Privacy Notice

Information we collect

We may collect names, business or team names, email addresses, optional mobile numbers, cities, communication preferences, festival interests, mailing addresses, sponsorship interests, partnership goals, product or menu descriptions, permit and insurance information, equipment and utility needs, accessibility requests, social-media links, and other information voluntarily submitted with an application, updates signup, or inquiry.

How we use information

Information is used to review applications, communicate decisions, coordinate payments and participation, plan spaces and utilities, support safety and accessibility, meet venue or regulatory requirements, prevent misuse, and operate and improve the festival.

Google Forms and Google Sheets

Vendor applications, including Smoke Row food-vendor submissions, and the Festival Updates signup are collected through Google Forms and recorded in private linked Google Sheets. Google processes this information under its own terms and privacy practices. Participants should avoid submitting sensitive personal information that a form does not request.

Festival updates and consent

People who join the Festival Updates list select the topics they want to hear about and provide consent to receive festival communications by email. A mobile number is optional and is retained only when voluntarily provided. Subscribers may withdraw consent or unsubscribe by replying to a festival email or contacting us at the address below.

Sponsor-interest submissions

Authorized organizers may also record vendor, sponsor and community business contacts received through meetings, calls, referrals or email. Private administration records may include contact information, participation status, conversation notes, follow-up dates, commitments, benefit checklists, and fee/deposit bookkeeping. These records support festival coordination; recording an amount does not process a payment or authorize marketing communications. Do not provide card numbers, bank account details, passwords or medical diagnoses in these records.

Volunteer signups and availability are stored privately in the festival website database. We collect role interests, age group (16–17 or 18+), shirt size, contact details and availability. For ages 16–17, guardian contact details are used to obtain consent before assignment. Optional task or access preferences should not include medical diagnoses. Coordination records are available to authorized organizers; captains receive only information needed for supervision. Your private volunteer link permits access to your own shift response and must not be shared. Email delivery and reminders are currently manual.

Sponsor-interest forms submitted directly through this website are stored for partnership review and follow-up. Submitting the form does not create a contract, reserve an opportunity, or authorize payment.

Sharing and disclosure

We do not sell applicant information. We may share relevant information with authorized Kidd Camp Inc. personnel, festival staff, payment processors, venue representatives, insurers, health or fire officials, security providers, professional advisers, and service providers when reasonably necessary to review an application or operate the event. Information may also be disclosed when required by law or needed to protect safety, rights, or property.

Payment information

If electronic payment is offered, card and banking information is processed by the selected payment provider. The festival does not intend to collect complete payment-card numbers through its application forms.

Retention and security

Application records are retained only as long as reasonably needed for event administration, financial and legal recordkeeping, dispute resolution, and future participation history. Reasonable safeguards are used, but no online transmission or storage system can be guaranteed completely secure.

Your choices

You may request access to, correction of, or deletion of information you submitted, subject to records we must retain for legitimate operational, financial, contractual, safety, or legal purposes. You may also ask to stop receiving nonessential festival communications.

Children’s information

Vendor applications are intended for adults authorized to act for the applicant organization or business. Volunteer registration is open to ages 16 and up. Volunteers ages 16–17 require parent/guardian consent and captain supervision; we do not accept volunteer signups from anyone under 16.

Updates to this notice

This notice may be updated as festival systems and requirements develop. The effective date shown above identifies the current published version.

Contact

Questions or privacy requests may be sent to kiddcamp@stellakidd.com.