← Troop 222

Privacy Policy

Troop 222 App & Platform · Last updated August 2026

Troop Plan ("the app," "the platform") is an internal coordination tool built for BSA Troop 222 — scouts, parents/guardians, and adult leaders. It is not open to the public; accounts are created and managed by troop leadership. This page explains what information the app collects, why, and who can see it.

Who this covers

This policy applies to the Troop 222 mobile app (iOS/Android) and the companion website at troopplan.com, including the Scotty assistant, calendar/RSVP, finance, messaging, and roster features.

Information we collect

• Account info — username, hashed password (or Google sign-in), role (scout, parent, leader), and the scout profile linked to your account.
• Scout roster data — name, date of birth, rank, patrol, gender, and household/guardian links, maintained by troop leaders.
• Medical/dietary notes — allergies and dietary restrictions entered by a parent/guardian or leader, used only to plan meals and keep scouts safe on outings. Visible only to leaders and the scout's own household.
• Calendar & RSVP data — who's attending which outings/events, and any deposit/credit balance tied to that.
• Finance data — dues records, expense reimbursement submissions, and receipt images/PDFs you upload for reimbursement.
• Messages — channel messages between troop members, and your questions to the Scotty assistant (used to answer you and improve those answers — see "AI assistant" below).
• Device push token — used only to deliver notifications (RSVP reminders, new messages, invites) to your device.

AI assistant (Scotty)

Scotty answers questions using a locally-hosted language model — your questions are not sent to a third-party AI provider. Conversations are logged so leaders can review answer quality and so you can rate answers; logs are visible to troop admins.

Who can see your data

• You can always see and RSVP for your own scout profile.
• Adults in your household can see and RSVP on behalf of the scouts linked to that household.
• Troop leaders/admins can see roster, attendance, and finance data needed to run the troop.
• We do not sell, rent, or share your data with advertisers or data brokers. There is no ad tracking or analytics SDK in this app.

Third-party services

• Google Sign-In — optional login method; we receive your name and email from Google, nothing else.
• Mealie — our self-hosted recipe/meal planner, linked from the app for outing menu planning.

Children's privacy

Scouts under 13 do not create their own accounts — a parent/guardian or troop leader manages the scout's profile and links it to the household. We collect only what's needed to run troop activities (roster, attendance, dietary/medical notes for safety), and that data is visible only to the scout's household and troop leadership, never used for advertising, and never shared outside the troop's own systems.

Data retention & security

Data is stored in a private database used only by this app, with nightly backups to a private cloud folder. Passwords are hashed; the app and API communicate over HTTPS.

• Messages are kept while the troop exists. Chat history matters if a Youth Protection concern is ever raised. A message you delete is hidden right away, and its text and attachment are erased 90 days later, unless it was reported to troop leaders.
• Notifications are deleted after 90 days.
• Sign-in links and password-reset links expire within hours and are deleted a week later.
• Troop records (advancement, attendance, finances) are kept as the troop's official record.

Deleting your account

You can delete your account yourself, without contacting anyone:

• iPhone and Android apps: Profile → Delete Account.
• Website: sign in at troopplan.com → My Profile → Delete account. You do not need the app installed.
• Can't sign in? Email [email protected] from the address on your account and a troop admin will delete it.

Deleting takes effect immediately: it signs you out everywhere, removes your login, email and push notifications, and takes you out of all chats. You can also ask for your personal details (birth date, phone, email, address, medical and dietary information) to be erased. A troop admin reviews and completes that. You can also ask any troop leader to delete your account or your family's data.

Your choices

• You can ask a troop leader to correct or remove your family's data at any time.
• You can decline to use Google Sign-In and use a troop-issued username/password instead.
• Push notifications can be disabled in your device settings.