Zimfest Association Privacy Policy

Last Updated: March 16, 2022

This Privacy Policy (“Policy”) explains the information collection, use, and sharing practices of the Zimfest Association (“Zimfest”, “Festival”, “we”, “us”, and “our”).

Unless otherwise noted, this Policy describes and governs the information collection, use, and sharing practices of Zimfest with respect to information gathered by our website, third party websites we use, or other Zimfest services.

Before you use or submit any information through or in connection with the website, please carefully review this Privacy Policy. By using any part of the website, you understand that your information will be collected, used, and disclosed as outlined in this Privacy Policy. IF YOU DO NOT AGREE TO THIS PRIVACY POLICY, PLEASE DO NOT USE THE WEBSITE OR OUR SERVICES.

Information We Collect and How It Is Used and Retained

We collect information in multiple ways, including when you provide information directly to us; when we passively collect information from you, such as from your browser or device; and from third parties (e.g. registration, application, and background check software).

Please note that we may combine information that we collect from you and about you (including automatically collected information) with information we obtain about you from our affiliates and/or non-affiliated third parties, and use such combined information in accordance with this Privacy Policy.

We may aggregate and/or de-identify information collected through the website. We may use de-identified and/or aggregated data for any purpose, including without limitation for research and marketing purposes.

We retain the information we collect for as long as necessary to fulfill the purposes set forth in this Privacy Policy or for as long as we are legally required or permitted to do so. Information may persist in copies made for backup and business continuity purposes for additional time. We may retain aggregated or de-identified information indefinitely.

Information you provide via third parties is additionally subject to the privacy policy of that website and/or service.

Information You Provide to Us Via the Website or Third Parties

Type From whom it is collected How it is used Retention
First/last name
  • Zimfest Association Members
  • Festival registrants
  • Festival volunteers
  • Teacher/performer/vendor applicants
  • Blog post commenters
  • Registration records
  • Billing vendors
  • Legally-required tax reporting
  • Classroom attendance rosters
  • Indefinitely
Email address
  • Zimfest Association Members
  • Festival registrants
  • Festival volunteers
  • Teacher/performer/vendor applicants
  • Blog post commenters
  • Zimfest mailing list subscribers
  • Contacting you
  • Zimfest mailing list
  • Indefinitely
Phone number
  • Zimfest Association Members
  • Festival registrants
  • Festival volunteers
  • Teacher/performer/vendor applicants
  • Contacting you
  • Indefinitely
Street address
  • Zimfest Association Members
  • Festival registrants
  • Teacher/performer/vendor applicants
  • Contacting you
  • Billing vendors
  • Legally-required tax reporting
  • Indefinitely
Festival registration details (workshops, housing, meals, concerts, volunteer shifts)
  • Festival registrants
  • Organizing and running the Festival
  • Indefinitely
  • Festival registrants
  • To determine eligibility for discounts
  • Indefinitely
Social security number/Tax ID number
  • Accepted teacher applicants
  • Zimfest employees
  • Legally-required tax reporting
  • As required for tax purposes. Not more than five years.
Work authorization information
  • Teacher/performer applicants
  • To determine work authorization
  • As required for tax purposes. Not more than five years.
Proof of COVID-19 vaccination
  • Festival participants (teachers, performers, workshop participants, food/drink and merchandise vendors, and workers contracted by Zimfest)
  • To determine eligibility to participate onsite
  • Not more than one month after the related in-person festival ends.

Information that Is Automatically Collected

We may automatically collect certain information about the computer or devices (including mobile devices or tablets) you use to access the website. As described below, we may collect and analyze:

  • Device information such as location information, unique device identifiers, IMEI and TCP/IP addresses, browser types, browser languages, operating systems, mobile device carrier information, and;
  • Information related to the ways in which you interact with the website, such as referring and exit web pages and URLs, platform type, the number of clicks, domain names, landing pages, pages and content viewed and the order of those pages, statistical information about the use of the website, the amount of time spent on particular pages, the date and time you used the website, the frequency of your use of the website, error logs, and other similar information.

Cookies and Other Tracking Technologies

We also collect data about your use of the website through the use of Internet server logs and online tracking technologies, like cookies and/or tracking pixels. A web server log is a file where website activity is stored. A cookie is a small text file that is placed on your computer when you visit a website that enables us to:

  • Recognize your computer;
  • Store your preferences and settings;
  • Understand the web pages you have visited and the referral sites that have led you to our website;
  • Perform searches and analytics; and
  • Assist with security administrative functions.

Tracking pixels (sometimes referred to as web beacons or clear GIFs) are tiny electronic tags with a unique identifier embedded in websites, online ads and/or email, and that are designed to provide usage information like ad impressions or clicks, measure popularity of the website and associated advertising, and to access user cookies.

We use analytics services, which use cookies. For more information, see the Online Analytics section below. If you receive email from us, our email service (MailChimp) may use certain analytics tools, such as clear GIFs, to capture data such as whether you open our message, click on any links or banners our email contains, or otherwise interact with what we send. We see aggregated versions of these data. See MailChimp’s Privacy Policy for more information. This data allows us to gauge the effectiveness of our communications and marketing campaigns. As we adopt additional technologies, we may also gather additional information through other methods.

When We Disclose Your Information

We may disclose and/or share your information under the following circumstances:

  • Service Providers. We may disclose your information with third parties who perform services on our behalf, including without limitation, event management (festival registration details provided to the host institution for the Festival), marketing, customer support, data storage, data analysis and processing, and legal services.

    We may share your information with vendors, third party contractors, partner organizations, and volunteers for the purpose of organizing and running the event and related activities.

  • Legal Compliance and Protection of Zimfest and Others. We may disclose your information if required to do so by law or on a good faith belief that such disclosure is permitted by this Privacy Policy or reasonably necessary or appropriate for any of the following reasons:
    • to comply with legal process;
    • to enforce or apply this Privacy Policy, or other contracts with you, including investigation of potential violations thereof;
    • to enforce the Code of Conduct and policies contained and incorporated therein
    • to respond to your requests for customer service; and/or
    • to protect the rights, property, or personal safety of Zimfest, our agents and affiliates, our users, and the public. This includes exchanging information with other companies and organizations for fraud protection, and spam/malware prevention, and similar purposes.
  • Consent. We may disclose your information to any third parties based on your consent to do so.
  • Aggregate/De-identified Information. We may disclose de-identified and/or aggregated data for any purpose to third parties, including advertisers, promotional partners, funders, and/or others.

Legal Basis for Processing Personal Data

The laws in some jurisdictions require companies to tell you about the legal ground they rely on to use or disclose information that can be directly linked to or used to identify you. To the extent those laws apply, our legal grounds for processing such information are as follows:

  • To Honor Our Contractual Commitments to You. Much of our processing of information is to meet our contractual obligations to provide services to our users.
  • Legitimate Interests. In many cases, we handle information on the ground that it furthers our legitimate interests in ways that are not overridden by the interests or fundamental rights and freedoms of the affected individuals. These include:
    • Customer service;
    • Marketing, advertising, and fundraising;
    • Protecting our users, personnel, and property;
    • Managing user accounts;
    • Organizing and running events and programs;
    • Analyzing and improving our business;
    • Managing legal issues;
    • We may also process information for the same legitimate interests of our users and business partners.
  • Legal Compliance. We may need to use and disclose information in certain ways to comply with our legal obligations.
  • Consent. Where required by law, and in some other cases where legally permissible, we handle information on the basis of consent. Where we handle your information on the basis of consent, you have the right to withdraw your consent in accordance with applicable law.

Online Analytics

We may use third-party web analytics services (including Google Analytics and CrazyEgg) on our website to collect and analyze the information discussed above, and to engage in auditing, research, or reporting. The information (including your IP address) collected by various analytics technologies described in the “Cookies and Other Tracking Technologies” section above will be disclosed to or collected directly by these service providers, who use the information to evaluate your use of the website, including by noting the third-party website from which you arrive to our website, analyzing usage trends, assisting with fraud prevention, and providing certain features to you.

To prevent Google Analytics from using your information for analytics, you may install the Google Analytics Opt-out Browser Add-on by clicking here. To see more settings, and how Google Analytics uses information, you can click here. To opt out of CrazyEgg anonymous tracking, click here, or to see CrazyEgg’s privacy policy, click here.

Security Measures

We have implemented technical, physical, and organizational security measures to protect against the loss, misuse, and/or alteration of your information. These safeguards vary based on the sensitivity of the information that we collect and store. However, we cannot and do not guarantee that these measures will prevent every unauthorized attempt to access, use, or disclose your information since despite our efforts, no Internet and/or other electronic transmissions can be completely secure.

Third-Party Links and Services

The website may contain links to third-party websites (e.g., social media sites like Facebook and Twitter), third-party plug-ins (e.g., the Facebook “like” button and Twitter “follow” button), and other services. If you choose to use these sites or features, you may disclose your information not just to those third-parties, but also to their users and the public more generally depending on how their services function. Zimfest is not responsible for the content or privacy practices of such third party websites or services. The collection, use and disclosure of your information will be subject to the privacy policies of the third party websites or services, and not this Privacy Policy. We encourage you to read the privacy statements of each and every site you visit.

Changes to this Privacy Policy

We will continue to evaluate this Privacy Policy as we update and expand our website, and we may make changes to the Privacy Policy accordingly. We will post any changes here and revise the date last updated above. We encourage you to check this page periodically for updates to stay informed on how we collect, use and share your information.

Questions About this Privacy Policy

If you have any questions about this Privacy Policy, or our privacy practices, you can contact us at: .


This privacy policy was adapted from the Creative Commons Privacy Policy, which is public domain under the Creative Commons CC0 Public Domain Dedication.