Upholding Trust and Protecting Our Community

At MODAZZ Performing Arts Booster (MPAB), the trust placed in us by our students, parents, volunteers, and community supporters is the most valuable asset we possess, and we recognize that this trust extends fundamentally to the responsible and ethical handling of personal information, especially concerning minors engaged in our programs. This comprehensive Privacy Policy meticulously details the procedures, standards, and legal compliance measures we implement when collecting, utilizing, disclosing, and safeguarding the personal information of all individuals who interact with our non-profit organization, encompassing our physical operations at 11925 NE 143RD PL, KIRKLAND, WA 98034, and our digital engagements, including our website and official communications platforms. As an organization dedicated to nurturing the artistic talents of young individuals, our policies are designed with a specific and rigorous focus on compliance with the Children’s Online Privacy Protection Act (COPPA) and other relevant regulations, ensuring that the personal information of every child in our care is afforded the maximum level of protection and that parental consent remains the cornerstone of our data practices. This document is intended to be transparent, accessible, and detailed, providing our community with a clear understanding of what data is collected, why it is necessary for the efficient delivery of our high-quality performing arts programs, and the robust technical and organizational safeguards we employ to ensure its confidentiality and security at every stage of its lifecycle within our systems.

Section 1: Categories of Information Collected

Gathering Data Necessary for Program Excellence and Student Well-being

To effectively deliver our mission of cultivating artistic excellence, managing our non-profit operations, and ensuring the absolute safety and emergency preparedness of all participants, MODAZZ Performing Arts Booster collects several distinct categories of personal information, all of which are managed with the utmost discretion and are strictly limited to what is necessary for the stated purpose. Parental and Guardian Information is collected primarily during the enrollment process and includes full legal names, physical and mailing addresses, primary contact telephone numbers, preferred email addresses for administrative communications, and detailed financial information necessary for processing tuition payments, managing scholarship applications, and administering donor recognition, ensuring our financial operations are transparent and compliant with non-profit accounting standards. Student Information includes the child’s full name, date of birth, age-appropriate performance history or skill level, any relevant medical information (such as allergies, chronic conditions, or required medications) critical for emergency response planning, and emergency contact details for authorized pickups and immediate crisis notification, all essential for student welfare. Performance and Media Information is collected with explicit, separate parental consent and encompasses photographs, video recordings of rehearsals and performances, artistic progress reports, and personalized assessment feedback utilized for artistic development and promotional marketing, which are vital components of the performing arts experience. Furthermore, when individuals interact with our digital channels, we collect Technical and Analytical Information, which includes IP addresses, browsing patterns, device information, and usage statistics via cookies and similar technologies, used exclusively to improve the functionality and security of our online resources and communications platforms, ensuring a seamless digital experience for our entire community.

Detailed Breakdown of Information Types and Collection Points

The collection of personal information at MPAB is structured around specific points of contact and organizational necessities, ensuring that data gathering is always context-specific and ethically managed. A. Enrollment and Registration Data is collected via secure, online registration forms or physical hardcopy packets and includes the contractual agreement details, necessary legal waivers acknowledging the physical demands of performing arts training, and the detailed breakdown of the selected program track (e.g., Junior Arts Explorers, Pre-Professional Ensemble) to ensure accurate placement and billing. B. Financial and Fundraising Data is collected when a transaction occurs, including credit card numbers or banking details (which are securely processed via third-party certified payment processors and never stored directly on MPAB servers), and records of donation history, which are mandated for tax receipting and compliance with non-profit fundraising regulations, allowing us to manage our scholarship fund with integrity. C. Health and Emergency Data is solicited separately from general registration, collected on dedicated, secure forms that require parental signatures, providing information about any pre-existing injuries, required accommodations, or specific medical alerts that our staff and emergency personnel must be aware of to provide immediate and appropriate care during classes, rehearsals, or performances, prioritizing the child’s physical well-being above all else. D. Media and Publicity Data is unique to the performing arts environment; this category includes the student’s name, role in a production, and visual/audio recordings, which are collected only after receiving explicit, informed, and easily revocable written consent from the parent or legal guardian, specifying the permitted uses (e.g., website promotion, program booklets, social media highlights), recognizing the professional requirement for media presence in the arts while strictly upholding parental control. E. Volunteer and Personnel Data is collected for all individuals engaging in organizational support roles and includes full background check reports, employment history, contact information, and specific skill sets relevant to production support (e.g., carpentry, sewing, stage management), necessary to assign duties appropriately and ensure a safe and professional working environment for all our young artists and staff, reflecting our comprehensive approach to community and operational security.

Section 2: The Purpose and Use of Collected Information

How Personal Data Drives Program Administration and Enhances the Student Experience

The personal information collected by MODAZZ Performing Arts Booster is utilized strictly for the purposes necessary to fulfill our non-profit mission, administer our programs efficiently, ensure the health and safety of our participants, and maintain a sustainable, well-supported artistic organization. For Program Administration and Delivery, parental contact information is essential for communicating critical scheduling changes, rehearsal updates, payment reminders, and general organizational news via email or our secured family portal, ensuring that parents are consistently informed and able to support their student’s commitment. Student-specific artistic data, including class attendance and progress reports, is used by the Artistic Director and mentors, such as Ava Chen and Robert Lee, to conduct personalized performance assessments, tailor instructional methods to individual learning styles, and determine appropriate placement or advancement within the tiered curriculum, driving continuous artistic growth. For Safety and Emergency Preparedness, the detailed health and emergency contact information is a non-negotiable requirement, stored securely and accessible only to designated staff and instructors, allowing for immediate, informed action by David Miller, our Program Coordinator, or external emergency medical personnel should an injury or sudden health event occur during any scheduled activity, fulfilling our paramount duty of care. For Financial Integrity and Fundraising, financial data is used exclusively to process tuition payments, manage recurring billing cycles, and issue charitable tax receipts for donations, maintaining the strict compliance and transparency required of a non-profit booster organization, with Jessica Kim utilizing donation history to cultivate sustained community partnerships and ensure the perpetual funding of our accessibility and scholarship programs. Furthermore, when explicit parental consent is provided, Performance Media and Photography are used to promote the achievements of our students, celebrate the artistic quality of our productions, attract new community interest, and maintain a compelling digital and print portfolio that documents the vibrant life of the MPAB community, which is essential for both artistic recognition and organizational visibility.

Ethical Guidelines for Data Utilization and Internal Access Control

The use of all collected personal information at MODAZZ is governed by a strict internal code of conduct and access control policy, ensuring that data is only viewed or utilized by personnel who require it for the execution of their specific, mandated responsibilities, thereby enforcing a strong internal ethical framework around data privacy. For example, while the Program Coordinator may require access to a full student roster and emergency contacts for administrative logistics, the Lead Vocal Mentor may only access the student’s name, age, vocal range, and progress reports related to their specific class, demonstrating the principle of least privilege access. All financial data is restricted solely to the administrative team and is processed only through encrypted, compliant platforms, ensuring that mentors and artistic staff never have direct access to sensitive payment information. Furthermore, any use of student-created content or performance media is strictly controlled by the terms of the specific media consent form signed by the parent, and staff are rigorously trained to respect these boundaries, ensuring, for instance, that video footage approved only for use in an annual recap video is never repurposed for a general social media advertisement without explicit re-authorization. This layered system of compartmentalized access and strict internal auditing procedures serves to minimize risk, enforce accountability, and ensure that the convenience of data collection never compromises the confidentiality or privacy of the families and students who entrust us with their personal details, reflecting our deep commitment to ethical stewardship.

Section 3: Information Sharing and Disclosure

The Controlled and Necessary Sharing of Data for Operational Effectiveness

MODAZZ Performing Arts Booster is committed to the principle that personal information is never sold, leased, or rented to any third party for commercial gain or unrelated purposes; however, in order to maintain the necessary infrastructure, secure operations, and professional standards required for a successful performing arts organization, controlled disclosure to specific, trusted third parties is essential and strictly mandated under contractual agreements. Third-Party Service Providers receive the minimal amount of data necessary to perform critical, delegated functions on our behalf; this includes securely sharing parental names and payment details with certified financial processors to manage tuition and fees, providing email addresses to secure email marketing platforms to distribute essential operational newsletters and alerts, and sharing student names and program levels with specialized software vendors who manage our class scheduling and attendance tracking systems, ensuring our digital services are functional and efficient. Affiliated Organizational Parties, primarily the parent-volunteer Board of Directors and designated committee chairs who manage key booster functions like costume design or set construction, may receive limited, necessary contact information for families and volunteers to coordinate specific production efforts, but these individuals are strictly bound by confidentiality agreements that align with this Privacy Policy, ensuring data protection even within our volunteer structure. Legal and Safety Compliance necessitates the disclosure of information, including medical and emergency contact details, to first responders, emergency medical personnel, or local authorities in the event of an immediate safety concern, injury, or severe medical event, fulfilling our legal obligation to protect the welfare of the children in our care, or when legally compelled to do so by court order or regulatory requirement. Finally, Performance-Related Public Disclosure, such as publishing a student’s name and role in a printed program booklet, on a lobby poster, or in a community press release, only occurs when the corresponding parental media consent form has been explicitly signed and verified, recognizing that public visibility is an inherent, desired element of the performing arts experience but must remain firmly under parental control and strictly limited to the agreed-upon public uses.

Contractual Safeguards and Vetting of External Partners

Every instance of data sharing with external service providers is predicated upon a comprehensive vetting process and governed by legally binding contractual agreements designed specifically to enforce the principles of this Privacy Policy and guarantee the security of the transferred data. Prior to engagement, all external partners who handle personal information, such as cloud storage providers, payment gateways, and communications platforms, must demonstrate their compliance with industry-standard security protocols, including encryption standards, data residency policies, and internal access control procedures, ensuring they meet or exceed the security measures we maintain internally. The legal contracts with these providers strictly prohibit them from using any data received from MODAZZ for their own purposes, advertising, or onward sale, limiting their access and utilization solely to the explicit task for which they were hired (e.g., processing a single payment or sending a single batch of emails), effectively acting as secure data custodians on our behalf. Furthermore, we mandate that these providers must either destroy or return all personal information upon the termination of the service agreement, providing necessary documentation to confirm compliance, ensuring that our data does not persist beyond its required utility within external systems. This rigorous system of contractual safeguards ensures that even when data leaves our immediate digital perimeter, it remains protected under an enforceable legal framework that holds our external partners accountable to the high standards of confidentiality expected by the MODAZZ Performing Arts Booster community, minimizing risk associated with essential operational outsourcing.

Section 4: Data Security and Retention

Comprehensive Safeguards and Defined Lifecycles for Confidential Information

The security of the personal and sensitive information entrusted to MODAZZ Performing Arts Booster is a non-stop, paramount operational concern, and we employ a multi-layered approach to data protection that encompasses sophisticated technical safeguards, robust physical security measures, and rigorous organizational policies designed to prevent unauthorized access, disclosure, alteration, or destruction of data. Technical Security Measures include the utilization of advanced firewall protection, mandatory multi-factor authentication (MFA) for all administrative staff accessing sensitive databases, pervasive use of Secure Socket Layer (SSL) encryption for all online data transmission, and regular, automated backups of all critical operational data stored in secure cloud environments, ensuring resilience against cyber threats and system failures. Physical Security Measures are implemented at our Kirkland facility to protect hardcopy documentation, including restricted-access areas for storing paper records containing health or financial data, locked filing cabinets, and monitored security systems, ensuring that access to physical records is controlled as stringently as digital files. Organizational Policies are equally important, mandating regular, specialized training for all faculty and staff on data handling protocols, identifying phishing threats, and understanding the legal and ethical requirements of COPPA compliance, ensuring that human error—often the weakest link in any security system—is minimized through continuous education and awareness. This comprehensive security framework is continuously reviewed and updated by our administrative leadership to respond to evolving technological risks and best practices.

Policy on Data Retention and Systematic Deletion

MODAZZ Performing Arts Booster adheres to a strict and systematic data retention policy, ensuring that personal information is not stored indefinitely but is only retained for the duration necessary to fulfill the operational, legal, and educational purposes for which it was originally collected, minimizing unnecessary data footprint and associated risk. Student and Enrollment Records, including academic progress, performance history, and non-financial demographic details, are typically retained for a period of up to seven years following a student’s final year of participation, providing sufficient historical context for alumni relations, college reference requests, and long-term program assessment, after which non-essential personally identifiable information (PII) is securely and irreversibly deleted or aggregated for statistical analysis. Financial Records, including tax receipts, transaction details, and donor records, are retained for a minimum of seven years, as legally mandated by federal and state non-profit and tax regulatory requirements, ensuring our complete compliance with all auditing standards. Health and Emergency Data is the most sensitive category, and this information is promptly and securely destroyed or redacted immediately upon the conclusion of the specific program year or when the student formally withdraws from the organization, as it is time-sensitive and should not be stored longer than necessary for immediate duty of care. All data destruction processes are certified and securely executed, adhering to industry best practices for both physical document shredding and digital data erasure, ensuring that once information reaches the end of its required lifecycle, it is permanently and responsibly removed from all our systems, upholding our commitment to data minimalization and privacy.

Section 5: Your Rights and Choices

Empowering Parents and Guardians with Control Over Personal Information

In alignment with our commitment to transparency and parental partnership, MODAZZ Performing Arts Booster fully recognizes and supports the right of parents and legal guardians to maintain control and oversight over their own personal information and, crucially, the information pertaining to their enrolled minor children, ensuring that the integrity of the family’s privacy choices is respected at all times. Right to Access and Correction: Parents have the right to request access to the personal information we hold about themselves and their child, including enrollment forms, progress reports, and contact details, and they possess the right to request the correction of any inaccuracies or the updating of outdated information, which can typically be facilitated through our secure online family portal or by contacting the Program Coordinator via email at info@mpab.site. Right to Opt-Out of Marketing and Non-Essential Communications: While we consider our newsletters and organizational updates to be essential for program administration, parents have the option to opt-out of all non-essential marketing or fundraising communications, such as announcements for general community events or solicitations for donations, and every digital communication provides an easily accessible “unsubscribe” link to manage these preferences immediately. Right to Revoke Media Consent: As detailed in the media consent agreements, a parent may, at any time and for any reason, fully or partially revoke their consent for the use of their child’s photograph, video, or name in public materials; upon receiving a formal written request for revocation, MPAB will immediately cease all future uses of the specified media, though we are generally unable to recall materials already published or distributed prior to the receipt of the revocation notice, ensuring a clear and immediate action is taken to honor the change in privacy preference. Right to Data Deletion (Subject to Legal Requirements): Parents may request the deletion of their child’s PII from our systems, and while we will honor this request immediately for non-essential data, we must legally retain certain financial and health records for the minimum period required by law (e.g., tax records for seven years) or for the duration necessary to fulfill our duty of care, but even in these cases, the data is flagged as inactive and access is severely restricted until the retention period expires, providing maximum privacy.

The Special Importance of Parental Verification for Minors’ Data Requests

Given our primary focus on youth arts education and the legal requirements of COPPA, any request pertaining to a student’s personal information, including requests for access, correction, or deletion, must be initiated by and formally verified as originating from the student’s legal parent or guardian, ensuring that we never disclose sensitive information to an unauthorized party. Our process requires a reasonable, verifiable effort to confirm the identity and relationship of the requestor, often utilizing unique identifiers from the enrollment records or requiring documentation such as a signed and notarized form, depending on the sensitivity of the request and the data involved, upholding the stringent requirements of protecting a minor’s data. This critical verification step is a non-negotiable safeguard that ensures parental control remains absolute over their child’s presence in our program and the privacy of their data, reflecting our dedication not only to compliance but to the fundamental trust placed in us by the families we serve in the MODAZZ Performing Arts Booster community.

Section 6: Children’s Privacy (COPPA Compliance)

Our Commitment to Protecting Minors Under the Age of 13

MODAZZ Performing Arts Booster is a youth-focused organization that recognizes its legal and ethical obligation to protect the privacy of children under the age of 13, and our practices are rigorously designed to comply fully with the Children’s Online Privacy Protection Act (COPPA), which governs the collection of personal information from minors. No Direct Collection from Minors: We do not knowingly collect personal information directly from children under 13 via our website or any other digital platform without first obtaining verifiable parental consent. All enrollment, registration, and data submission forms, whether digital or physical, are structured to be completed exclusively by the parent or legal guardian, and any instances of a child attempting to submit PII are immediately flagged and deleted, with the parent being notified of the attempt. Verifiable Parental Consent Requirement: Before collecting, using, or disclosing any personal information from a child under 13 (including their name, photograph, or performance details), MODAZZ requires and utilizes a method of verifiable parental consent, which typically involves a signed consent form submitted as part of the physical enrollment packet or a secure, digital verification process that confirms the identity of the signing parent against our existing administrative records, ensuring the parent is fully aware and explicitly agrees to the collection and specific use of their child’s data as detailed in this policy. Parental Rights Over Child’s Data: COPPA grants parents full control over their child’s personal information held by organizations like MPAB; this means parents have the right to review the specific PII collected from their child, revoke their consent at any time (which requires us to cease future use and delete the child’s data, subject to legal retention exceptions), and refuse to allow the further collection or use of their child’s information, even if they agree to its continued use by the organization, and we fully honor and facilitate all such parental requests, treating them with the utmost seriousness and urgency as a central tenet of our duty of care.

Section 7: Policy Changes and Contact Information

Notification of Policy Updates and Dedicated Contact for Privacy Concerns

MODAZZ Performing Arts Booster reserves the right to periodically update or amend this comprehensive Privacy Policy to reflect changes in our operational practices, advancements in technology, or modifications to legal and regulatory requirements, particularly those pertaining to youth and non-profit data handling, ensuring our policy remains robust and relevant. Notification of Changes: In the event of any material change to this policy, particularly those that would affect the way we collect, use, or disclose the personal information of our students or their families, we commit to providing prompt and conspicuous notice to our community. For minor, non-material changes (e.g., grammatical corrections or clarity improvements), the updated policy will be posted immediately to our official website with a revised effective date. For all material changes, we will notify enrolled families directly via email at the primary contact address on file at least thirty days before the new policy takes effect, providing ample time for review and parental consideration, ensuring that transparency remains paramount and that parents have the opportunity to exercise their rights regarding their child’s data before any new collection or use procedures are implemented.

Dedicated Contact for Privacy Inquiries

We encourage all parents, guardians, volunteers, and community members to reach out directly if they have any questions, concerns, or requests regarding the specifics of this Privacy Policy, our data handling practices, or to exercise any of the rights detailed in Section 5, ensuring that all privacy-related matters are addressed by the appropriate administrative authority.

Data Privacy Contact: David Miller, Program Coordinator

MODAZZ Performing Arts Booster Mailing Address: 11925 NE 143RD PL, KIRKLAND, WA 98034 Email for Privacy Concerns: info@mpab.site (Please include “Privacy Policy Inquiry” in the subject line for priority handling)

We thank you for entrusting MODAZZ Performing Arts Booster with your child’s artistic development and your family’s personal information. Your privacy is paramount, and our commitment to transparency and security is unwavering.