SponsorCamp Privacy Policy


Last Updated: May 23, 2026

SponsorCamp ("we," "our," or "us") operates the SponsorCamp software-as-a-service platform, including our website, mobile applications, and related tools (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you access or use our Service, purchase a subscription, or interact with us. It also explains how federated parental/chapter accounts handle and share information within our hierarchical architecture.

Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by all the terms outlined herein. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.


1. Information We Collect

We collect information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with a specific consumer or device ("Personal Data"). We gather this data across several categories depending on how you interact with SponsorCamp:


A. Information You Provide Directly to Us

  • Account and Profile Information: When you register an account, set up an organization profile, or subscribe to a plan, we collect details such as your name, email address, corporate/organizational affiliation, phone number, physical address, and password credentials.
  • Sponsorship Asset & Inventory Data: We collect information regarding your organization's sponsorship assets, inventory metrics, valuation data, and packages that you input, track, or manage within the platform.
  • Proof of Activation & Communications: We collect text, metrics, and media (such as photographic proof-of-performance uploads) that you submit to verify sponsorship execution or communicate with local chapters, partners, and sponsors.
  • Billing and Payment Data: Payment processing is handled securely via third-party processors (e.g., Stripe). We retain billing details, billing address, and transaction histories, but we do not directly store complete credit card numbers on our servers.


B. Information Collected Automatically

  • Usage Data: We log system analytics, including page views, features accessed, session duration, and user interaction paths within the platform.
  • Device and Log Data: We collect your IP address, browser type, operating system, device identifiers, and standard server log details.
  • Cookies and Tracking: We use cookies and similar session tracking mechanisms to maintain authentication status, recall user preferences, and secure account sessions.


2. How We Use Your Information

We process your Personal Data based on legitimate business operations, the fulfillment of our contractual commitments to you, and compliance with statutory obligations. Specifically, we use your data to:

  • Provision, maintain, optimize, and secure the SponsorCamp platform and its related services.
  • Manage user accounts, subscriptions, and hierarchical organizational configurations.
  • Automate asset tracking, calculate localized asset valuation insights, and deliver proof-of-activation workflows.
  • Process financial transactions and issue subscription renewals and invoices.
  • Transmit technical updates, operational alerts, security notices, and administrative notifications.
  • Analyze usage patterns to engineer performance improvements and refine platform functionality.


3. Data Sharing in Hierarchical Architectures (Parent/Child Accounts)

  • Important Structural Notice: SponsorCamp can be engineered for federated organizations, national bodies, regional associations, and multi-tiered leagues featuring a "Parent/Child" structural relationship. If your account was provisioned by, linked to, or licensed through a parent organization, certain data parameters flow across this hierarchy.
  • Parent Visibility: Aggregated reporting metrics, localized asset utilization summaries, fulfillment status, and proof-of-activation data collected at the local or "child" chapter level may be structurally visible to or auditable by the designated parent account administrators for compliance and collective reporting.
  • Administrative Control: Parent accounts possess the structural capacity to establish asset frameworks, override template guidelines, and review inventory metrics across subordinate local chapter instances to ensure network-wide sponsorship consistency.


4. Disclosure of Information to Third Parties

We do not sell, rent, or trade your Personal Data to external third parties. We share information only under the following strictly defined conditions:

  • Service Providers: Cloud infrastructure hosts, payment gateways, transactional email routers, and operational optimization analytics tools bound by strict confidentiality provisions.
  • Corporate Restructuring: Transfers executed during prospective or finalized mergers, acquisitions, asset sales, or corporate reorganizations, where data remains governed by equivalent privacy standards.
  • Legal & Regulatory: Disclosures legally compelled by statutory regulations, subpoena compliance, court orders, or enforceable governmental requests to safeguard system safety and legal integrity.


5. Data Security

SponsorCamp employs rigorous technical and administrative safeguards engineered to defend your Personal Data against unauthorized access, destruction, alteration, or disclosure. We utilize industry-standard Transport Layer Security (TLS) encryption protocols for data in transit and robust cryptographic schemas for data at rest. However, no transmission method over the Internet or digital storage platform can be absolute; consequently, we cannot guarantee absolute, impenetrable security.


6. Data Retention

We retain your Personal Data only for the duration necessary to satisfy the distinct operational purposes outlined in this Privacy Policy, comply with regulatory audits, resolve contractual disputes, or enforce our legal agreements. Upon expiration of the retention threshold, your data is either thoroughly deleted or programmatically anonymized to prevent re-identification.


7. Your Privacy Rights and Options

Depending on your geographic location, you may possess specific legal entitlements regarding your Personal Data under frameworks such as the CCPA or general state privacy regulations. These options include:

  • Access and Correction: The right to review, update, or correct your personal profile configurations and billing details directly inside your account interface.
  • Data Deletion: The right to request the complete deletion of your account profile and associated direct data instances, subject to specific regulatory exceptions or overriding contractual obligations to parent entities.
  • Communications Preferences: The right to opt out of non-transactional marketing and product updates by executing the "unsubscribe" links embedded in our electronic correspondence.


8. Amendments to this Privacy Policy

We reserve the right to modify or replace this Privacy Policy at any time. If we introduce material structural adjustments to how we process personal information, we will notify you by updating the modification date at the top of this document and delivering a platform notification or direct email alert. Continued engagement with our Service post-amendment constitutes formal recognition of the revised policy terms.


9. Contact Information

For questions, formal data requests, or inquiries regarding our privacy standards and data management practices, please contact us at: contact@sponsorcamp.com