Privacy Policy

Scout Health Forms ("the app") is a private tool that helps a Cub Scout pack or troop keep its families' health forms current and organized. It is run by the pack's volunteer leadership, not a commercial company. This policy explains what information the app collects, how it's used and protected, and the choices you have. Because the app handles personal and medical details - including information about minors - we keep the data we collect to the minimum needed and guard it carefully.

Information we collect

• Account information. When you sign in through a provider (Google, Microsoft, Apple, Facebook, or Amazon) we receive your verified email address, your name, and a provider identifier. We never receive or store a password.
• Health-form files and details. The forms you upload and the family/member names and dates you enter.
• Roster information. Scout and contact details a unit leader imports from the official roster to track who needs a form.
• Activity logs. Routine, security-related records of actions taken in the app (e.g. uploads, approvals, deletions) for auditing.

How we use it

We use this information solely to operate the app: to store and track health forms, show which scouts still need a current form, send reminder emails about expiring or missing forms, and let your unit's leaders confirm coverage for their roster. We do not sell or rent your information, share it with advertisers, or use it for any purpose unrelated to managing your unit's health forms.

Children's information

Health forms concern minors. That information is provided by a parent or guardian (or a unit leader) for the unit's own record-keeping, is visible only to the people listed below, and is deleted as described under Retention. We do not knowingly use it for any other purpose.

Who can see your information

Access is limited to your own family, the leaders of the units your family belongs to, and the site administrators who run the app. There are no public or shareable links - every form download requires being signed in and authorized.

How we protect it

• Sign-in: external providers only - we store no passwords.
• Encryption: files are encrypted at rest with a customer-managed key, and all traffic to the site uses HTTPS.
• Access controls: role-scoped, authenticated access only; all sensitive actions are audit-logged.
• Hosting: the app runs on Microsoft Azure with soft-delete and point-in-time backups so data can be recovered after an error.

Service providers

We rely on a small number of providers to run the app: Microsoft Azure (hosting, encrypted storage, database, and reminder email) and the sign-in provider you choose (Google, Microsoft, Apple, Facebook, or Amazon), which verifies your identity. These providers process data on our behalf and have their own privacy policies.

Retention

Forms are kept while they're relevant and are automatically purged after they have been expired for an extended period. When you leave your last unit, your forms are deleted. You can also permanently delete your family's record and all of its forms yourself, at any time, from the Account & data page - no need to contact anyone. Recoverable backups are retained for a limited window (about 30–35 days) before they too age out.

Your choices

• Download your family's forms at any time from the My Forms page, or export everything - every form plus a summary - as a ZIP from the Account & data page.
• Permanently delete your family and all of its data yourself from the Account & data page - no request or approval needed. You can cancel any time before the scheduled date.
• Leave a unit from My Units (leaving your last unit deletes your forms).

Changes to this policy

We may update this policy as the app evolves. Material changes will be reflected here with a new effective date.

Contact

Questions about this policy or your data can be directed to the site administrator at info@scout-forms.com.