Privacy Policy

01Who we are

The Phoenix Collective is a nonprofit theater organization in Rhode Island. This policy explains how we handle personal information collected through phoenixcollectiveri.com, including our enrollment form, contact form and donation and payment pages.

When this policy says "we", "us" or "our", it means The Phoenix Collective. Our mailing address is 3 Remington Farm Dr., Coventry, RI 02816, and you can reach us at [email protected].

02What we collect

We only collect what we need to run our programs, answer your questions and process payments.

When you enroll a student

A parent or guardian completes the enrollment form. It asks for:

• the student's name, age, current grade and any previous theater or music experience;
• the parent or guardian's name, email address and cell phone number, and an emergency contact;
• schedule details, such as the preferred audition day and any known conflicts;
• health information needed to keep the student safe, such as allergies, whether an EpiPen is needed, relevant medical conditions and permission for basic first aid;
• payment preferences, sibling enrollment and how you heard about us;
• your agreement to our participation, medical, refund, code of conduct and media release terms, and a typed signature and date.

When you contact us

Our contact form asks for your name, email address, the topic of your message and the message itself.

When you donate or pay

For donations and registration fees we collect your name, email address, phone number, billing address and the amount paid. Card, Apple Pay and Google Pay payments are processed by Stripe. We never see or store your full card number.

When you browse the site

Like most websites, our servers and security provider receive technical information such as your IP address, browser type and the pages you request. If you allow analytics cookies, Google Analytics also records how the site is used. See Cookies and analytics below.

03How we use it

• to register students, plan auditions and rehearsals, and contact families about the program;
• to keep students safe, including in a medical emergency;
• to process payments and donations, send receipts and keep financial records;
• to answer messages sent through the contact form or by email;
• to understand how the site is used so we can improve it, only if you allow analytics cookies;
• to protect the site and our payments against fraud and abuse, and to meet legal obligations.

We do not sell personal information, and we do not use it for targeted advertising.

04Who we share it with

Enrollment and contact details are seen only by the members of our team who run the program. We use a small number of service providers to operate the site, and they handle information on our behalf:

• Stripe, to process card, Apple Pay and Google Pay payments;
• Google, for our email and for the secure spreadsheet where enrollment records are kept (Google Workspace), and for Google Analytics and Google Tag Manager if you allow analytics cookies;
• Cloudflare, which protects and speeds up the site;
• our website hosting and email delivery providers.

We may also share information if the law requires it, or to protect the safety of a student or anyone else.

05Young people

Our programs are for young people, but the enrollment form is completed by a parent or guardian, who provides the student's information. The site is not directed to children under 13, and we do not knowingly collect personal information directly from them. If you believe a child under 13 has sent us personal information, please contact us and we will delete it.

Photos and videos of students are only used in line with the media release choice made on the enrollment form.

06Cookies and analytics

Cookies are small files stored by your browser. We use a few that are necessary for the site to work, and Google Analytics cookies only if you allow them. When you first visit, a banner lets you accept, reject or choose. You can change your choice at any time from the cookie icon in the corner of the page, or here: Cookie preferences.

We use Google Consent Mode. Before you make a choice, or if you reject analytics, Google Analytics may receive basic signals without cookies, such as that a page was viewed, which Google uses to estimate overall visits. These signals do not use cookies to recognize you. Our site also honors the Global Privacy Control signal sent by some browsers.

You can also block or delete cookies in your browser settings, and Google offers a browser add-on to opt out of Google Analytics.

07How long we keep it

We keep enrollment and payment records for as long as we need them to run the program and to meet our financial and legal record-keeping obligations, and then delete them. Contact form messages are kept while we need them to answer you and follow up. A record of your cookie choice is kept for up to one year.

08How we protect it

The site uses encryption (HTTPS) throughout. Enrollment records are stored in a private area of our website that only authorized team members can open, and in a private spreadsheet. Payments are handled by Stripe, which is certified to the highest level of the payment card industry standard. No method of storing or sending information is completely secure, but we work to protect what you share with us.

09Your choices and rights

You can ask us to show you the personal information we hold about you or your child, to correct it, or to delete it, unless we must keep it for legal or financial reasons. You can also change your cookie choice at any time. To make a request, email [email protected]. We may need to confirm your identity before acting on a request, and we will respond as soon as we can.

10Changes to this policy

We may update this policy when our programs or the tools we use change. The date at the top of this page shows when it was last updated.

11Contact us