Privacy policy

Last updated: 2026-04-29.

One Scout is built for Scouts Canada groups, which means a lot of the data we hold is about minors. We take that seriously. This page describes what data we collect, what we don't, and how we treat it.

Data we collect

• Account data:your email address and name. That's it for the sign-in account itself.
• Group data you enter: members (names, contact info, role, section, patrol), badges, requirements, events, attendance, demonstrations, awards, parent ↔ youth links, and the email addresses you cc on outbound mail.
• Private member info (addresses, medical notes, consent forms): only collected if a Scouter with the private_info permission enters it. Visible only to other Scouters with that permission in the same section.
• Operational logs: server access logs and error logs, retained briefly for debugging. No long-term retention.

Data we do not collect

• No analytics: One Scout v1 ships with no Google Analytics, no Plausible, no Mixpanel, no Posthog, no third-party telemetry of any kind.
• No tracking pixels in outbound email.
• No third-party sharing.Your group's data is not shared with anyone, sold to anyone, or used to train any machine-learning models.
• No advertising. One Scout is not ad-supported.

Child protection

• Member data is private to the group. A Scouter in one group cannot see members of another group, full stop.
• All outbound email to youth or parents enforces Scouts Canada's two-Scouter rule: a second adult leader is automatically CC'd on every message. This is not a toggle.
• Private info (medical, consent, addresses) is gated behind an explicit private_info permission per section. Other Scouters cannot see it without it.
• Youth members can see their own data and progress, not other members'.

Hosting and data residency

One Scout is self-hosted on private infrastructure. The production database lives on a single server in Canada and is not replicated outside Canada. Outbound transactional email is sent through a third-party SMTP provider (currently Resend); the email body and recipient address transit that provider as part of the delivery, but the underlying group data does not leave the One Scout server.

Backups

Database backups are taken to local storage on the same private infrastructure. Backups are not shipped to a third-party cloud.

Data requests

Group administrators may request a full export or deletion of their group's data at any time. Individual members may request export or deletion of their own personal data; requests involving a youth member must come from a parent or guardian on file.

Contact

Privacy questions, data requests, or breach reports: [email protected].