Privacy Policy

Last updated: 25 July 2026

Who this covers

This policy explains what information the GPHS Band Boosters collect through this website, why we collect it, who can see it, and what choices you have. It applies to students, parents and guardians, volunteers, and board members who use the site.

We are a parent booster organization supporting the Glacier Peak High School band program. We are not the school district. Information the school holds about your student is governed by the district's own policies, not this one.

What we collect

Your account. When you sign in with Google, Facebook, or an email address and password, we receive your name and email address from that sign-in method. We never see or store your password.

Roster information. For each student: name, expected graduation year (we calculate the grade from it), instrument, ensemble assignments, T-shirt size, and — when you provide them — the student's own phone number and email address. For each parent or guardian: name, email address, phone number, relationship to the student, and mailing address.

Mailing addresses. We collect a mailing address for parents and guardians, and for a student when the student's address differs from their guardians'. We use addresses to mail band materials, form receipts, and to fill in forms you complete on this site so you do not have to retype them.

Allergy information. Allergies you choose to tell us about, so chaperones and directors can keep students safe on trips and at events. This is the only health information we collect — we do not collect medical conditions, diagnoses, or medications.

Note: Band Boosters events may involve food prepared, served, or shared by volunteers, families, and local businesses. The Boosters do not provide allergen-free environments and cannot verify the ingredients or preparation of food at our events. Families are responsible for disclosing any allergies on the student's registration and medical form, and for providing any emergency medication the student may need. Students with severe allergies should carry their own medication and be prepared to manage their own exposure risk.

Volunteer information. The shifts you sign up for, the hours you are credited, and any volunteer commitments attached to your family. If a role requires a background check, we record that a check was completed, by which provider, and when it expires — we do not receive or store the contents of the report.

Payments and fees. Invoices, charges, and payment records associated with your family. Card and bank details are handled by our payment processor and are never stored on this site.

Forms you submit. Answers, uploaded files, and typed signatures on forms you complete here — including applications for financial assistance, which ask about the cost of an activity and what your family can contribute. If you start a form and do not finish, your in-progress answers are saved so you can come back to them; those drafts are visible only to you.

Photos and video. Images and recordings from band events, used only through the channels you have authorized.

How you use the site. Records of administrative actions and of who viewed sensitive information, kept so we can answer "who saw this and when." If you enable notifications, we store your delivery preferences and, for push notifications, a device token.

Why we collect it

We collect information for band functions and nothing else: running rehearsals, trips, concerts, and events; assigning uniforms and instruments; coordinating volunteers; billing and collecting fees; awarding financial assistance; keeping students safe; and communicating with families about the program.

We do not use your information for advertising. We do not profile you. We do not sell it.

Who can see it

Inside the organization, access is limited by role. Not every volunteer or board member can see everything:

• Your family sees your own records.
• Roster managers, directors, and the board see roster information needed for their duties.
• Allergy information is not generally visible, even to the board. It is released to a named chaperone for a named trip, expires when the trip ends, and every access is written to a log that cannot be edited or deleted.
• Financial assistance applications are visible only to the board members responsible for reviewing them.
• When applications are scored, evaluators see them with names and identifying details removed — the system is built so an evaluator cannot look up whose application they are reading.
• Unfinished form drafts are visible only to the family that started them.

Outside the organization, our commitment is simple: we do not sell your information, and we do not share it with third parties for their own purposes without your prior authorization.

We do use service providers to operate this site, which handle information strictly on our instructions and only to provide their service to us:

• Google (Firebase) — sign-in, database, file storage, hosting, and push notifications.
• Our payment processor — processing payments and fees.
• Slack — internal board and volunteer coordination, where the board has enabled it.
• Email delivery — sending the messages and notifications you have asked for.

We also publish band content to social media platforms. Student photos and video are published only through the specific channels a guardian has authorized.

We may disclose information where the law requires it, or where it is necessary to protect someone's safety.

Photos, directory, and other choices

Photo and media consent is opt-in, per channel, and revocable. A guardian authorizes each place a student's image may appear — social media, the banquet slideshow, the website, the printed program — separately. If you have not granted a channel, we treat that as no. You can withdraw a grant at any time, and it stops being used going forward.

The family directory is opt-in. Your contact information appears there only if you choose to list it.

Notifications are yours to tune. You choose which categories reach you and by which channels.

Keeping and deleting information

We keep information as long as it is needed for the program and for the boosters' financial and audit records, then remove it on a schedule. We keep records of consent and of policy acceptance for as long as we keep the information they cover, so we can always show what was authorized and when.

Your choices

You may ask us to see the information we hold about your family, correct anything wrong, withdraw a photo or directory authorization, or delete information we are not required to keep. Contact us using the details below and we will respond.

Students under 18

Most students in the program are minors. Student information is provided by parents and guardians, and a guardian controls the choices described here — photo consent, directory listing, and what optional information to share. Students may have their own accounts to see their schedules and forms; those accounts do not change guardian control over these choices.

Security

We protect information with role-based access rules enforced by the system itself, not merely hidden in the interface. Sensitive information is restricted to the people whose duties require it, and access to allergy records is logged. No system is perfectly secure, and we will not claim otherwise — but access is designed to be structurally limited rather than trusted.

Changes to this policy

When we make a material change, we will publish the updated policy with a new date and ask you to review and accept it the next time you sign in. We keep a record of which version you accepted and when.

Contact

Questions about this policy, or requests about your information: contact the GPHS Band Boosters board.

Policy version: privacy-policy@2026-07-25