Privacy Policy

Service name: Smart Scout Manager (المدير الكشفي الذكي) — a software platform for managing scout troops and groups.

Official website: ssm.scouthub.dev

Privacy contact email: ssm@scouthub.dev

Processing role: We act as a “Joint Controller” together with the leadership of each scout troop registered in the system. The troop leadership is the Primary Controller and bears primary responsibility for the accuracy and lawfulness of the data it enters and the legitimacy of its collection, while the platform’s role is limited to that of a Data Processor and joint controller within the bounds of securing the technical infrastructure, ensuring processing security, and providing compliance tools.

Administrative account data: Username, email, password (never stored as plain text — hashed with bcrypt), troop name, preferred language, subscription expiry date, and the record of your acceptance of this document (its date, version and how the account was created).

Sign-in with Google or Apple (optional): If you choose to continue with Google or Apple (or an organisational identity provider) we receive only your unique provider ID, your email address and whether it is verified, and your display name if any. We never access your mailbox, contacts or files, and we do not store the password of that account. We keep the linked account ID so we can recognise you next time; you can unlink it at any time from Account settings.

Technical data: IP address (stored truncated in the sign-in analytics log, and in full in the security audit log), browser and device type, operating system, session timing, and Audit Logs for every insert, edit or delete operation.

Usage data: The sign-in log (username, troop, role, time) and public-page visit counters, used for security and for usage statistics that platform administrators can see. These statistics are used only to improve the service; they are never sold or shared, and never used to build behavioural profiles of minors.

Troop members' data: Member names, records and everything troop leaders enter in the system belong to the troop alone; the platform does not collect them for itself. They are stored on the platform’s technical infrastructure on the troop’s behalf, for the sole purpose of letting it run its scouting work. Neither the platform nor its administration uses them for any purpose outside scouting, or for any commercial or advertising purpose, and they are never sold or shared with anyone.

We recognize that a large portion of the data stored in the system belongs to children and teenagers under 18 years of age (cubs, scouts and youth). This data is subject to the highest levels of protection in our system.

Guardian consent: No minor’s data may be entered without first obtaining their guardian’s consent. The troop leadership is solely and directly responsible for obtaining and retaining this consent for two years after membership ends, and undertakes to upload or confirm it through the platform upon request.

Scope of access: No user outside the authorized troop leadership has the right to view a minor’s data. Displaying photos or full names on any public page without the guardian’s explicit consent is strictly prohibited.

No advertising targeting: We never use minors’ data — under any circumstances — for marketing, advertising, or building behavioral profiles (Profiling).

Deletion on request: A guardian has the right to request immediate deletion of all of a minor’s data by contacting the troop leadership.

Consent: The user acknowledges acceptance of this policy upon creating an account. The guardian gives their explicit consent to process a minor’s data upon official enrollment in the troop; the platform has no role in obtaining any guardian consent — this is among the responsibilities of the scout troop.

Contractual obligation: Processing is necessary to deliver the troop-management service to which the troop leader subscribes.

Legitimate interest: Securing the system, preventing fraud, improving performance, and complying with the laws applicable in the user’s country.

Legal obligation: We may be required to disclose certain data to judicial or regulatory authorities solely based on an official, reasoned court order.

Managing the troop’s organizational structure and tracking each member’s journey and development.

Generating final and periodic reports and automated statistics for leaders.

Managing logistical custody, financial flows, and the troop fund.

Issuing safety and health alerts during field activities and camps.

Securing the system against unauthorized access, fraud, and anomaly detection.

Improving user experience and system performance through aggregated analytics that do not reveal identities.

Communicating with you administratively regarding your subscription or service updates (no marketing messages without consent).

Transport encryption: All communications between your browser and our servers are encrypted via TLS (version 1.2 or higher), with HTTPS enforced.

Storage encryption: Data in the Supabase (PostgreSQL) database is encrypted at rest via AES-256. Passwords are hashed with bcrypt and are not recoverable.

Least-privilege principle: Each role (leader, assistant, secretary, treasurer...) receives the least privilege necessary to perform its duties.

Data isolation between troops: Each troop’s data is logically isolated from other troops: the server verifies the user and their troop on every request and scopes every query to the troop’s ID, and Row-Level Security (RLS) policies are enabled in the database as an additional layer of protection.

Audit log: Every edit/delete is automatically logged with the user, time, and IP address.

Session protection: The sign-in session is a signed cookie that page scripts cannot read, valid for 7 days at most. It is revoked immediately when an account is suspended or its permissions or password change, and it is refused automatically as soon as the subscription ends.

Leaked passwords: New passwords are checked against lists of leaked passwords (the Have I Been Pwned service) without sending the password itself: only 5 characters of its hash are sent.

Rate Limiting: Protection against Brute-Force and DoS attacks via Upstash Redis.

Breach notification: In the event of any security breach that endangers personal data, we commit to notifying affected parties and the relevant regulatory authorities within 72 hours of discovering the incident, with a description of the nature of the breach and the measures taken.

Our infrastructure is hosted with two global providers: Supabase (databases and authentication) and Vercel (running the application). Servers are geographically distributed and the nearest region is chosen for better performance.

This may require transferring your data to countries outside your country of residence. We ensure that all approved service providers adhere to protection standards equivalent to the GDPR through Standard Contractual Clauses.

We do not sell your data or your troop members’ data to any third party under any circumstances.

We do not share data with advertisers, data brokers, or commercial partners.

Limited sharing is permitted only with the “Data Processors” necessary to operate the service: Supabase (database and files), Vercel (hosting), Google Gemini AI (to process guidance queries and generate plans — under an agreement that ensures this data is not used to develop or train their general AI models, and is not retained), Upstash Redis (rate limiting and session revocation), the email provider (welcome messages, password reset and subscription alerts), the Have I Been Pwned service (password checks, without sending the password), Google and Apple or the organisational identity provider only if you choose to continue with one of them (to verify your identity), and approved payment gateways.

If the troop leadership chooses to link the troop to a “commissionership” or parent scout association within the system, data sharing between them occurs only with the troop leadership’s explicit consent, within a defined and disclosed scope.

What we request: One optional feature on the “Annual Program” page: when a leader clicks “Instant Sync with Google Calendar”, Google asks them to grant the calendar.app.created scope (make secondary calendars and manage events on them only) — the narrowest scope that allows this feature. We request it only when that button is clicked; no other feature needs it.

How we use it: We create one separate calendar for the troop in your account, named “Smart Scout Manager — troop name”, and add the annual program entries (occasion name, date and a short description) to it as all-day events. Each entry has a fixed identifier, so syncing again updates the same event instead of duplicating it. This scope does not let us see, change or delete your other calendars or events.

Storage and sharing: The Google access token stays in your browser and is used only for that sync; it is never sent to or stored on our servers, and we store no data from your calendar. We do not share Google user data with anyone, use it for advertising, or use it to train AI models.

Revoking access: You can revoke access at any time at myaccount.google.com/permissions; the troop calendar that was created stays in your account and you can delete it in Google Calendar settings.

Limited Use: Smart Scout Manager’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Active members' data: For the entire duration of their membership in the troop.

After membership ends: Archived for a period not exceeding 12 months (for final reports and statistics), then deleted or anonymized.

Security logs (Audit Logs): Retained for 24 months, then deleted.

Upon account closure: You have the right to request immediate deletion of all data from active servers within 48 hours; complete removal from archived backups may take up to 30 days due to the ongoing technical security storage cycle.

Right of access: Obtain a copy of the data we hold about you.

Right to rectification: Correct any inaccurate or incomplete data.

Right to erasure (Right to be Forgotten): Request deletion of your data when the purpose of processing has ended.

Right to restrict processing: Limit our use of your data in certain cases.

Right to data portability: Receive your data in a structured format (JSON or CSV) transferable to another service.

Right to object: Object to certain processing for legitimate reasons.

Right to withdraw consent: Withdraw your consent at any time without retroactive effect on processing already carried out.

Right to lodge a complaint: File a complaint with the competent data-protection supervisory authority in your country.

To exercise any of these rights, contact us at ssm@scouthub.dev — we commit to responding within 48 business hours.

Essential: We use technically essential cookies: the signed session cookie (scout_session_token — not readable by page scripts, 7 days at most) and short-lived cookies (10–15 minutes) during sign-in or sign-up with Google/Apple to protect you from forgery. They cannot be disabled because the system will not work without them.

Preferences: We store your preferences (such as language and dark mode) locally in the browser’s localStorage for user-experience scenarios; they are not sent to or processed on our servers.

Analytics: We do not use Google Analytics or any advertising or third-party tracking tool. Usage statistics are internal and stored on our own servers.

The system uses Google Gemini AI models to provide suggestions and generate plans and smart conversations. These decisions are advisory and are not made fully automatically without human review by the troop leadership.

We do not send members’ personal data to AI models except in aggregated and anonymized form when needed for analytics.

We may update this policy in response to technical or legal changes. We will notify you of any material change via your registered email or an in-platform notification, 30 days before the update takes effect.

Your continued use of the system after the notification period (30 days) elapses without written objection constitutes explicit acceptance of the updated version. If you do not agree, you have the right to terminate your account as explained in the Terms of Use.

Data Protection Officer: SSM Team — ssm@scouthub.dev

Response within: 30 days maximum for all data-related requests.

Complaints: You have the right to lodge a complaint with the competent data-protection supervisory authority in your country of residence.