MusiCal

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Effective Date: March 1, 2026

MusiCalendars ("we," "us," or "our") operates the website musicalendars.com and related services (collectively, the "Service"). MusiCalendars provides customized digital rehearsal calendars for K-12 school theater productions.

This Privacy Policy explains what information we collect, how we use it, and the choices you have. We are committed to protecting the privacy of all users, including students and minors.

1. Information We Collect

a. Cast Members (Public Download Portal)

When a cast member uses a production access code to download a rehearsal calendar, we collect:

• Name — selected from a dropdown of cast members for that production
• Production access code — used to identify the show
• Download activity — which calendar format was downloaded (ICS or PDF) and when
• Device and browser information — device type, browser name, operating system, screen resolution, and timezone
• IP address — collected automatically by our hosting infrastructure

We do not require cast members to create accounts, provide email addresses, or enter passwords to download calendars.

b. School Administrators (Admin Portal)

Administrators access the Service through Google Sign-In (SSO). When an administrator signs in, we receive:

• Email address
• Display name
• Profile picture URL (from Google)

Administrator accounts are managed through AWS Cognito and assigned to role-based groups (e.g., Admin, Viewer).

c. Production Data Entered by Administrators

Administrators may enter information about their school's productions, including:

• Cast member names, grades, email addresses, and phone numbers
• Parent/guardian names, email addresses, and phone numbers
• Character assignments, rehearsal schedules, and performance dates
• School name, district, and related details

This data is entered voluntarily by school administrators and is used solely to generate rehearsal calendars and manage productions.

2. How We Use Your Information

We use collected information to:

• Generate and deliver personalized rehearsal calendars (ICS and PDF files)
• Authenticate administrators and manage access permissions
• Track download activity so schools can see which cast members have retrieved their calendars
• Monitor Service usage and diagnose technical issues
• Improve the Service over time

We do not use personal information for advertising, marketing to students, or profiling.

3. Data Storage and Security

All data is stored on Amazon Web Services (AWS) infrastructure located in the United States (us-west-2 region), including:

• AWS DynamoDB — production data, cast information, and activity logs
• AWS S3 — generated calendar files (ICS and PDF), encrypted at rest
• AWS Cognito — administrator authentication and account management

We employ industry-standard security measures including encryption in transit (HTTPS/TLS), encryption at rest for stored files, and access controls to protect your data. Access to production data is restricted to authenticated administrators associated with that school.

4. Data Retention

• Generated calendar files (ICS and PDF) are automatically deleted after 90 days.
• Production and cast data is retained for a default period of approximately two years (730 days), configurable by the school.
• Download activity logs are retained to provide ongoing analytics to school administrators.
• Administrator accounts persist until the account is deleted.

Schools may request earlier deletion of their data at any time by contacting us.

5. Data Sharing and Third Parties

We do not sell, rent, or share personal information with third parties for their marketing purposes. We use the following third-party services solely to operate the Service:

• Amazon Web Services (AWS) — cloud hosting, data storage, authentication, and content delivery
• Google OAuth — administrator sign-in authentication

We may disclose information if required by law, regulation, or legal process, or to protect the rights, safety, or property of MusiCalendars, our users, or the public.

6. Children's Privacy (COPPA)

MusiCalendars is designed for use by K-12 schools. We recognize that some users may be under 13 years of age.

• We do not require children to create accounts or provide personal information directly.
• Cast member names and contact information are entered by school administrators, not by the students themselves.
• Calendar downloads require only a school-provided access code and selection of a name from a pre-populated list.
• We do not knowingly collect more information from children than is reasonably necessary to provide the Service.

If you believe we have inadvertently collected personal information from a child without appropriate consent, please contact us and we will promptly delete it.

7. FERPA Compliance

When MusiCalendars is used by a school, student records may be protected under the Family Educational Rights and Privacy Act (FERPA). In this context:

• MusiCalendars acts as a "school official" with a legitimate educational interest, providing a service the school has authorized.
• We use student information only for the purposes specified by the school (generating rehearsal calendars and tracking downloads).
• We do not disclose student information to other third parties except as directed by the school or required by law.
• Schools retain control over their student data and may request access, correction, or deletion at any time.

Schools are responsible for ensuring that appropriate notices and consents are in place before entering student information into the Service.

8. Cookies and Tracking

The Service uses session-based authentication tokens to maintain administrator sign-in sessions. We do not use third-party advertising cookies or cross-site tracking technologies. No analytics cookies are placed on the public download portal.

9. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Delete your personal information
• Object to or restrict certain processing of your information

School administrators can access, modify, and delete production and cast data through the admin portal. Cast members or parents wishing to exercise their rights should contact their school administrator or reach out to us directly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date at the top of this page. We encourage you to review this policy periodically.

11. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data rights, or need to report a concern, please contact us at:

MusiCalendars
Email: privacy@musicalendars.com
Website: www.musicalendars.com