CHORAL MUSIC EXPERIENCE (“CME,” “we,” “us,” or “our”) is deeply committed to upholding the privacy and protecting the personal information of all individuals who interact with our organization, including our singers, their parents and guardians, volunteers, donors, and website visitors. We recognize that trust is foundational to a successful artistic community, and that trust extends to how we handle the sensitive personal data entrusted to us during the enrollment process, through performance participation, and in our ongoing communication efforts. This extensive Privacy Policy is designed to clearly articulate our practices regarding the collection, use, maintenance, protection, and disclosure of that information, adhering strictly to best practices and applicable legal standards. This policy applies to information we collect through our website (choralarts.site), through digital enrollment forms, during physical registration processes, via email and telephone communications, and during all artistic and administrative activities, ensuring a unified standard of data governance across all our operations. We maintain a firm commitment that your personal data will never be sold, leased, or rented to third parties for commercial gain, and any necessary sharing is strictly limited to supporting our core mission—nurturing vocal talent and fostering a love for choral arts. We encourage every member of our community to read this document thoroughly and familiarize themselves with our robust protocols, which are designed to safeguard your confidentiality and ensure complete transparency regarding your rights and our responsibilities as a dedicated non-profit arts provider.

Information We Collect: Categories and Purpose of Data Acquisition

A Detailed Look at the Personal and Non-Personal Data Necessary for Our Operations

1. Information Provided Directly by You

The majority of the Personal Information (PI) we collect is provided to us directly and voluntarily by individuals or, in the case of minors, by their parents or legal guardians during the formal processes of enrollment, registration for workshops, purchasing tickets, making a donation, or signing up for our e-newsletter. This collection is essential for the logistical and educational functionality of our programs, ensuring the safety, appropriate placement, and effective communication with all participants. This type of information includes, but is not limited to, Contact Identifiers, such as full legal names of the singer and guardians, residential addresses, primary and secondary telephone numbers (including emergency contacts), and current email addresses. Furthermore, for singers, we require Program and Educational Data, including birth dates (crucial for age-appropriate choir placement and compliance with child protection policies), current school grade level, prior musical experience and training history, and occasionally, specific details related to vocal range or sight-reading proficiency to aid in ensemble formation.

For the purposes of safety and well-being, especially for youth participants, we collect Health and Safety Information, including known medical conditions, allergies (particularly severe food or medication allergies), medication requirements, and the names and contact details of the primary healthcare provider. This information is treated with the highest level of confidentiality and is shared only on a strictly need-to-know basis with conductors and supervisory staff during rehearsals, retreats, and performances. When financial transactions occur, such as paying tuition or making a donation, we collect Financial Transaction Data, including payment card details or bank account information; however, this sensitive data is processed and stored by PCI-compliant, third-party payment processors and is never stored directly on our servers, ensuring maximum security and compliance with financial regulations. Finally, in our pursuit of community building, we may also collect Voluntary Demographic and Feedback Data, such as how you heard about CME, feedback on program effectiveness, or voluntary self-identification data (e.g., preference for communications), which helps us tailor our programs and outreach efforts to better serve the diverse needs of the community, all of which is provided on an entirely optional basis and is utilized only in aggregated, non-identifiable formats for internal strategic planning and grant reporting purposes. The comprehensive collection of this directly provided data is what enables us to deliver high-quality, safe, and personalized choral music experiences to every single member of our cherished organization.

2. Information Collected Automatically Through Technology

In addition to the information you willingly provide to us, we also automatically collect certain Non-Personal Information (NPI) when you access and navigate our website (choralarts.site) or interact with our digital communications. This data collection is passive and essential for maintaining and improving the functionality, performance, and security of our online presence, ensuring a seamless user experience across various devices and browsers. This automatically collected information primarily consists of Usage Data and Technical Identifiers, which includes your Internet Protocol (IP) address, browser type and version, device type, operating system, the Uniform Resource Locators (URLs) that referred you to our site, the pages you viewed, the time and duration of your visit, and the patterns of your interaction, such as clicks and scrolling behavior.

A crucial component of this automatic collection involves the use of Cookies and Similar Tracking Technologies. Cookies are small text files placed on your device to store data that can be recalled by a web server in the domain that issued the cookie to you, and we utilize both session cookies (which expire when you close your browser) and persistent cookies (which remain on your device until they expire or you delete them). These cookies are employed for various functional purposes, including to remember your preferences (such as language settings), to maintain your session (such as when filling out a multi-page form), and to conduct website performance analysis through tools like Google Analytics. The data gathered through these technologies is typically aggregated and anonymized, meaning it cannot be used to personally identify you, and is solely utilized for internal purposes such as measuring the effectiveness of our web design, identifying areas for technical improvement, and understanding which of our online resources are most helpful to our community. You maintain control over these technologies and can adjust your browser settings to refuse or alert you about cookies; however, please be aware that disabling certain cookies may impact the functionality of some parts of our website, potentially affecting access to essential enrollment or ticketing portals.

3. Special Provisions for Children’s Information (COPPA Compliance)

Given that a significant portion of the CHORAL MUSIC EXPERIENCE community includes children under the age of 18, and many of our ensembles are specifically designed for singers aged 6 to 17, our policies regarding the collection and handling of children’s personal information are designed to meet or exceed the requirements of the Children’s Online Privacy Protection Act (COPPA) and other applicable regional laws. We do not knowingly collect personal information directly from children under the age of 13 through our website or online tools without verifiable parental consent, which is rigorously obtained during the formal enrollment process. Any personal data collected for a child under 18—including their name, age, medical information, and performance consent—is collected exclusively from and authorized by the parent or legal guardian, who must affirm their legal right to consent to the child’s participation and data use.

The only information collected directly from a child online would be limited to their first name or an anonymous username for use within an educational, password-protected portal, and only if deemed necessary and appropriate for the learning process, and such collection would still be subject to prior parental notification and approval. Parents and guardians retain the absolute right to review, restrict, or request the deletion of their child’s personal information at any time by contacting our designated privacy officer via the contact methods provided at the end of this policy. Furthermore, all online communication directed at youth participants is conducted with the utmost care, prioritizing safety and supervision, and we strictly prohibit any interactive social features on our digital platforms that would allow children to publicly post personal information or engage in unsupervised communication with external parties. This unwavering commitment to COPPA compliance and the ethical stewardship of children’s data reflects our dedication to creating the safest possible physical and digital environment for our youngest singers, ensuring that artistic growth happens only within a framework of absolute parental oversight and data protection assurance.

How We Utilize the Information We Collect

Connecting Data to Our Mission: The Purposes of Processing Your Personal Data

The personal and non-personal information collected by CHORAL MUSIC EXPERIENCE is utilized exclusively to support and advance our mission of nurturing vocal talent and fostering a love for the choral arts, ensuring the safety, quality, and administrative effectiveness of our programs. The use of your data falls into several key categories, all of which are grounded in legitimate operational interests, contractual necessities, or explicit consent, and these uses are meticulously managed to prevent any misuse or unauthorized access.

Firstly, Program Operation and Management is the core purpose of data utilization. We use contact identifiers and educational data to register singers into appropriate choirs, manage rehearsal rosters, schedule one-on-one coaching sessions, track attendance, and communicate important logistical information regarding daily activities and performance dates. Medical and safety information is critically used by supervisory staff to prepare for and respond to emergencies during rehearsals, retreats, and performances, ensuring immediate and informed action can be taken to protect the well-being of a singer. This category of usage is essential for fulfilling our contractual obligation to provide organized, high-quality choral arts programming.

Secondly, Communication and Community Engagement relies heavily on collected contact information. We use your email address and/or mailing address to send out critical updates, our e-newsletter, registration deadlines, changes to the weekly schedule, and announcements about community events and family involvement opportunities. This includes targeted communications based on the singer’s age group or ensemble level to ensure relevance. We also utilize this data to conduct essential administrative communications, such as tuition invoicing, payment confirmation, and tax-receipt generation for donations, all of which are vital for maintaining the financial health and transparency of our non-profit status.

Thirdly, Fundraising, Development, and Non-Profit Stewardship forms a critical area of data use. As a non-profit organization, we rely on charitable contributions to subsidize tuition costs, fund our scholarship program, and maintain the professional quality of our instruction. Contact and donation history data are used to solicit future financial support, acknowledge past generosity through formal recognition, and report to grant organizations and our Board of Directors on the success of our development efforts. This data is handled by our internal development team and is subject to internal policies designed to respect donor privacy preferences, including options to remain anonymous or opt-out of future solicitation communications entirely, ensuring that our fundraising practices are ethical and respectful of individual choices.

Finally, Performance Analysis, Compliance, and Improvement utilizes both personal and anonymous data. Anonymous usage data collected through our website is analyzed in aggregate to understand user behavior, identify technical issues, and improve the navigational structure and content of our online platforms, making information easier to find for future visitors. Personal data, such as program feedback and singer progression history, may be analyzed internally and anonymously to evaluate the effectiveness of our educational philosophy and curriculum, allowing us to make data-driven decisions on program refinement, repertoire selection, and instructional focus, continually striving for artistic excellence and pedagogical innovation. In all instances, data is processed with stringent internal access controls, ensuring that only necessary personnel have access to the data required to perform their specific operational or artistic duties.

Disclosure and Sharing of Your Personal Information

Transparency in Partnering: When and Why We Share Data with Trusted Entities

CHORAL MUSIC EXPERIENCE is deeply committed to minimizing the disclosure of your personal information, and we do not sell, rent, or lease any personal data to commercial third parties for marketing purposes. However, to effectively run our programs, manage our finances, and adhere to legal requirements, it is necessary to share limited, specific portions of your personal information with trusted, vetted third-party service providers and, in rare circumstances, with legal authorities, and this section provides complete transparency on those necessary disclosures.

Firstly, Service Providers and Essential Program Vendors are the most frequent recipients of shared data, and this sharing is strictly limited to data required for them to perform their contracted services on our behalf. These entities include our third-party payment processing vendors (who handle tuition and donation transactions securely and confidentially), our email service providers (who manage our bulk communications for newsletters and rehearsal updates), and our database and customer relationship management (CRM) software providers (who securely host our enrollment and contact records). We also share limited information, such as names and emergency contacts, with venue and transportation providers when planning off-site events, retreats, or concert tours, ensuring the safety and logistical management of singers during movement. All service providers are legally bound by stringent, non-disclosure agreements and are prohibited from using your personal information for any purpose other than providing the specific services contracted by CHORAL MUSIC EXPERIENCE, and they are required to implement and maintain their own robust security measures consistent with industry best standards.

Secondly, Affiliates and Collaborative Arts Partners may receive limited, necessary data for specific, joint projects. This occurs, for example, when we co-host a workshop or a performance with another local arts non-profit; in such cases, we may share a limited roster of participating singer names or a list of ticket purchasers solely for the purpose of coordinating the event logistics, ticketing verification, and shared administrative duties, and this sharing is always governed by a mutual commitment to data privacy protection. We will never share full health or financial records with an external partner for these purposes, and when the collaboration involves marketing, we utilize aggregated, anonymous data or seek explicit, opt-in consent from our members before sharing contact information for promotional materials related to the joint event, ensuring your choice remains paramount in all collaborative decisions and outreach efforts.

Thirdly, Legal Requirements and Protection of Rights necessitate disclosure in compulsory situations. We will disclose your personal information when we are required to do so by law, subpoena, or other legal process, such as in response to a court order or governmental regulation, or when necessary to protect our legal rights or defend against legal claims. This also includes disclosures deemed necessary to investigate, prevent, or take action regarding suspected illegal activities, fraud, threats to the physical safety of any person, or violations of our terms of use or organizational policies, including those related to child safety and ethical conduct. Such disclosures are made with the highest level of scrutiny and are strictly limited to the information legally required to be provided in order to comply with the mandate, always prioritizing the protection of our community and the organization’s legal standing as a non-profit entity.

Data Security, Retention, and Storage Protocols

Our Multi-Layered Approach to Safeguarding Your Records and Information

CHORAL MUSIC EXPERIENCE employs a comprehensive, multi-layered approach to data security, utilizing both technical and organizational measures designed to protect your personal information from unauthorized access, accidental loss, disclosure, alteration, or destruction. We recognize that data security is an ongoing commitment, and we continuously review and update our protocols in line with evolving technological standards and industry best practices to ensure the confidentiality, integrity, and availability of all data we manage.

Our Technical Security Measures include the use of secure server hosting environments, which are protected by firewalls, advanced encryption technologies (such as SSL/TLS protocols) for all data transmitted between your browser and our website, and secure, encrypted backups. Access to all administrative and database systems is strictly controlled through multi-factor authentication, strong password policies, and role-based access restrictions, ensuring that only designated staff members with a legitimate need-to-know can access specific types of personal information required for their duties. For example, a youth conductor may access their ensemble’s emergency contact list but will not have access to the organization’s donation records or billing history, thereby implementing the principle of least privilege access across our entire organizational structure.

Our Organizational Security Measures include mandatory annual privacy and data handling training for all staff members and volunteers who interact with personal information, reinforcing the importance of confidentiality and adherence to our internal data governance policies. We also maintain a strict Data Retention Policy which dictates the precise duration for which different categories of personal information will be stored. Educational and enrollment data for singers are retained for a period of up to seven years after a singer’s final year of participation to facilitate alumni engagement and historical program verification, while sensitive financial transaction records are retained only for the minimum period required by tax law (typically seven years). Upon reaching the designated retention expiration date, all associated personal information is securely destroyed or irreversibly anonymized, ensuring that data is not kept longer than necessary to fulfill the purpose for which it was collected or to comply with necessary legal or auditing requirements. We are dedicated to providing a safe, secure environment for our singers to explore the choral arts, and this dedication extends rigorously to the secure management and responsible destruction of the information that supports their journey.

Your Rights and Choices Regarding Your Personal Information

Empowering Our Community with Control Over Their Data and Preferences

CHORAL MUSIC EXPERIENCE is dedicated to empowering our community by fully honoring your rights concerning your personal information, providing you with clarity and control over how your data is used, stored, and shared. Regardless of your physical location, we offer comprehensive rights that you can exercise at any time, reflecting our commitment to global privacy standards and ensuring that your preferences are respected across all our data processing activities.

The Right to Access and Correction

You have the right to request access to the personal information we hold about you (or your child, if you are the legal guardian), which includes receiving a copy of that data in a clear, accessible format that allows you to review its accuracy and completeness. Furthermore, you have the right to request that any incorrect or incomplete personal information be promptly corrected or updated. This is especially important for critical safety data, such as emergency contact numbers or medical allergy information; we ask that you notify us immediately of any changes to this vital information to ensure the ongoing safety and smooth operation of our programs. To initiate an access or correction request, please submit a detailed written request to our designated privacy officer via the contact email provided below, and we will respond to your request within the legally stipulated timeframe, typically 30 days, after successfully verifying your identity to prevent unauthorized data access.

The Right to Deletion (Right to be Forgotten) and Restriction

You have the right to request the deletion of your personal information (or your child’s data) from our records, commonly known as the “Right to be Forgotten,” when the data is no longer necessary for the purpose for which it was collected, or when you withdraw consent and there is no overriding legitimate reason for its continued retention, or when the data was processed unlawfully. However, please be aware that we may be legally required to retain certain information for specific, necessary purposes, such as maintaining financial records for tax and auditing purposes or retaining basic contact data to prevent re-enrollment in a system you previously opted out of. Additionally, you have the right to restrict or object to the processing of your personal data under certain circumstances, for instance, if you contest the accuracy of the data or believe the processing is unlawful, and we will temporarily cease the processing of that data while we investigate the validity of your request, ensuring that your privacy concerns are immediately addressed and prioritized.

The Right to Opt-Out and Manage Preferences

You maintain complete control over your communication preferences and have the absolute right to opt-out of non-essential communications at any time. Every email marketing and general information newsletter we send includes a clear, easy-to-use unsubscribe link at the bottom, allowing you to instantly cease receiving that type of communication. This includes opting out of all future fundraising solicitations from our Development Office, should you choose to limit your interaction to strictly program-related updates. Crucially, as an arts organization, we frequently take photographs and videos during rehearsals and performances for use in promotional materials, our website, and social media channels to celebrate our singers’ achievements; however, photo/video consent is explicitly collected during enrollment, and every parent has the right to fully or partially withdraw this media consent at any time. We respect this choice rigorously, ensuring that if consent is withdrawn, your child’s image will no longer be used in future promotional materials, and any existing media will be removed from future publications where reasonably possible, reflecting our commitment to artistic celebration being balanced by complete individual control over public representation.

Policy Updates and How to Contact Us

Staying Current and Ensuring Continuous Accountability for Your Data

Changes to This Privacy Policy

CHORAL MUSIC EXPERIENCE recognizes that our programs, service offerings, and the legal landscape of data privacy are subject to change, and consequently, we reserve the right to update or modify this Privacy Policy periodically to reflect those necessary adjustments. We commit to maintaining full transparency regarding any changes; when we make material updates to this policy, we will revise the “Effective Date” clearly stated at the top of this document, and we will notify our current members and subscribers of such changes through prominent notices posted on our website and/or via email communication. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting the information we collect and how our practices may have evolved to better serve our community and comply with new regulatory requirements. Your continued use of our services and participation in our programs after any changes or revisions to this Privacy Policy indicates your agreement with the terms of the revised policy.

Contact Information for Privacy Concerns and Requests

Your feedback, questions, and concerns regarding our privacy practices are extremely important to us, and we are dedicated to resolving any issues or addressing any requests related to your data rights promptly and effectively.

If you have any questions about this Privacy Policy, wish to exercise your rights (such as access, correction, deletion, or opt-out), or need to report a potential breach of privacy or data security, please contact our designated Privacy Officer using the following contact details:

Attn: Privacy Officer CHORAL MUSIC EXPERIENCE 2352 PARSONAGE WOODS LN, MOUNT PLEASANT, SC 29466-0000

Email: info@choralarts.site (Please include “PRIVACY POLICY INQUIRY” in the subject line for fastest response.)

We will take all necessary steps to investigate and resolve your concerns with the highest degree of professionalism and confidentiality, ensuring our practices remain accountable and aligned with our core mission of trust and transparency. Thank you for entrusting CHORAL MUSIC EXPERIENCE with your personal information; we value your membership and your commitment to the choral arts.