Privacy
Privacy Notice
This site is operated by Arts & Humanities Bainbridge for the Asian Art & Heritage Festival.
Last updated: April 27, 2026
Who we are
Arts & Humanities Bainbridge is a 501(c)(3) nonprofit organization that organizes festival programming, volunteer opportunities, event submissions, and sponsorship participation.
This notice applies to the AAHF website, public forms, volunteer and Island Explorer experiences, account and email-preference tools, and related admin follow-up that supports festival operations.
Plain-English summary
We try to collect only the information we need to run the festival, reply to you, coordinate volunteers and partners, process sign-ins and check-ins, and understand what parts of the site are working.
We do not sell personal information. We do use a small number of service providers, such as Firebase for site infrastructure, authentication, storage, and analytics, Givebutter for certain payment flows, and email/CRM tools that help us send updates and manage follow-up.
Information you give us directly
Email signups and preference management
If you join festival updates or manage email preferences, we may collect your email address, subscription status, preference choices, confirmation status, and the basic context of where the signup happened.
Festival accounts and sign-in
If you create a festival account or request a sign-in link, we may collect your name, email address, authentication state, email verification status, password-reset or sign-in-link flow details, and related account preferences. Password handling is managed through our authentication provider rather than stored in plain text by AAHF.
Volunteer interest and volunteer coordination
If you raise your hand to volunteer, request a specific role, submit through the volunteer portal, or send a group request, we may collect your name, email, phone number, event interests, role interests, selected opportunities or shifts, availability, leadership interest, notes, accessibility information if you choose to provide it, and group-planning details such as organization name, headcount, split preferences, and reconfirmation timing.
If you participate in the volunteer flyer team, we may also collect suggested locations, proof links, photo links, tagged handles, and related notes.
Volunteer check-in and check-out
For volunteer shift check-in we may collect your name, email address, shift code, shift assignment, check-in and check-out times, hours worked, rating, quick feedback, session identifiers, and points or recognition data tied to the volunteer experience.
Event submissions and RSVPs
If you submit an event or RSVP to one, we may collect organizer or attendee name, organization name, email, phone, party size, venue and schedule details, event descriptions, websites, notes, uploaded attachments, and agreement confirmations related to review and publication.
Performer, vendor, and educational booth applications
These forms may collect business or stage name, contact details, booth or act descriptions, performer counts, set length, technical needs, media or social links, menu or product details, booth size, permit or insurance status, organization address, volunteer/staffing counts, special requests, waiver acknowledgements, and application or payment reference information where applicable.
Sponsorship and partner intake
If you contact us about sponsorship, save a sponsor checkout, or ask us to send a sponsor action plan, we may collect organization name, contact name, email, phone, opportunity or budget interests, notes, selected sponsorship items, recipient email addresses for operational sharing, and transaction or checkout reference data.
Island Explorer and business listing submissions
If you submit an Island Explorer listing or partner request, we may collect business name, category, address, neighborhood, website, source URL, public contact details, operations contacts, short description, hours, participation intent, proposed offers, display or stand-readiness details, partner notes, and uploaded logo or image assets.
If you email yourself an itinerary, we may collect the destination email address and the list of saved stops and offer details included in that send.
Feedback, surveys, and support
If you send UI feedback, complete a survey, or contact us through a support flow, we may collect your message, optional contact email, event or route context, zip code or travel-related survey answers, ratings, comments, and the specific page or interface context that helps us understand the issue.
Information we collect automatically or store in the browser
Like most modern sites, we automatically collect some technical and usage information when you browse or submit forms. Depending on the feature, this can include page path, page URL, referrer, session or journey identifiers, campaign or UTM parameters, browser and device details, viewport size, interaction events, build version, and a hashed form of request IP information used for rate limiting, abuse prevention, and operational security.
We also use browser storage for convenience features such as remembering an email address during sign-in or preferences, storing a local volunteer check-in profile, preserving session identifiers, and keeping itinerary or Journey-related state consistent across pages.
How we use information
- Operate festival programming, planning, volunteer staffing, and partner coordination.
- Review applications, submissions, inquiries, and RSVPs.
- Send confirmation links, sign-in links, updates, and follow-up messages.
- Process volunteer check-in, check-out, and related recognition or Journey activity.
- Process sponsorship, donation, and application-related operational records.
- Improve site content, form completion, navigation, and outreach performance.
- Prevent spam, duplicates, fraud, abuse, and other misuse of public forms.
- Maintain internal records, audit trails, and reporting tied to nonprofit operations.
How we share information
We do not sell personal information. We may share information in these limited situations:
- With service providers that help us run the site and festival operations, such as Firebase for hosting, authentication, database, storage, and analytics, Givebutter for certain payment and donation flows, and email or CRM providers used for confirmations, updates, and operational follow-up.
- With volunteer leads, festival staff, board members, contractors, or coordinators who need the information to review a submission, contact you, or deliver the requested program or service.
- With payment and donation processors for transactions, campaign attribution, and reconciliation. We may receive contact details, payment status, amount, and reference information from those providers, but we do not need or intentionally store full card numbers on this site.
- If we need to comply with law, protect users, investigate abuse, or enforce the safety and integrity of the site or festival operations.
Data retention
We keep information for as long as it is reasonably needed to run the festival, maintain records, support follow-up, prevent abuse, resolve disputes, and satisfy legal, tax, accounting, or operational obligations. Different records may be kept for different lengths of time depending on the purpose.
Your choices
- You can use the email preferences center to manage update subscriptions.
- You can contact us to update, correct, or request deletion of information where appropriate.
- You can choose not to submit optional fields in many of our forms.
- You can manage browser settings that affect cookies, local storage, and some tracking behavior.
Security
We use reasonable administrative, technical, and operational measures to protect information, but no website or transmission method is perfectly secure. Please avoid sending sensitive information that is not requested.
Children's privacy
This site is not directed to children under 13, and we do not knowingly collect personal information from children under 13 without appropriate authorization. If you believe a child has submitted personal information to us in error, contact us and we will review the request.
Changes to this notice
We may update this notice as the festival site, forms, and operations evolve. When we make material changes, we will update the date at the top of this page.
Contact
Questions about this notice, volunteer records, email preferences, or other privacy requests can be sent to hello@aahfestival.org.