Privacy policy

Who we are

Canopy belongs to Whirl LLC and is run by Michael and Kirstie, two Louisville parents. It's three websites: letscanopy.com, the Louisville Camp Directory at louisvillecampdirectory.letscanopy.com, and the Canopy app at app.letscanopy.com, which is where you sign in. This policy covers all three, and when it says "we" it means Whirl LLC, which is the two of us.

What you tell us

Signing in

There are no passwords, so you either sign in with Google or we email you a sign-in link that works once and expires in 10 minutes. With Google, Google tells us your name, email address, and profile photo, and Google knows you signed in to Canopy.

We keep a record of each sign-in with the IP address and browser it came from, so we can keep you signed in and notice if something looks wrong, and a sign-in lasts about a week after you last use Canopy on that device. When you first sign up we ask you to confirm you're 18 or older, and we keep the date you confirmed.

Your family

In the app you can add your own name and, for each kid, a first name and, if you like, a last name, a birth date, and a grade. We use age and grade to show camps that fit each kid, and the grade moves up on its own each fall. You can also pick the school calendar your family follows (JCPS, Catholic schools (Archdiocese), or Other) so the planner knows which days school is out.

Your plan

While you're signed out, the camps you save and the weeks you plan on the directory stay in your browser. Planner calendars are often named after your kids, so we treat those names like the rest of your family's details.

Your plan leaves your browser in one case. When you tap Sign in, My Canopy, or Create account on the directory with a plan in progress, we send a copy of it to our server so it can follow you into the app, because the directory and the app are separate websites. The app picks that copy up once you've signed in and empties it straight away, and a copy nobody picks up expires after 7 days.

Once you're signed in, your plan is stored on our servers as well as in your browser, so it's there on every device you sign in from.

Forms you send us

The feedback form on the directory asks for your email address and your message, and you can add your name, your ZIP code, your kids' age range, and a topic. The form camps use to list themselves asks for the camp's details and a contact email. With both forms we keep the type of browser you used and a scrambled version of your IP address (a salted hash), which lets us spot one address sending spam without keeping the address itself.

What we collect as you use Canopy

Analytics

We use PostHog to see how Canopy gets used: which pages people visit, what they click, which searches lead to a camp, and when something breaks. PostHog records the page address, the page that sent you, and your browser and device type, and it works out an approximate location from your IP address (city, region, country, postal code, and rough coordinates) and keeps that location. Since November 6, 2026 it hasn't kept the IP address itself. When you're signed in to the app, we also tell PostHog your account ID, your email address, and your name, so that your visits add up to one person instead of many.

On the directory and the app we've narrowed what PostHog sees, so it doesn't record the words on the buttons and links you click, or their labels, because your kids' names can show up there. We also remove search text and sign-in links from page addresses before anything is sent, and PostHog's screen recording and feature flags are switched off. letscanopy.com has no accounts and no kid details, so PostHog runs there with its standard settings, with screen recording off there too.

Search

When you search the directory or the app, we send what you typed to Voyage AI, which turns it into numbers our search can compare against camp descriptions. We've opted out of Voyage keeping or training on what we send. We don't save your search text either, and our logs and analytics keep only how long it was.

Server logs

Our servers write a log line for each request with the IP address and browser it came from, which is how we fix problems and block abuse. We write our logs to leave names out, and before a line is written we mask email addresses and strip out passwords and keys. Render, which hosts Canopy, keeps these logs for up to 30 days, and it's the only place our server logs hold your IP address. A copy goes to PostHog's log tool with the IP address and browser taken out, and PostHog keeps it for up to 30 days.

Cookies and browser storage

Every cookie on Canopy's sites is set by Canopy itself, and every one is there to make Canopy work, apart from PostHog's analytics cookie. None of them come from ad networks, and no other company sets cookies on our sites.

• __Secure-better-auth.session_token

  Keeps you signed in to the app. It only exists on app.letscanopy.com.

  Lasts: About a week after you last use the app

• __Secure-better-auth.state

  Checks that a Google sign-in you finish is the one you started.

  Lasts: A few minutes

• canopy_windowandcanopy_window_pick

  Remembers which season your planner is showing.

  Lasts: A year

• canopy_school_calendar

  Remembers the school calendar you picked.

  Lasts: A year

• canopy_stashandcanopy_stash_window

  Carries a plan from the directory to the app when you go to sign in.

  Lasts: 7 days

• canopy_app_hint

  Lets the directory show you're signed in. It holds your initials and nothing else.

  Lasts: 30 days

• ph_*_posthog

  PostHog's random ID for your browser, so it can tell one visit from the next. This is the only cookie that's for analytics.

  Lasts: A year

Your browser also stores your plan (under canopy_plan), a copy of PostHog's ID, and a few small markers, such as which tips you've dismissed and whether you've signed in on that device before.

Who helps us run Canopy

A few companies handle your information so they can do their part of running Canopy for us.

• Render hosts our websites, servers, and database in the United States, and keeps our server logs.
• PostHog runs our analytics and error reports, and keeps a copy of our server logs, on its US servers.
• Resend sends our sign-in emails.
• Google signs you in, if you choose to sign in with Google, and runs our email through Google Workspace, so messages you send to hello@letscanopy.com are kept there.
• Voyage AI turns search text into numbers so our search can match it to camps.

Kids' information

Canopy is for parents and guardians, and accounts are for adults 18 and older. Everyone confirms their age when they sign up, and if someone tells us they're under 18, we delete their account on the spot. Kids don't use Canopy themselves, and we don't knowingly collect information from them.

What we know about your kids is what you typed in, and you can change it or remove it whenever you like. When you remove a kid, their profile leaves your account right away, and it's erased for good when you delete your account.

We don't share your kids' details with camps or with anyone else, apart from the companies that host Canopy for us. If you think a kid has made an account, email hello@letscanopy.com and we'll delete it.

Seeing, changing, or deleting your information

You can change your name and your kids' details in the app at any time. To delete everything, open Settings in the app and choose Delete account, which erases your profile, your kids' profiles, your saved plan, and your sign-in records from our database right away.

Deleting your account doesn't reach the copies other companies keep for us, like your analytics and profile in PostHog, or the feedback you sent through the form. Email hello@letscanopy.com and we'll reply within a week. We'll delete those copies too, your PostHog profile included, or send you a copy of everything we have about you if that's what you're after. Server logs can't be edited, so those run out on their own within 30 days. You can ask wherever you live, and asking won't change how Canopy works for you.

How long we keep things

• Sign-in links expire after 10 minutes.
• A sign-in lasts about a week after you last use Canopy on that device.
• The plan copy the directory sends when you go to sign in is emptied as soon as the app picks it up, and expires after 7 days if it never does.
• Your account, your family's details, and your plan stay until you delete your account.
• We keep feedback and camp submissions as long as we need them to reply to you or to review the camp, and we delete them sooner if you ask.
• Analytics events in PostHog are kept for up to 2 years.
• Your PostHog profile, which ties your visits together, doesn't expire on its own, so we keep it while your account exists and delete it when you ask.
• Server logs are kept for up to 30 days at Render, and the copy in PostHog's log tool, which has no IP addresses, for up to 30 days.

Changes to this policy

When we change this policy, we'll update the date at the top of this page.