Privacy policy

Who operates this service

Car Show HQ is operated by Car Show HQ LLC (“Car Show HQ”, “we”, “us”),
a Virginia limited liability company, which is the controller or
processor described throughout this policy.

The two hats we wear

For organizer accounts (the people who sign up to run
shows), we decide how account data is used, so we are the data
controller.

For event data (registrations, votes, sponsorship and
contact requests submitted on an organizer’s pages), the organizer
decides why that data is collected and we process it on their behalf.
If you registered a car or voted at a show, the organizer of that show
is your primary point of contact for questions about your data; we
support them in honoring your requests.

What we collect

• Organizer accounts: name, email address, password
  (stored hashed), and the shows and settings you create.
• Registrations: what the show’s form asks for -
  typically name, email, phone, mailing address, vehicle details, an
  optional donation amount, and your agreement to the show’s liability
  waiver (we record when you agreed and the waiver text you saw).
• Voting: whatever identity fields the organizer
  enables (for example a name or email used to limit duplicate votes)
  and the votes themselves.
• Payments: payment status only. Card numbers are
  entered on the payment provider’s own checkout pages (for example
  Square, Stripe, or PayPal) and never reach our servers.
• Technical: server logs (IP address, pages
  requested) kept for security and debugging, and error reports.

What we do with it

We use this information to run the platform: process registrations,
send confirmation and receipt emails, count votes, show live results,
notify organizers, and keep the service secure. We do not sell
personal information and we do not use event data for advertising.

Cookies

We use essential cookies only: a session cookie that keeps you signed
in or remembers your ballot, and a security (CSRF) cookie. There are
no advertising or cross-site tracking cookies.

Text messages (SMS)

Some parts of the platform send text messages - for example, an alert
to an account holder that a new signup needs review. We only text
numbers whose owners agreed to receive messages at the point where the
number was collected, and every message is about the service; we do
not send marketing texts. Message frequency varies, message and data
rates may apply, and you can reply STOP at any time to stop receiving
messages or HELP for help.

Phone numbers collected for text messaging, and the opt-in consent
that goes with them, are never shared with third parties or
affiliates for marketing or promotional purposes. Text messaging
originator opt-in data and consent are not shared with anyone except
the delivery provider that sends the messages on our behalf (listed
below).

Who we share it with

We share data only with the service providers that run the platform:

• Amazon Web Services - hosting and file storage (United States)
• Square, Stripe, or PayPal (whichever the show connects) - payment processing
• Mailgun - transactional email delivery
• Twilio - text message (SMS) delivery
• Sentry - error monitoring

Organizers can see the registrations, votes, and requests submitted
for their own shows. We may also disclose information if the law
requires it.

How long we keep it

Event data is kept while the organizer’s account is active so past
shows remain available to them. On request we erase a registrant’s
personal details - name, email, phone, and address - while keeping
the non-identifying record of the vehicle and the votes it received,
so results stay intact. Server logs and error reports are kept for a
limited period and then discarded.

Security

All traffic is encrypted with TLS, passwords are stored hashed, and
each organization’s data is isolated from every other organization’s.
No system is perfectly secure, but we take reasonable technical and
organizational measures to protect the data we hold.

Your choices and rights

You can ask for a copy of the personal information we hold about you,
ask us to correct it, or ask for it to be deleted. For event data,
start with the show’s organizer; if you cannot reach them, contact us
and we will help. Depending on where you live you may have additional
rights under local law.

Children

The platform is not directed at children under 13 and we do not
knowingly collect their personal information.

Changes

If we make material changes to this policy we will update the
effective date above and, for significant changes, notify organizers
by email.

Contact

Questions about privacy? Reach us through the
contact form
on the Car Show HQ site.