Health Data Privacy Notice

Troops 401 and 8401 are Scouting units chartered by the Kiwanis Club of Auburn. The troop is run by volunteers. When this notice says “we” or “the troop,” it means the troop and its chartered organization.

On paper (the troop's health form binder): the completed Annual Health and Medical Record for each Scout and adult:

• Part A: consent and authorization to treat, signed by the participant, or by a parent or guardian for anyone under 18
• Part B: health history, medications, allergies, immunizations, health insurance, and emergency contacts
• Part C: a physical exam completed by a doctor, nurse practitioner, or physician assistant, needed for events longer than 72 hours

On this website: the date each part was completed, entered by your family on the My account page, or copied from your paper form by a troop leader or the health form coordinator. We use these dates to work out when each part expires and whether it covers an upcoming trip. The website does not hold the form itself: no health history, medications, allergies, insurance, or exam results.

We do not collect health information from anyone but the participant, their parent or guardian, and the health care provider who completes Part C.

• To make sure everyone on an outing has the form Scouting America requires.
• To give first aid and emergency care on outings, and to tell medical responders about allergies, medications, and conditions.
• To give a camp the forms it needs when your Scout or you attend.

We use health information only for these purposes. We never sell it, use it for advertising, or use it to decide anything other than readiness and care for troop activities.

• Your family: your household's dates on the website.
• The troop's health form coordinator: every form in the binder and every date on the website.
• Troop leaders: each attendee's status for an event (Covered, Missing, Expired, or Expires before the trip) and the dates on the website. The leader in charge of an outing carries the forms of that outing's attendees.
• Emergency medical responders, if someone needs care on an outing.
• Camps and Scouting America (the local council, council camps, and high-adventure bases), only for events you or your Scout attend and only when they require the form. They handle it under their own policies.

Our website runs on servers we rent from Oracle Cloud, which stores the data on our behalf. Sign-in emails and event emails never contain health information.

• Paper: the binder is kept by the health form coordinator. On an outing, one named leader carries only that trip's forms and returns them afterwards.
• Website: encrypted connections (HTTPS); only approved members can sign in; each family sees only its own household; leaders and the coordinator see what is described above and nothing more.
• If something goes wrong: if forms are lost or stolen, or the website's data is exposed, we will tell affected families within 30 days, as Washington law requires.

• Paper forms: shredded 12 months after the form expires or the person leaves the troop, whichever comes first.
• Dates on the website: deleted 12 months after the person leaves the troop. Families can change or clear their dates at any time on My account.

You can ask us to:

• confirm whether we have health information about you or your child, and see it, including a list of who we have shared it with;
• delete it, from the binder, the website, and anyone we gave it to on your behalf;
• stop any sharing you agreed to.

To ask, email troop401@bsaauburn.com or tell a troop leader. We answer within 45 days. We may ask you to confirm who you are before giving out a child's information. If we decline a request, you can appeal to the troop committee chair at the same address, and we answer an appeal within 45 days. If you are still not satisfied, you can contact the Washington State Attorney General's Office.

Using these rights never affects how the troop treats you or your Scout. Scouting America does require a current form to attend outings, so if a form is deleted, a new one is needed before the next outing.

If we change this notice, we will update the effective date above. If we start collecting new kinds of health information online, for example the form itself rather than only its dates, we will update this notice and ask for your consent before collecting it.

Email troop401@bsaauburn.com.