🔒 Privacy Policy

1. Introduction

Welcome to the Manage Night to Shine Event Management System ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our event management platform at managenighttoshine.com.

Night to Shine™ is a special needs prom experience sponsored by the Tim Tebow Foundation. Our management platform is designed to help event organizers efficiently manage volunteers, guests, vendors, and all aspects of these meaningful celebrations.

2. Information We Collect

2.1 Personal Information

When you use our event management system, we may collect:

• Account Information: Name, email address, phone number, organization details
• Event Management Data: Guest information, volunteer details, vendor contacts, event planning data
• Authentication Data: Login credentials, session information, security preferences
• Communication Records: Messages, support tickets, system notifications
• Profile Information: Photos, roles, permissions, system preferences

2.2 Automatically Collected Information

• Usage Data: Pages visited, features used, time spent on platform
• Device Information: IP address, browser type, operating system
• Log Data: Access logs, error logs, security events
• Performance Data: System performance metrics for optimization

3. How We Use Your Information

3.1 Primary Purposes

• Event Management: Facilitate Night to Shine event planning and execution
• User Authentication: Secure access to the management platform
• Communication: Send event updates, system notifications, and support messages
• System Administration: Maintain platform security and performance
• Reporting: Generate event analytics and management reports

3.2 Secondary Purposes

• Platform Improvement: Enhance features based on usage patterns
• Support Services: Provide technical assistance and training
• Compliance: Meet legal and regulatory requirements

4. Information Sharing and Disclosure

4.1 Authorized Sharing

We may share information with:

• Event Team Members: Authorized volunteers and staff with appropriate permissions
• Tim Tebow Foundation: As the official sponsor of Night to Shine events
• Local Church Partners: Host organizations for specific events
• Service Providers: Technical vendors supporting platform operations

4.2 Legal Requirements

We may disclose information when required by law, court order, or to protect the safety and security of individuals or our platform.

5. Data Security

5.1 Security Measures

• Encryption: Data encrypted in transit and at rest
• Access Controls: Role-based permissions and authentication
• Regular Updates: Security patches and system updates
• Monitoring: Continuous security monitoring and threat detection
• Backups: Regular data backups with secure storage

5.2 User Responsibilities

• Keep login credentials secure and confidential
• Report suspicious activity immediately
• Use strong passwords and update them regularly
• Log out of shared or public computers

6. Data Retention

We retain personal information for as long as necessary to:

• Provide ongoing event management services
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Support historical event data and analytics

Event data may be retained for multiple years to support annual events and long-term planning.

7. Your Rights and Choices

7.1 Access and Control

• Account Access: View and update your profile information
• Data Portability: Request export of your personal data
• Correction: Update inaccurate or incomplete information
• Deletion: Request removal of personal data (subject to retention requirements)

7.2 Communication Preferences

• Manage email notification settings
• Opt out of non-essential communications
• Update contact preferences

8. International Data Transfers

Our platform may process data in various locations. We ensure appropriate safeguards are in place when transferring personal information across borders, including:

• Adequate protection standards
• Contractual protections
• Compliance with applicable data protection laws

9. Third-Party Services

Our platform may integrate with third-party services for:

• Email Services: Communication and notifications
• Cloud Storage: Data hosting and backup
• Analytics: Platform performance monitoring
• Payment Processing: Secure transaction handling

These services have their own privacy policies, and we encourage you to review them.

10. Children's Privacy

While Night to Shine events serve individuals with special needs of ages 14+, our management platform is designed for adult administrators. We do not knowingly collect personal information from children under 18 without appropriate parental consent.

11. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will:

• Post updated policies on our platform
• Notify users of significant changes
• Provide advance notice when possible

13. Acknowledgment

By using the Manage Night to Shine platform, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. Your continued use of our services constitutes acceptance of any updates to this policy.

Thank you for helping make Night to Shine events magical experiences for individuals with special needs! 🌟