SFSP by W GroupPrivacy Policy
Last updated October 27, 2026
Draft for the pilot program. W Group will have this policy reviewed by a lawyer before the app is offered to the public.
SFSP by W Group (“the app”) helps summer camps keep the records the USDA Summer Food Service Program (SFSP) requires. This policy explains what information the app holds, why, and who can see it.
Who is responsible for the information
Each camp that uses the app decides what goes into it and who on its staff can see it. The camp is responsible for that information. W Group operates the app and stores the information on each camp’s behalf, only to provide the service.
What the app holds
- Staff accounts: the name and email address of each person who signs in, and their access level at each camp.
- Camp records: camp and sponsor details, session dates, dining rooms, menus, meal counts, food production records, and settings.
- Roster information: camper names, an eligibility code (1 or 2), whether an eligibility form is on file, and any notes a camp adds.
- Activity log: a record of which staff member saved or deleted each record, and when.
The app does not collect payment card details, precise location, or information from campers themselves. It is used by camp staff, not by children.
Confidentiality of eligibility information
Information about a child’s eligibility for free or reduced-price meals is confidential under federal law. In the app, roster and eligibility information can be seen only by people a camp’s administrator has added to that camp’s staff list, and by W Group’s super administrators when needed to support the camp. Eligibility appears only as a code, without an explanation of what the code means.
How information is used
- To show and print the camp’s records, forms, and reports.
- To let staff sign in and to send sign-in and invitation emails.
- To keep the service secure and working, and to answer support requests.
W Group does not sell information, use it for advertising, or share it with anyone except the service providers below.
Service providers
- Google Firebase stores the app’s data and handles sign-in. Data is stored in the United States.
- Netlify hosts the app’s web pages.
- The app loads fonts from Google Fonts and code libraries from Cloudflare’s cdnjs and Google. These requests do not include camp records.
Security
Information travels over encrypted connections. Database rules keep each camp’s records separate, so staff can see only the camps they have been added to. Staff with view-only access cannot change records, and entries in the activity log cannot be edited or deleted.
How long information is kept
SFSP sponsors generally must keep program records for three years after the end of the fiscal year they relate to, or longer if an audit or review is open. Records stay in the app until the camp deletes them or asks W Group to delete them. Camp administrators can download a complete backup of their camp’s records at any time.
Your choices
Staff members can ask their camp administrator to remove their access. Camps can ask W Group to export or delete their records, or to close their account. Contact us at the address below.
Changes to this policy
If this policy changes in a meaningful way, W Group will update the date above and let camp administrators know.
Contact
W Group · 330wgroup@gmail.com