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TheaterClarity privacy policy

Effective Date: August 29, 2026

TheaterClarity respects the privacy of the theaters, staff members, volunteers, applicants, performers, parents or guardians, and other individuals who use our website and platform. This Privacy Policy explains what information TheaterClarity may collect, how that information is used and protected, and the choices available to you.

1. INFORMATION WE COLLECT - TheaterClarity privacy policy

TheaterClarity may collect information that you provide directly, information entered by an authorized theater on behalf of its participants, and limited technical information generated through use of the website or platform. This may include:

  • Account and Contact Information — such as name, email address, phone number, login credentials, and theater affiliation.

  • Theater and Production Information — such as theater details, productions, schedules, roles, casting, attendance, inventory, and other operational records.

  • Participant and Applicant Information — such as applications, audition information, availability, conflicts, headshots, resumes, costume measurements, and information relating to participation in theater activities.

  • Information About Minors — when a theater works with minors, information may be provided by or managed through a parent, guardian, or authorized theater representative.

  • Communications and Support Information — including messages, support requests, feedback, and other communications sent through TheaterClarity.

  • Technical Information — such as browser, device, login, security, and usage information needed to operate, protect, and improve the service.

  • Payment Information — payments may be processed through third-party payment providers such as Stripe. TheaterClarity does not intend to store full payment-card numbers, but may receive transaction, subscription, and billing-status information needed to manage your account.

2. HOW WE USE INFORMATION

TheaterClarity uses collected information to operate, support, secure, and improve the service. This may include using information to:

  • Create and manage user accounts and theater access.

  • Support productions, applications, auditions, casting, scheduling, attendance, communications, inventory, and other theater-management functions.

  • Process and manage subscriptions, billing, and related account activity.

  • Respond to support requests, questions, feedback, and other communications.

  • Send service-related notices, account information, invitations, reminders, or other operational communications.

  • Protect the security and integrity of TheaterClarity, investigate misuse, and enforce applicable terms and policies.

  • Improve platform performance, usability, features, and support.

  • Meet legal, regulatory, or contractual obligations when required.

3. HOW INFORMATION MAY BE SHARED

TheaterClarity does not sell personal information. Information may be shared only as reasonably necessary to operate, support, protect, or provide the service, including with:

  • Authorized Theater Users — information may be visible to administrators, directors, staff members, or other users who have been granted appropriate access by the theater using TheaterClarity.

  • Service Providers — trusted third-party providers may process or store information on TheaterClarity’s behalf for services such as hosting, authentication, email delivery, payment processing, security, and technical infrastructure.

  • Payment Providers — billing and payment information may be shared with payment processors such as Stripe to complete transactions and manage subscriptions.

  • Legal or Safety Requirements — information may be disclosed when reasonably necessary to comply with law, legal process, enforceable governmental requests, protect rights or safety, investigate fraud or misuse, or protect the security of TheaterClarity and its users.

  • Business Transfers — if TheaterClarity is involved in a merger, acquisition, sale, reorganization, or similar business transaction, information may be transferred as part of that transaction subject to applicable law.

4. DATA SECURITY

TheaterClarity uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These safeguards may include account authentication, access controls, secure hosting, encrypted connections, database security policies, and other measures appropriate to the nature of the information being handled.

No method of electronic transmission or storage can be guaranteed to be completely secure, so TheaterClarity cannot promise absolute security. Users and theaters are also responsible for protecting their login credentials and limiting access to authorized individuals.

5. DATA RETENTION

TheaterClarity retains information only for as long as reasonably necessary to provide the service, support theater operations, maintain appropriate business and security records, comply with legal obligations, resolve disputes, and enforce agreements.

Because theaters may rely on TheaterClarity as an operational record system, some information may remain associated with a theater account until the theater, an authorized administrator, or TheaterClarity removes it in accordance with applicable account settings, policies, or legal requirements.

When information is no longer reasonably needed, TheaterClarity may delete, anonymize, or otherwise dispose of it in a manner appropriate to the type of information involved.

6. YOUR CHOICES AND ACCESS TO INFORMATION

Depending on your relationship with TheaterClarity and the theater using the platform, you may be able to review, update, or correct certain personal information through your account or by contacting an authorized theater representative.

You may also contact TheaterClarity to ask questions about personal information associated with your account or to request correction or deletion where appropriate and legally permitted. Some information may need to be retained for legitimate business, security, contractual, or legal reasons.

Because many records in TheaterClarity are created and managed by individual theaters, requests concerning production, participant, attendance, application, or other theater-managed records may need to be directed to the theater that controls those records.

7. INFORMATION ABOUT MINORS

TheaterClarity is designed for use by community theaters, some of which may work with children and teenagers. TheaterClarity does not knowingly collect personal information from minors for its own independent purposes. Information about minors may be entered or managed by a parent, guardian, applicant, or authorized theater representative as part of normal theater operations.

The theater using TheaterClarity is responsible for obtaining any permissions or consents required for the collection and use of information about minors, including information submitted through applications, auditions, attendance records, costume measurements, communications, or other production-related activities.

If you believe information about a minor has been entered into TheaterClarity improperly, contact the theater responsible for the record or TheaterClarity Support so the matter can be reviewed.

8. THIRD-PARTY SERVICES

TheaterClarity may rely on third-party service providers to operate parts of the website and platform. These providers may include services for hosting, authentication, database infrastructure, email delivery, payment processing, analytics, security, or other technical functions.

Third-party providers process information according to their own terms and privacy practices. TheaterClarity chooses service providers based on the needs of the platform, but cannot control every aspect of a third party’s independent operations.

Where appropriate, TheaterClarity may provide links to third-party websites or services. Visiting those external services is subject to their own privacy policies and terms.

9. CHANGES TO THIS PRIVACY POLICY

TheaterClarity may update this Privacy Policy from time to time as the platform, legal requirements, or business practices change. When changes are made, the revised policy will be posted on the TheaterClarity website with an updated Effective Date.

If a change is significant, TheaterClarity may also provide additional notice through the website, platform, email, or another appropriate method.

10. CONTACT US

If you have questions about this Privacy Policy or about how TheaterClarity handles personal information, please contact us at:

TheaterClarity
Email:    ed@theaterclarity.com

You may also use the TheaterClarity Support page to submit a privacy-related question or request.

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