Privacy Policy
Circle Camps for Grieving Children, Inc.
Last Updated: November 2, 2026
1. Introduction
Circle Camps for Grieving Children, Inc. ("Circle Camps," "we," "us," or "our") is committed to protecting the privacy and personal information of the campers, families, volunteers, donors, and community members who make our work possible.
This Privacy Policy explains how we collect, use, store, and share personal information when you visit our website, register for a program, volunteer, make a donation, subscribe to communications, attend an event, or otherwise interact with Circle Camps.
Circle Camps is a nonprofit organization providing free summer camp experiences for girls who have experienced the death of a parent or primary caregiver. Because we work with children and families, we recognize the importance of handling personal information with care, respect, and discretion.
By using our website or providing information to Circle Camps, you acknowledge the practices described in this Privacy Policy.
2. Information We Collect
The information we collect depends on how you interact with Circle Camps. We may collect the following categories of information:
A. Personal Information You Provide
We may collect information you voluntarily provide, including:
Name, mailing address, email address, and phone number
Parent, guardian, or emergency contact information
Camper and family information submitted through registration or interest forms
Volunteer applications, experience, qualifications, and references
Donor information and donation history
Information submitted through contact forms, surveys, applications, or other communications
Photographs, videos, and testimonials when voluntarily provided or authorized for use
B. Camper and Family Information
When families apply for or participate in Circle Camps programs, we may collect additional information necessary to provide a safe and supportive camp experience, including:
Camper age, date of birth, and relevant family information
Information about the death of a parent or primary caregiver
Emergency contacts and authorized pick-up information
Medical history, medications, allergies, dietary needs, and relevant health information
Accessibility needs and other information necessary to support a camper's participation
Information provided by parents or guardians to help us understand a camper's needs and provide appropriate support
We understand that some of this information is particularly personal and sensitive. We limit its use to legitimate program, safety, administrative, and support needs.
C. Volunteer Information
For individuals interested in volunteering, we may collect:
Contact and demographic information
Volunteer applications and relevant experience
Employment, education, and reference information
Background screening information, where applicable
Training records, certifications, and emergency contact information
Information necessary to coordinate volunteer assignments and support
D. Donation and Financial Information
When you make a donation to Circle Camps, we may collect your name, contact information, donation amount, transaction details, and giving preferences.
Payments may be processed through third-party payment processors. Circle Camps does not intend to collect or store complete credit card numbers or banking credentials directly through its website. Payment information is handled according to the applicable payment processor's privacy and security practices.
E. Information Collected Automatically
When you visit our website, certain information may be collected automatically, including:
Internet Protocol (IP) address
Browser type and device information
Operating system and general location information
Pages visited and time spent on our website
Referring websites and links
Website usage and navigation information
This information helps us understand website traffic, maintain website security, and improve our online experience.
3. How We Use Your Information
Circle Camps uses personal information for legitimate organizational and program purposes, including:
Reviewing camper applications and managing camp registration
Communicating with parents, guardians, campers, and volunteers
Planning and delivering safe, age-appropriate camp experiences
Providing appropriate camper support and coordinating emergency care when necessary
Recruiting, screening, training, and coordinating volunteers
Processing donations and maintaining donor records
Providing donation receipts and required tax documentation
Sharing organizational news, fundraising opportunities, and program updates
Responding to questions and requests
Evaluating programs and improving our services
Maintaining organizational records and meeting legal, regulatory, and reporting requirements
Protecting the safety, rights, and well-being of campers, volunteers, staff, and others
We do not use sensitive camper or family information for unrelated marketing purposes.
4. How We Share Your Information
Circle Camps does not sell or rent personal information to third parties.
We may share information in limited circumstances, including:
A. Service Providers
We may share information with trusted third-party organizations that help us operate our programs and organization. These may include:
Website hosting and management providers
Camp registration and management platforms
Email and communication services
Donation and payment processing platforms
Background screening providers
Survey, analytics, and data management services
Technology and administrative support providers
These organizations receive only the information reasonably necessary to perform their services on our behalf and are expected to protect the information they access.
B. Camp Facilities and Program Partners
We may share relevant camper or volunteer information with camp facilities, program partners, and other organizations when necessary to coordinate programming, accommodations, transportation, meals, safety, or other aspects of camp operations.
We limit shared information to what is reasonably necessary for the relevant purpose.
C. Medical Providers and Emergency Personnel
If a camper, volunteer, or other participant experiences a medical emergency or safety concern, we may share relevant information with medical professionals, emergency responders, or other appropriate individuals to protect their health and safety.
D. Legal and Safety Requirements
We may disclose information when required by law, court order, or legal process, or when necessary to comply with applicable reporting obligations, including mandatory reporting requirements related to child safety.
We may also share information when reasonably necessary to protect the safety, rights, or property of Circle Camps or another individual.
E. Organizational Reporting
We may use aggregated or de-identified information for grant applications, fundraising reports, program evaluation, and organizational communications. We take reasonable steps to avoid identifying individual campers or families in these materials without appropriate authorization.
5. Photographs, Videos, and Testimonials
Circle Camps may photograph or record campers, volunteers, and events to document our programs and share the work of our organization.
Photographs, videos, stories, and testimonials may be used in organizational materials, including:
Our website
Social media platforms
Newsletters and email communications
Annual reports and fundraising materials
Grant applications and presentations
Other organizational publications
We seek appropriate permission from parents or legal guardians before using identifiable photographs, videos, or stories of minor campers in public-facing communications.
Permission to participate in Circle Camps programs does not automatically mean permission to use a camper's image or story for publicity or promotional purposes.
We encourage families and participants to contact us with questions or concerns about the use of their images or stories.
6. Cookies and Website Tracking
Our website may use cookies and similar technologies to support website functionality, understand visitor activity, and improve the online experience.
These technologies may collect information such as browser type, device information, pages visited, and general website usage patterns.
For additional information about the cookies we use and how to manage your preferences, please review our separate Cookie Policy.
7. Children's Privacy
Protecting the privacy of children is especially important to Circle Camps.
Our website is primarily intended for parents, guardians, volunteers, donors, and other adults interested in our organization. We ask that parents or legal guardians provide personal information on behalf of minor campers through our registration and application processes.
We do not knowingly collect personal information directly online from children under the age of 13 without the required parental notice and consent.
If we become aware that personal information has been collected directly online from a child under 13 without appropriate consent, we will take reasonable steps to address the situation, including deleting the information when required.
Parents and guardians may contact us with questions about information submitted on behalf of their children.
8. How Long We Keep Information
We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this policy, including program administration, organizational operations, legal obligations, financial recordkeeping, and safety.
Different types of information may be retained for different periods of time depending on their purpose and applicable requirements.
When information is no longer needed, we take reasonable steps to securely delete or dispose of it.
9. How We Protect Your Information
Circle Camps takes reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, disclosure, alteration, or destruction.
These measures may include limiting access to sensitive information, using password-protected systems, working with reputable service providers, and providing access only to individuals who need the information to perform their responsibilities.
However, no method of electronic storage or transmission is completely secure. While we work to protect personal information, we cannot guarantee absolute security.
10. Your Privacy Choices and Rights
Depending on your relationship with Circle Camps and applicable law, you may have the ability to:
Request access to personal information we maintain about you
Request corrections to inaccurate or outdated information
Request deletion of personal information, subject to legal and organizational recordkeeping requirements
Unsubscribe from fundraising or marketing emails at any time using the unsubscribe link included in those communications
Contact us with questions or concerns about how your information is collected or used
Parents and legal guardians may also contact us to review or request changes to information submitted on behalf of their children, subject to applicable legal requirements.
To make a privacy-related request, please contact us using the information provided below.
11. Third-Party Websites and Services
Our website may contain links to third-party websites, platforms, and services. These may include donation platforms, social media sites, camp registration systems, and other external resources.
Circle Camps does not control the privacy practices or security of third-party websites. If you visit an external website or use a third-party service, we encourage you to review its privacy policy before providing personal information.
12. Updates to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our programs, website, information practices, or applicable laws.
When updates are made, the revised policy will be posted on our website with an updated "Last Updated" date.
We encourage visitors to review this policy periodically.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or how Circle Camps handles personal information, please contact us:
Circle Camps for Grieving Children, Inc.
Email: info@circlecamps.org
Phone: 980-250-5457
Mailing Address:
Circle Camps for Grieving Children
PO Box 11552
Charlotte, NC 28220
Website: https://www.circlecamps.org
Circle Camps is a registered 501(c)(3) nonprofit organization.