Privacy Policy

Meadow (“Meadow,” “we,” “us,” or “our”) provides registration, account, waiver, roster, waitlist, communication, and payment-support tools for camps, classes, and other program providers (each an “Organization”). This Privacy Policy applies to meadow.fyi and the Meadow services that link to it (the “Services”).

Organizations decide what programs to offer, what registration questions and waivers to present, why attendee information is needed, which staff may access it, and when it should be corrected, exported, retained, or deleted. For attendee, registration, roster, and waiver information, Meadow processes personal information on the Organization's behalf and according to its lawful instructions. Meadow separately determines how it processes account, billing, security, support, and service-administration information. An Organization's own privacy notice may also apply. Questions about an Organization's program practices, staff access, or use of registration information should be directed to that Organization.

Depending on how you use the Services, we may collect the following categories of information:

• Account and contact information, such as names, email addresses, phone numbers, login and email-verification records, organization affiliations, and staff roles.
• Organization and program information, such as an Organization's name, address, website, contact details, program descriptions, schedules, pricing, policies, forms, and waiver content.
• Family and attendee information, such as parent or guardian contact details; attendee names, birthdates, schools, dietary needs, allergies, medications, accommodations, health histories, insurance information, immunization records, emergency contacts, authorized pickup adults, medical or safety notes; selected program dates; and answers to custom registration questions.
• Registration and waiver records, such as enrollment and waitlist status, changes and cancellations, the waiver version shown, signer name, relationship to the attendee, signature intent, signed documents, supporting uploads and corrections, timestamps, and related technical evidence used to preserve an electronic-signature record.
• Payment and transaction information, such as amounts, payment method type, payment status, refunds, disputes, and Stripe customer, account, checkout, payment, and subscription identifiers. Stripe collects and processes complete card numbers and card security codes; Meadow does not receive or store those complete card credentials.
• Communications, such as support requests, transactional emails, email delivery events, and messages sent through the Services.
• Device and usage information, such as IP address, browser and device type, requested pages, timestamps, referral information, cookies, authentication tokens, and security or diagnostic logs, including records of access to completed forms and supporting documents.
• Information from third parties, including Organizations, authorized family members, Stripe, authentication and email providers, and address-search providers.

Please do not submit information that an Organization has not requested or that is not reasonably needed to register for or operate a program.

We use personal information to:

• provide, maintain, personalize, and support the Services;
• create and secure accounts, verify email addresses, and manage authorized access;
• process registrations, waitlists, waivers, payments, refunds, subscriptions, and program changes;
• give Organizations the rosters and safety, accommodation, contact, and payment information they need to operate their programs;
• send authentication codes, confirmations, receipts, program notices, support messages, and other service communications;
• prevent fraud, misuse, security incidents, and violations of our Terms of Service;
• debug, analyze, and improve the performance, accessibility, reliability, and usability of the Services;
• comply with law, enforce agreements, resolve disputes, and protect users, attendees, Organizations, Meadow, and others; and
• create aggregated or deidentified information that cannot reasonably be used to identify a person.

We do not use children's personal information for targeted advertising, sell it, or use it to train general-purpose artificial intelligence models.

We may disclose information in the following circumstances:

• Organizations and authorized users. Registration information is available to the Organization offering the program and its authorized users, subject to access restrictions such as those for medical forms described below. Authorized family account users may see information associated with their family and registrations.
• Service providers. We use vendors to host the Services, store data, authenticate users, deliver email, process payments, provide address search, analyze uploaded form templates, measure usage, monitor reliability, and support our operations. These providers include Vercel, Supabase, Stripe, Resend, Google Analytics, Google Maps Platform, and OpenAI where the relevant feature is used.
• Legal and safety purposes. We may disclose information when we reasonably believe disclosure is necessary to comply with law or legal process; protect a person's safety; investigate fraud, abuse, or security incidents; or establish, exercise, or defend legal claims.
• Business transfers. Information may be disclosed as part of a financing, merger, acquisition, reorganization, sale of assets, bankruptcy, or similar transaction, subject to appropriate confidentiality protections.
• At your direction. We may disclose information when you request or authorize us to do so.

Meadow does not sell personal information. Meadow does not share personal information for cross-context behavioral advertising.

Meadow is designed for use by Organizations and adults, including parents and legal guardians. Meadow does not offer accounts or registration flows to children, and children should not submit personal information directly to Meadow. Adults may provide information about children so an Organization can evaluate and manage program participation.

Children's information may include names, birthdates, schools, program selections, dietary needs, accommodations, allergies, medications, medical or safety notes, and answers to registration questions. We use this information only to provide, secure, and support the Services requested by the applicable Organization and family, comply with law, and protect participants. We do not require more children's information than the Organization configures for the relevant registration, and we encourage Organizations to collect only what they reasonably need.

A parent or legal guardian may contact the relevant Organization or Meadow to request access to, correction of, or deletion of a child's information. We will verify the requester's identity and authority and ordinarily coordinate with the Organization that controls the information. We may retain limited records when reasonably necessary for safety, payment and tax records, waiver evidence, dispute resolution, fraud prevention, or legal compliance.

If we learn that a child submitted personal information directly to Meadow without appropriate authorization, please contact us so we can investigate and take appropriate action.

Organizations may ask an adult to provide allergy, medication, accommodation, or other health and safety information needed to support an attendee. Completed forms classified as medical, and their supporting documents, are restricted to the Organization’s owners and admins and authorized family account users. Emergency-contact or pickup authorization alone does not grant account access. We record access to completed forms and supporting documents for security and accountability. Meadow personnel and service providers may access information as needed to provide, secure, and support the Services, subject to the safeguards described in this policy. Meadow is not a healthcare provider, health plan, or healthcare clearinghouse, and the Services are not designed to provide medical advice or emergency services.

Organizations may upload blank form templates for automated field detection and medical classification. This feature sends template content to AI providers, including OpenAI, directly or through Vercel. Completed responses, signatures, and supporting health records collected through Meadow are not sent through this template-scanning feature. Organizations should not upload completed health records as templates and must review automated suggestions before publishing.

Do not use Meadow to communicate an emergency. Contact the Organization or emergency services directly when immediate assistance is needed.

When enabled, Google Analytics uses cookies to help us understand visits, page navigation, and engagement across the website and app. Our page-view events use generic page labels and omit query strings, form contents, and identifiers in page paths. We disable Google signals and advertising personalization in our analytics configuration. Learn more about how Google uses information from sites that use its services and the Google Analytics opt-out browser add-on.

Meadow and its service providers use cookies and similar technologies that are necessary to keep users signed in, preserve security, remember preferences, complete payment flows, and operate the Services. Meadow does not currently use third-party advertising cookies or cross-context behavioral advertising. If our practices materially change, we will update this policy and provide any consent or choice required by law.

Because Meadow does not track users across third-party websites for behavioral advertising, Meadow does not currently respond differently to browser “Do Not Track” signals. Service providers such as Stripe may collect information when a user interacts with their services, subject to their own privacy notices. Meadow does not authorize its service providers to use attendee information for cross-context behavioral advertising.

Canceling an Organization's subscription does not delete its account or saved information. Organizations may contact Meadow to request account termination, an export, or deletion of information. Requests involving attendee information are handled in coordination with the Organization that controls it, as described below.

We retain information only for as long as reasonably necessary for the purposes described in this policy. Retention depends on the type of record, the Organization's instructions and active relationship with Meadow, program and account status, safety needs, payment and accounting requirements, waiver and contract limitation periods, recovery arrangements, fraud-prevention needs, and legal obligations.

We aim to remove or deidentify abandoned and expired temporary records after they are no longer needed. Registration, transaction, waiver, and audit records may be retained longer when needed to document an agreement, resolve a dispute, protect participants, or comply with law. Signed originals are preserved when dated corrections or supporting documents are added. Deletion and account-closure requests require review of the Organization’s instructions and applicable retention obligations. Where service-provider backups exist, deleted information may remain until those backups expire; coverage varies by service and record type. Normal document storage is not an independent backup.

We investigate suspected security incidents and notify affected Organizations or individuals when required by applicable law.

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls, tenant separation, encrypted network connections, restricted service credentials, and vendor security controls. No system is completely secure, and we cannot guarantee that information will never be accessed, lost, or misused. Users and Organizations are responsible for protecting their email accounts, login codes, devices, and staff access.

Birthdates, precise contact details, account credentials, and allergy, medication, accommodation, and other health or safety information may be considered sensitive personal information. Organizations decide whether this information is reasonably necessary for their programs. Meadow uses sensitive attendee information only to provide, secure, and support the Services, follow the Organization's lawful instructions, comply with law, and protect participants. Meadow does not use sensitive attendee information for advertising, unrelated profiling, or general-purpose artificial intelligence training.

Depending on where you live and applicable law, you may have rights to know, access, correct, delete, or receive a copy of personal information; object to or restrict certain processing; withdraw consent; or appeal a denied request. Meadow does not discriminate against anyone for exercising an applicable privacy right.

You may update some information through your account. You may also contact the relevant Organization or email us at hello@meadow.fyi. We may verify your identity and authority before acting, and legal exceptions may permit or require us to retain certain information. If Meadow holds information solely for an Organization, we may refer the request to that Organization and assist it in responding.

California residents may have rights under the California Consumer Privacy Act when it applies, including rights to know, delete, correct, opt out of sale or sharing, limit certain uses of sensitive personal information, and receive equal service. Meadow does not sell personal information or share it for cross-context behavioral advertising. We do not knowingly sell or share the personal information of consumers under 16.

Meadow is operated in the United States. If you access the Services from another country, information may be transferred to and processed in the United States and other locations where our service providers operate. The Services are not offered for use where our processing would violate applicable law.

We may update this policy as our Services or legal obligations change. We will post the updated policy and revise its effective date. If changes materially affect how we use previously collected personal information, we will provide additional notice or seek consent when required by law.

Questions, privacy requests, and concerns may be sent to hello@meadow.fyi. Please identify the relevant Organization and program when your request concerns a registration.