Privacy Policy

Car Show HQ ("we", "us") is a platform that car clubs, charities, and other organizers ("organizers") use to run car shows: online registration, day-of check-in, spectator voting, and awards. This policy explains what personal information passes through the platform, why, and what your choices are.

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) 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.

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 (or the show's configured payment provider) - payment processing
• Mailgun - transactional email 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. Organizers can delete registrations, and deleting a show deletes its event data. 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.