🔒 Privacy Policy

1. Introduction

Welcome to our Registration System ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you register for events through our platform at signupnighttoshine.com.

These are prom celebrations of people with special needs, and our registration platform helps you join as a guest, volunteer, or vendor partner.

2. Information We Collect

2.1 Registration Information

When you register for an event, we collect:

For Guests:

• Personal Details: Name, date of birth, gender
• Contact Information: Address, phone number, email
• Emergency Contacts: Name, phone number, relationship
• Medical Information: Special needs, dietary restrictions, allergies, medications
• Accessibility Needs: Wheelchair use, transportation needs, communication preferences
• Care Information: Care agency details, chaperone information (if applicable)
• Preferences: Buddy requests, special accommodations

For Volunteers:

• Personal Details: Name, date of birth, gender
• Contact Information: Address, phone number, email
• Experience: Previous volunteer experience, special skills
• Availability: Role preferences, setup/takedown availability
• Background: Medical background, training completion
• Emergency Contact: Name and phone number
• Church Information: Current church attendance

For Vendors:

• Business Information: Company name, services offered, business type
• Contact Details: Name, phone, email, website, address
• Service Category: Type of services provided to events
• Business Materials: Logos, promotional materials (optional)

2.2 Automatically Collected Information

• Usage Data: Pages visited, registration progress, form interactions
• Device Information: IP address, browser type, operating system
• Analytics Data: Registration patterns, popular events, completion rates

3. How We Use Your Information

3.1 Primary Purposes

• Event Registration: Process and confirm your event participation
• Event Planning: Match guests with buddies, assign volunteer roles, coordinate vendors
• Communication: Send confirmation emails, event updates, and important information
• Safety & Accessibility: Ensure appropriate accommodations and emergency preparedness
• Badge Creation: Generate identification badges for event check-in

3.2 Event Enhancement

• Personalization: Customize experiences based on needs and preferences
• Coordination: Facilitate buddy matching and volunteer assignments
• Accessibility: Arrange special accommodations and support services
• Follow-up: Post-event surveys and feedback collection

4. Information Sharing

4.1 Event Team Sharing

We share your information with authorized individuals involved in your event:

• Local Host Organization: Event organizers and coordinators
• Event Volunteers: Buddy coordinators, role supervisors (limited information)
• Medical Staff: On-site medical personnel (medical information only, if needed)
• Event Management: Registration coordinators and administrative staff

4.2 Service Providers

We work with trusted service providers who help us deliver these experiences:

• Email Services: Registration confirmations and event communications
• Photo Services: Professional event photography (with consent)

5. Data Security & Protection

5.1 Security Measures

• Encryption: All personal data encrypted during transmission and storage
• Access Controls: Limited access to authorized personnel only
• Secure Servers: Protected hosting with regular security updates
• Regular Audits: Ongoing security assessments and improvements

5.2 Medical Information Protection

We take special care with medical and special needs information:

• Used solely for accommodation and emergency purposes
• Stored with enhanced security protections

6. Photography & Media

Events are often photographed and recorded to capture the joy and celebration:

• Event Photography: Professional photos may be taken during events
• Media Use: Photos may be used for local host organization promotion
• Consent: Separate consent obtained for promotional use

7. Children's Information

Our events welcome guests of varying ages (each event sets its own minimum age), including children with special needs:

• Parental Consent: Required for guests under 18
• Guardian Information: Parent/guardian contact details collected
• Special Protections: Enhanced privacy safeguards for minors
• Supervision: Appropriate adult supervision ensured at events

8. Third-Party Links

Our registration platform may contain links to:

• Local Host Websites: Host organization information
• Social Media: Event promotion and updates
• Partner Services: Transportation, catering, or vendor websites

These external sites have their own privacy policies, which we encourage you to review.

9. Changes to This Policy

We may update this Privacy Policy to reflect:

• Changes in our registration process
• New event features or services
• Legal or regulatory requirements
• Feedback from participants and organizers

We will notify registered participants of significant changes via email.

11. Acknowledgment

By registering for events through our platform, you acknowledge that you have read, understood, and agree to this Privacy Policy. For registrations involving minors, parent or guardian acknowledgment is required.