Privacy policy
What we collect, why we have it, and how to get it back or get rid of it.
The short version
Last updated: July 28, 2026.
Here's the whole thing in six lines. The rest of the page is the detail.
- We're a volunteer-run non-profit campground, not an advertising business. We don't sell your information and there are no ad or analytics trackers on this site.
- Your account, bookings, and payment history live in WildApricot, the membership system we run camp on.
- We never see your full card number. Card payments happen on our processor’s own checkout page.
- This site sets one cookie. Its only job is keeping you signed in.
- At camp, your image is yours. Nobody may photograph or record you without your permission, and that is a camp rule with teeth, not a preference.
- Want to see your information or have it deleted? Email info@camptrc.org.
Who this covers
Triangle Recreation Camp (TRC, “we”, “us”) is a non-profit corporation in Washington State. This policy covers camptrc.org, including the member pages behind the login, and the member records we keep to run camp: membership, camping and RV bookings, event registrations, donations, volunteering, and camp governance.
Once you complete the paperwork to camp on TRC property you are a member, whether you hold a seasonal site or you came for one night. So “member records” means yours.
Two documents sit alongside this one. The Camper's Guide is the official rule book, and it is where the camp rules on photography, recording, and incident reports come from. The Fee Schedule is where fees and fines live. Where this page describes a camp rule, the Guide is the authority and this page is the plain-language version. Ask any board member for a current copy of either.
A few things we link to are run by other companies, and once you land there their policy applies instead of ours. That includes the classic WildApricot member site and the checkout page where you pay an invoice.
What we collect
Things you give us
- Your name and email address when you create an account.
- Your confirmation that you are an LGBTQ+ adult, 21 or older.
- A password. You choose it on this site and we pass it straight to WildApricot, which is what stores it. We never keep a copy.
- A mailing address. The Camper’s Guide requires formal notices to a member to go out by post as well as by email, so we need somewhere to send them. Keep it current or you may miss something that matters.
- A phone number, and any other contact details you add to your profile.
- Booking and registration details: dates, site preferences, rig or vehicle information, and your answers to whatever a particular event asks.
- Guest details. If you sponsor a guest or bring someone to your site, you are handing us their information along with yours, and you are on the hook for their fees and their behavior. Tell them that before you sign them in.
- Membership and seasonal site applications, including your site name, the members of your site, and who the Site Coordinator is.
- Donation and payment records: the amount, the date, and what it was for.
- Whatever you write to us in an email, a comment box, or a maintenance request.
Documents we may ask to see
Some things you can ask for require proof, and the proof is more sensitive than the rest of your record.
- A discounted (concession) membership is available if you are 65 or over, a veteran, currently serving, a full-time student over 21, or a person with a disability. Claiming one means showing documentation: a military or veteran ID, a student ID or proof of enrollment, or equivalent proof the Membership and Fees Committee accepts.
We use these only to check that you qualify. They are not shared outside the committee that has to make the decision, they are never used to decide anything else about your membership, and they are never sold or disclosed for advertising. If you would rather show a document in person than email a copy of it, ask us and we will arrange that.
What gets recorded while you are at camp
- Sign-in records. Seasonal members sign in on arrival, guests register with the camp host, and arrivals get written down. So we hold a record of which nights you were at camp.
- Occupancy tracking for seasonal sites. The Guide sets a minimum nights a month per site and a limit of consecutive days unoccupied, and the VP of Operations checks compliance. That check works off sign-in records.
- Nightly fees and payment status for you and for anyone you brought with you.
Things we collect automatically on the website
- Ordinary server logs from Vercel, our web host: IP address, browser type, which pages were requested, and when. They exist to keep the site running and to spot abuse.
- One session cookie, described below.
Things we don't collect
No advertising trackers. No analytics trackers. No behavioral profiles, no data bought from brokers, and no attempt to work out who you are beyond what you tell us. If we ever add analytics, this page changes first.
Cookies
This site sets a single cookie. It’s an encrypted token that keeps you signed in, and it goes away when you sign out. Nothing in it is used for advertising or tracking, which is also why you never see a cookie banner here.
The donate page embeds WildApricot’s own donation form sets the cookies WildApricot needs to process your donation. This donation form is WildApricot’s software end to end, with its own cookies and its own privacy policy.
When you pay an invoice, we hand you to a checkout page hosted by our payment processor, Personify, the company behind WildApricot. You type your card in on their page. What comes back to us is whether it worked, the amount, and a reference number. Donations work the same way, inside WildApricot’s own form. We could not leak your card details if we tried, because we never have them.
TRC exists so that people can be here safely and anonymously, away from the outside world. While you are on site, your image will not be recorded in any way unless you have given permission.
What the Guide requires
- Photograph another member only with their permission. Ask first, every time.
- Recording video of any member without their written permission is prohibited.
- Anything posted to social media needs the written consent of everyone in it.
- Group photos used for marketing must be free of facial identification, unless the VP of Marketing holds written consent from the people in the shot.
- Drones and other unmanned aircraft are prohibited without written permission from the VP of Operations, and are never allowed over the parking areas.
- The beach is not camp property, so the rule does not formally reach it. Ask anyway.
Found a photo of yourself you did not agree to? Email info@camptrc.org. We take down whatever we are able to. Recording you without permission is a rules violation you can report.
Who else sees your information
| Who | What they handle | Why |
|---|---|---|
| WildApricot (Personify) | Member records, bookings, event registrations, invoices, donations | Our membership system of record |
| Personify payment services | Card payments, on their own hosted checkout page | Taking payment |
| Vercel | Website hosting and server logs | Serving this site |
| Sanity | The words and photos on public pages | Our content system. No member data goes here. |
Past that list, we share your information only when you ask us to, or when the law genuinely requires it, such as a valid subpoena or court order. We do not sell your personal information and we do not hand it over for anyone else’s advertising.
Which volunteers see what
Camp is 100% volunteer-run, so the people handling your records are members you may well meet at camp. Access follows the role, and the roles are set by the bylaws rather than by whoever is curious.
| Role | What they hold |
|---|---|
| Secretary | The official membership list, including contact details for every member |
| Treasurer | Dues, invoices, payment plans, and expiry notices |
| VP of Member Relations and the Rules Committee | Incident reports, investigations, warnings, and disciplinary records |
| Membership and Fees Committee | Concession eligibility documentation |
| Seasonal Site Committee | Seasonal site applications, the waiting list, and site membership |
| VP of Operations | Sign-in and occupancy records, RV registrations, site compliance |
| VP of Marketing | Written photo consents for marketing use |
| Camp hosts | Arrival sign-in and guest registration |
How long we keep it
While you are a member we keep your records, because that is what makes your account, your booking history, and your camping eligibility work.
After you leave, we keep what we are obliged to keep and let the rest go. Financial records stick around roughly seven years for tax and accounting reasons. Governance records such as meeting minutes and election results are corporate records and are kept permanently. Disciplinary records are kept as long as they may bear on a future decision.
Ask us to delete your account and we will, apart from anything the law or the Camper’s Guide requires us to hold on to, and we will tell you exactly what that is rather than leaving you guessing.
Your choices
These rights are the same for everyone, wherever you live.
- See it. Ask for a copy of what we hold about you.
- Fix it. Correct anything wrong. Most of it you can edit yourself in your account settings.
- Delete it. We will remove what we are not required to keep, and close your account if that is what you want.
- Take it with you. Ask for your information in a portable file format.
- Object. Tell us to stop a particular use and we will either stop or explain plainly why we cannot.
- Withdraw photo consent. Written consent you gave for a photo can be withdrawn. Tell us and we stop using it going forward.
Email info@camptrc.org and a person will answer, normally well inside 30 days. We may ask you to verify who you are first, so that we are not handing your records to somebody else wearing your name. Asking costs nothing and will never affect your membership.
Email from us
Right now our email is transactional only: receipts, booking confirmations, membership and expiry notices, formal notices required by the Guide, and replies to things you sent us. If we ever start a newsletter, every message will carry an unsubscribe link, and unsubscribing will not stop the receipts, confirmations, and formal notices you need.
Keeping it safe
The site runs over HTTPS. Session tokens are encrypted. Access to member records is limited to the volunteers whose roles need it.
No system is perfectly secure and we are not going to pretend otherwise. Use a password you do not use anywhere else, and if you think somebody else has been in your account, tell us at info@camptrc.org straight away.
Adults only, and where your data lives
TRC membership is limited to LGBTQ+ people who are 21 or older, and this site is not built for children. We do not knowingly collect personal information from anyone under 18. If we find out we have, we delete it.
Our vendors are United States companies, so your information is stored and processed in the US. If you are writing to us from somewhere else, that is where it is going.
When this policy changes
We update this page when what we do changes, and the date at the top tells you when that last happened. Camp rules change by board motion, so if the Board amends the Camper’s Guide in a way that affects any of the above, this page follows.
If a change is a big one, we will put it somewhere you will actually see it rather than quietly editing this page.