PRIVACY POLICY

When a parent or guardian applies, we ask for the parent’s name, email address and phone number, the participant’s name, date of birth and workshop choices, and the answers to a few short questions about interests and experience.

Once a place is offered, the enrolment form asks for an emergency contact, any accommodations or allergies we should know about, travel and device plans, the participation agreement, and optional equity questions that you can skip. Photo consent is a separate choice on that form.

We use this information only to run the workshops: to confirm places, to contact you about your application, to keep every participant safe on the day, and to report anonymous totals to the partners who support the workshops. We never sell or rent it, and we never use it for advertising. The address on an application gets our newsletter only if you tick the box for it and confirm by email.

Only the STEAM360 organizers can open applications, and they sign in with a password and an authenticator code. Workshop volunteers sign in with their own account and see the participant list for the sessions they help with (names, ages, guardian and emergency contacts, and any safety notes), and nothing else.

The website runs on Vercel, the database is hosted by Turso, confirmation emails and the newsletter are sent through Resend, and a workshop's attendance list (names, emergency contacts, allergies and accommodations) may be kept in a Google Sheet shared only with the organizers running it. Card payments are processed by Stripe, which may process data in the United States. You type your card details on Stripe’s own page, so this site never sees or stores card numbers; it keeps only the amount, the date and Stripe’s reference for each payment, and, once you open a cancel page, a scrambled code for the card that cannot be turned back into it, so a second cancellation within 12 months can be recognised. Stripe receives the parent’s email address, the workshop and the application number, never the child’s name or health details. Each of these processes data on our behalf under its own privacy commitments.

Applications are kept so we can run the sessions and answer questions about them. Enrolment details (the emergency contact and the health, accessibility and background answers) are deleted 90 days after your child’s last workshop is over. The record that you gave consent, and whether your child needed to borrow a device (so we can count each workshop’s loaner devices), stay with the application. An application the organizers delete is held for 30 days in case of a mistake, then removed for good. We keep a record of each card payment and refund for our accounts, even after an application is removed. You can ask us to delete your family’s information at any time.

We email the address on the application when it arrives, when a decision is made, when a place is confirmed, before the workshop, and about any payment or refund. Those emails are about your application only. We email our newsletter only to people who ask for it, and we never send automated text messages.

The newsletter brings news of new workshops and events. To get it, you tick the box on a sign-up form on this site or on the application form, then confirm with the link we email you; a sign-up that is never confirmed is forgotten after 30 days. We keep your email address, your first name if you give one, and a record of your consent: the wording you agreed to, where and when, and when you confirmed. Confirmed addresses are copied to Resend, which sends each newsletter. Every newsletter has a link to unsubscribe, or you can email support@steam360.ca to be taken off the list. Once you unsubscribe, your address and name are deleted 30 days later, from Resend and from our records; the record of your consent, without your readable address, is kept for three years after you unsubscribe, then deleted.

The application must be completed by a parent or guardian. We do not knowingly collect information directly from children, and photos of participants are taken and shared only where a parent has agreed on the enrolment form.

You can ask to see, correct or delete the information we hold about your family by emailing support@steam360.ca. We answer within a few days. If we change this policy, the date at the top changes and the current version is always on this page.