for registered and 21 or older. We never store the forms, certificates, or any medical information.
- Pickup lists: names of people allowed, or not allowed, to collect a child, set by the family or a leader.
- Attendance: who checked in and out of each event, when, who recorded it, and who a child was released to.
- Audit log: who changed what, and when, so the unit and the operator can answer "who did this?".
Children do not need accounts. Information about a child is entered by their parent or a unit leader.
Who can see it
- Parents see their own family.
- Unit leaders see their own unit's families, attendance and tracking dates. Nobody in one unit can see another unit's data.
- Application administrators (the operator) can see any unit in order to provide support; their access is logged and requires two-step sign-in.
- We do not sell data or share it with anyone else, and we use it only to run check-in for the unit.
How long we keep it
| Data | Kept until |
|---|---|
| A unit that is closed (archived) | Restorable for 90 days, then permanently deleted with all its families, attendance and invitations. |
| A family or person who leaves an active unit | Until the unit deletes them. Unit admins review former members in the admin panel. |
| Accounts that belong to no unit after a unit is deleted | Deleted with the unit. |
| Invitations | Expire after 14 days (30 for a unit's shared link); deleted with the unit. |
| Audit log | 2 years, then deleted automatically. |
| Backups | Database point-in-time backups are kept for up to 35 days. |
Your choices
A parent can review and correct their family's information from My Family, and can ask their unit leader — or us — to delete it. Deleting a family removes its members and, if confirmed, its attendance history.