Privacy Policy

This Privacy Policy describes how CostumeHQ LLC handles information in the CostumeHQ platform. It is incorporated into the CostumeHQ Terms & Conditions. If this Policy and the Terms conflict on a privacy point, this Policy controls.

This version replaces prior drafts. A test account that accepted an earlier version must accept version 0.3, with Terms version 0.7, before a live card is charged.

1. Who we are

“CostumeHQ,” “we,” and “us” mean CostumeHQ LLC, a limited liability company formed in Michigan. Notices to CostumeHQ may be sent to help@costumehq.dance or to the support email published in the studio account. “Studio” means the dance studio or organization that holds the account. “User” means a person the studio authorizes to use the account.

CostumeHQ is a business-to-business service. It is not a consumer service and it is not directed to children. The person who creates the account must be at least 18 years old and must have authority to bind the studio.

2. Our role

The studio decides what dancer information to enter and why. CostumeHQ processes that information as a service provider to the studio, and only to provide, secure, and support the platform. CostumeHQ does not sell dancer information and does not use it for advertising.

The studio is responsible for having the authority, and the parental consent required by law, to upload dancer information, including information about a dancer under 13. CostumeHQ does not collect measurements from a dancer. A dance studio is not treated as a school for this purpose.

3. Information we collect

Account and billing information. We collect the studio name, the user name, the email address, the role or permission the studio assigns, and records of acceptance of the Terms and this Policy. A payment card is required to start a subscription. Stripe, Inc. collects and stores the card. CostumeHQ does not store the full card number. We keep the subscription tier, the amount, the billing interval, invoices, and the status of payment.

Studio content. The studio may enter dancer names, measurements, class or team, vendor, style number, pricing, fees, links, order notes, fitting results, and distribution records. CostumeHQ uses vendor sizing information to automate a size recommendation. CostumeHQ does not display vendor size charts, does not take payment for a costume, and does not submit an order or a cart to a vendor.

Approval records. When a user the studio has permitted to approve a size does so, CostumeHQ stores the user who approved, the date and time, the recommended size, the size approved, and the terms version then in effect.

Technical information. We collect sign-in records, device and browser data needed to operate the session, and logs of access, errors, and security events. We use this to run the service, prevent abuse, and investigate a suspected incident.

4. Information about minors

Dancer records may include personal information about minors. A dancer or a parent does not create a CostumeHQ account, and the studio will not ask a child to create one. Accounts are for studio personnel the studio authorizes.

The studio represents that:

• it has the authority to upload that information
• it has the parental consent required by law to upload information about a dancer under 13, and any other consent required by law or by its own policies
• it will not ask a child to create a CostumeHQ account
• it will use the information for the studio’s costume operations
• it will notify CostumeHQ if a parent or dancer requests a correction or deletion that the studio cannot complete itself

CostumeHQ uses dancer information to provide the service to the studio, including the size recommendation generated for that studio. CostumeHQ does not use it to contact a dancer or a parent, does not build an advertising profile from it, and does not use it to train a model other than that studio’s recommendation. If a later release lets a parent or a dancer sign in, or measures a dancer from a photograph, this section will be replaced before that release.

5. How we use information

We use information to:

• provide rosters, measurements, automated size recommendations, costume tracking, fittings, exchanges, and distribution tools
• authenticate users and enforce the permissions the studio assigns
• bill the subscription, send renewal and billing notices, and keep tax and payment records
• keep the approval record described above
• secure the platform, prevent fraud, and investigate a suspected incident

respond to the studio, and comply with law.

We do not sell personal information. We do not share it for cross-context behavioral advertising. We do not use dancer information for advertising. We do not use dancer information to train a model other than the size recommendation generated for that studio.

6. Service providers

CostumeHQ uses service providers to host, store, and operate the platform. They may process information only on CostumeHQ’s instructions and only to perform that service. The providers are:

Application hosting: Vercel, Inc.

Database: Supabase, Inc.

Payment processing: Stripe, Inc. Stripe collects the payment card. CostumeHQ does not store the full card number.

Email delivery for account, renewal, and deletion notices: Resend, Inc.

CostumeHQ does not use a separate product-analytics or advertising provider for dancer information. If one is added, this Policy will name it before it is used.

7. How long we keep information

While the subscription is active, we keep studio content so the studio can use the platform. The studio may export its data while the subscription is active.

After expiration or cancellation, the account is read-only until the studio resubscribes. The studio may export its data during that read-only period.

If the studio does not renew, CostumeHQ will delete studio data 90 days after the subscription ends, after notice to the account email. The studio may ask for dancer records to be deleted sooner. On a verified request, CostumeHQ will delete dancer records the studio no longer has a right to hold within 30 days after verification.

CostumeHQ keeps records it must keep for billing, security, tax, or legal claims after that deletion. Those records are invoices, payment status, acceptance logs, security logs, and correspondence about a claim. They are not a dancer roster, and they do not include dancer names or measurements.

8. Security and breach notice

CostumeHQ uses reasonable administrative, technical, and physical safeguards designed for a platform of this type. No method of storage or transmission is perfectly secure.

If CostumeHQ confirms unauthorized access to studio or dancer information, CostumeHQ will notify the studio without undue delay, and in time for the studio to meet any notice obligation the studio has to parents or regulators. The notice will describe what happened, what information was involved, and what CostumeHQ is doing about it, to the extent then known. CostumeHQ will not name a dancer to anyone other than the studio, except where law requires it.

9. Corrections, export, and deletion

The studio may correct information it entered, export it while the account is active or read-only, and ask CostumeHQ to delete dancer records the studio no longer has a right to hold. CostumeHQ will complete a verified deletion request within 30 days, subject to records kept for billing, security, tax, or legal claims. A parent or dancer who wants a correction or deletion should ask the studio. The studio will notify CostumeHQ if it cannot complete that request itself.

10. State privacy law

CostumeHQ processes dancer information for the studio, at the studio’s direction. For studios in California and other states with a consumer privacy law, CostumeHQ is a service provider and not the business that decides why the dancer information was collected. CostumeHQ will not sell or share that information, will not combine it with information from other customers except to provide the service, and will not use it for advertising.

A request from a parent or a dancer about dancer information is handled through the studio, as section 9 describes. A request about the studio’s own account or billing contact may be sent to the address below. CostumeHQ will not discriminate against a studio for making a request the law protects.

11. Cookies and similar tools

CostumeHQ uses cookies and similar tools that are needed to sign a user in, keep a session, and protect the account. CostumeHQ does not use advertising cookies and does not allow an advertising network to track users across other sites through the platform.

12. Changes to this Policy

CostumeHQ will post a material change in the product, or email it to the account address, before the change takes effect. The version and the effective date at the top will change. Continued use after the effective date is acceptance of an operational change where the law permits that result. A change to the deletion period, or to the categories of dancer information collected, requires a new acceptance check, or a cancel right that expires before the change applies. If the studio does not agree to a material change, it may cancel before the effective date.

13. Contact

Privacy questions and studio requests go to CostumeHQ LLC at help@costumehq.dance or to the support email published in the studio account. Email to those addresses is effective notice when sent. Formal service of process may be made on CostumeHQ’s registered agent.