Privacy Notice

Information we collect

Depending on how someone uses EchoHorizon, we may collect:

• Account email and secure sign-in activity.
• Performer name, phone number, date of birth, instrument, experience, and preferred performance cities.
• Parent or guardian name, relationship, email, phone number, and permission records when the performer is a minor.
• Emergency-contact information.
• Participation acknowledgements, privacy consent, media choices, policy versions, signer information, and submission time.
• One private skill-assessment video for each submitted performance skill, plus each file's original filename, file type, file size, upload date, and review status.
• Event photos or videos captured by EchoHorizon when permitted by the performer's separate event-media choice.
• Event applications, confirmations, cancellations, attendance, and volunteer participation records.
• Messages submitted through the public contact form and technical records used to protect the service.

Registrations for performers under 18

If a performer is under 18, their parent or legal guardian must personally complete and submit the registration, including the participation acknowledgement, privacy consent, and event photography and video choice. The performer must not submit guardian permission on the adult's behalf. A family with an unusual custody, guardianship, or other legal situation should contact EchoHorizon before submitting so an alternative can be reviewed.

Why we use this information

EchoHorizon uses this information to:

• Process performer registration and review eligibility.
• Assess current performance ability and assign a private skill level so performers can be placed in suitable opportunities.
• Match performers with suitable community events.
• Send invitations, confirmations, updates, and reminders.
• Coordinate event safety, attendance, and volunteer records.
• Capture and use event photography or video only in ways compatible with each family's event-media choice.
• Respond to questions and protect the website and its users.

Who can access the information

Performer information is limited to authorized EchoHorizon team members who need it for registration, event coordination, safety, or administration. EchoHorizon may provide a venue with limited scheduling or participant information when reasonably needed to run an event safely. EchoHorizon does not sell performer or guardian information.

EchoHorizon uses service providers to operate the system, including Supabase for authentication, database, and private file storage; Brevo for operational email; and Google services for public contact submissions. These providers process information for the services they supply to EchoHorizon.

Processing outside Canada

EchoHorizon's Supabase project is currently hosted in the United States. Supabase and other service providers may therefore process or store personal information outside Canada. Information processed in another country may be subject to that country's laws and may be accessible to its courts, law-enforcement, or national-security authorities where legally required. EchoHorizon remains responsible for limiting provider access and using contractual and technical safeguards appropriate to the information.

Required private skill-assessment video

One separate performance video is required for each performance skill listed in the application so authorized EchoHorizon executives can assess the performer's current level in each skill and assign appropriate private placements. The samples are stored privately and can be accessed only by the performer and authorized EchoHorizon executives. Supabase provides the private file-storage service.

A sample is not event or promotional media. EchoHorizon will not post it on social media, the EchoHorizon website, newsletters, event recaps, or printed or digital promotional materials. Choosing public event-media use does not authorize publication of a private sample. After an administrator classifies every submitted skill and approves the application, EchoHorizon automatically deletes the assessment video files from private Storage. The private classifications, review notes, filenames, file details, and deletion records may be retained as part of the application record. If a sample is removed before assessment is complete, EchoHorizon may be unable to finish the performer's evaluation.

Separate event photography and video choice

This choice applies only to identifiable photos and videos captured during EchoHorizon events and controlled by EchoHorizon. The available choices are:

• Public use: EchoHorizon may use event photos or videos on its official social-media accounts, website, newsletters, event recaps, and printed or digital promotional materials.
• Keep official event media private: EchoHorizon may securely keep its event photos or videos as a private organizational record, but will not post, publish, or use them for promotion.
• Do not photograph or record the performer:EchoHorizon will tell its event photographers not to intentionally capture identifiable photos or videos of the performer.

These choices apply to official media controlled by EchoHorizon. EchoHorizon cannot control independent photos or videos taken by a venue, attendee, or other third party, but families may raise a concern with EchoHorizon before an event.

This choice does not affect application approval or event eligibility. EchoHorizon will use the selected setting when coordinating official event media. A performer or guardian can request a change for future use. EchoHorizon will stop new uses after processing the request and will make reasonable efforts to remove copies it controls, although previously distributed public material may not be fully retrievable.

Retention and account requests

EchoHorizon keeps private assessment video files only until an administrator classifies the submitted skills and approves the application. Temporary deletion failures are retried automatically. Other information is kept only as long as needed for the purposes above, system security, and necessary participation, consent, safeguarding, and attendance records. Account deletion requests are reviewed instead of automatically erasing records that may still be required for these purposes.

A performer or guardian may ask to review or correct account information, change a media choice, or request an account review by contacting EchoHorizon.

Contact EchoHorizon's Privacy Lead

Questions and privacy requests can be sent to inquiries@echohorizon.ca. Please do not send performance videos, emergency information, or magic sign-in links by ordinary email.