Terms of use

1. Agreement

By creating an account, signing in, or using the Hestia Camp Suite service, you agree to these terms on behalf of yourself. If you enter information about a camper who is a minor, you represent that you are their parent or legal guardian or are otherwise authorized by your Program to do so.

2. Who may use the service

You may use the service only if you are 18 years of age or older and you complete account registration honestly (including the age attestation on sign-up).

You may use the service as:

• A guardian or family member managing campers linked to your account;
• An adult camper for your own record after the Program’s adult-transition process; or
• Staff or administrators authorized by a 4-H Program that uses the service.

Your Program may suspend or remove your access according to its policies and these terms.

3. Your account and security

You are responsible for your account credentials, multi-factor authentication devices, and recovery codes. Store recovery codes safely; they are shown only once at enrollment.

You must notify help@4hcamp.rocks and your Program if you believe someone accessed your account without permission.

The service requires multi-factor authentication for every account. Users with administrative or health access must use an authenticator app or security key, not email codes alone.

4. Acceptable use

Use the service only for lawful camp and Program purposes. You must not:

• Attempt to access another user’s data, another Program’s data, or health information you are not permitted to see;
• Upload malware, interfere with the service, or bypass security controls;
• Use the service to harass others or violate applicable law.

In-app messages are for operational communication. Do not include health or medical information in messages. The app displays this warning; clinical details belong in health records, which authorized health staff access separately.

5. Information you provide

You agree to provide accurate and complete enrollment, health, and contact information to the best of your knowledge. Your Program relies on this information for camper safety, check-in, pickup authorization, and medical care planning.

You are responsible for keeping guardian links and emergency contacts up to date.

6. Electronic signatures

When you sign forms online (including code of conduct, parent notification, photo release, and health consents), you re-enter your password to confirm. We record the version of the text you saw, your typed name and relationship, the time, your IP address, and related technical evidence. Paper signatures recorded by staff follow Program procedures.

7. Photos and photo release

ID photos and camp gallery photos are used for identification, camp operations, and, when your Program enables sharing and you grant release, viewing by other authorized families in the same camp. You can decline or change photo release on the camper’s forms page; the app does not recognize faces, so staff remove affected gallery photos by hand after a withdrawal.

Do not upload images you do not have the right to share.

8. Not medical care

The service helps collect health information for camp staff and nurses. It is not a medical provider, telehealth service, or emergency response system. It does not replace the camp health staff, your child’s doctors, or 911 for emergencies.

9. Availability

We strive to keep the service available but do not guarantee uninterrupted or error-free operation. Maintenance, outages, and third-party failures may occur. Your Program may define its own communication channels when the service is unavailable.

10. Suspension and termination

We or your Program may suspend or terminate access if you violate these terms, pose a security risk, or as required by law or Program policy. Termination does not automatically erase records; retention follows Section 11 and the privacy notice.

11. Records and retention

Records are kept according to the platform retention rules described in the privacy notice, including long retention for health information. “Delete” or “hide” in the app often means restricting visibility while retaining data where required.

12. Fees and payments

The app does not process camp fees or online payments. Camp prices or fee amounts may be shown for information only. Pay fees according to your Program’s instructions outside this service.

13. Disclaimers, limitation of liability, and indemnity

13.1 Disclaimer of warranties

TO THE FULLEST EXTENT PERMITTED BY LAW, THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, ACCURACY, OR QUIET ENJOYMENT. HESTIA CAMP SUITE DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE, THAT DATA WILL NOT BE LOST, OR THAT ANY INFORMATION IN THE SERVICE IS COMPLETE OR CORRECT.

13.2 Programs and camp activities

Each Program, not Hestia Camp Suite, is responsible for its camps, staff, volunteers, activities, facilities, transportation, supervision, and health care, and for the information it enters into the service. Hestia Camp Suite provides software only and is not responsible for any injury, illness, loss, or damage arising from camp attendance or from the acts or omissions of any Program, its staff, volunteers, or other users.

13.3 Exclusion of certain damages

TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT WILL HESTIA CAMP SUITE OR ITS OWNERS, OFFICERS, EMPLOYEES, CONTRACTORS, AGENTS, OR SUPPLIERS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF DATA, PROFITS, REVENUE, GOODWILL, OR USE, ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS, WHETHER IN CONTRACT, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY, OR ANY OTHER THEORY, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

13.4 Cap on liability

TO THE FULLEST EXTENT PERMITTED BY LAW, THE TOTAL LIABILITY OF HESTIA CAMP SUITE AND ITS OWNERS, OFFICERS, EMPLOYEES, CONTRACTORS, AGENTS, AND SUPPLIERS FOR ALL CLAIMS ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID DIRECTLY TO HESTIA CAMP SUITE FOR THE SERVICE IN THE TWELVE (12) MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED U.S. DOLLARS (US $100).

13.5 Indemnity

To the fullest extent permitted by law, you agree to defend, indemnify, and hold harmless Hestia Camp Suite and its owners, officers, employees, contractors, agents, and suppliers from any claims, damages, losses, and expenses (including reasonable attorneys’ fees) arising out of your use of the service, information you submit, or your violation of these terms or of applicable law.

13.6 Where the law limits these terms

Some jurisdictions do not allow certain warranty disclaimers or limits on liability. In those jurisdictions, the disclaimers and limits above apply to the maximum extent the law allows, and nothing in these terms limits liability that cannot be limited by law.

14. Governing law and disputes

14.1 Governing law

These terms and any dispute arising out of or relating to them or the service are governed by the Federal Arbitration Act and, to the extent not preempted, the laws of the State of Maryland, without regard to conflict-of-law rules that would apply the law of another jurisdiction.

14.2 Informal resolution first

Before starting arbitration, you agree to email help@4hcamp.rocks with a description of the dispute and the relief you seek, and to try in good faith to resolve it informally for at least sixty (60) days.

14.3 Binding individual arbitration

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS. Except as stated in Section 14.5, any dispute, claim, or controversy arising out of or relating to these terms or the service, including its formation, scope, validity, or enforceability, will be resolved exclusively by final and binding arbitration administered by the American Arbitration Association (“AAA”) under its Consumer Arbitration Rules then in effect, before a single arbitrator. The arbitrator, and not any court, decides all questions of arbitrability. Arbitration may be conducted by video conference or on written submissions unless the arbitrator requires an in-person hearing, in which case it will take place in Maryland. Judgment on the award may be entered in any court with jurisdiction.

14.4 Class action and jury trial waiver

YOU AND HESTIA CAMP SUITE EACH AGREE THAT CLAIMS MAY BE BROUGHT ONLY IN AN INDIVIDUAL CAPACITY, AND NOT AS A PLAINTIFF OR CLASS MEMBER IN ANY PURPORTED CLASS, COLLECTIVE, CONSOLIDATED, OR REPRESENTATIVE PROCEEDING. The arbitrator may not consolidate claims of more than one person or award relief to anyone other than the individual party. YOU AND HESTIA CAMP SUITE EACH WAIVE ANY RIGHT TO A JURY TRIAL. If this class action waiver is found unenforceable for any claim, that claim must be severed and heard in court, and the rest of this Section 14 still applies.

14.5 Exceptions

Either party may bring an individual claim in small claims court if it qualifies, and either party may seek temporary or preliminary injunctive relief in court to protect its intellectual property or the security of the service pending arbitration.

14.6 Time limit

To the fullest extent permitted by law, any claim must be filed within one (1) year after it arises, or it is permanently barred.

14.7 Severability

If any part of this Section 14 is found unenforceable, the rest remains in effect, except as stated in Section 14.4.

15. Changes

We may update these terms. We will post the revised terms with a new effective date. Continued use after changes take effect means you accept the updated terms, to the extent permitted by law.

16. Contact

• Program: your Program’s support email, through the footer Contact link when you are signed in and your Program has listed one.
• Platform: help@4hcamp.rocks
• Mail: send written privacy or records requests to your Program at the postal address it lists in its contact details, when it has provided one. If you need that address, use your Program’s footer Contact link or the contact information your Program shares outside the app (for example, in camp materials).