Privacy at HeARTS.

Information We Collect and How We Use It

Through our Contact, Support a Child, Nominate a Child, Supporting Artist and Partner forms, we collect basic contact information and relevant details you voluntarily provide, such as your inquiry, arts interests, expertise or organization details. Requests for youth arts assistance may include limited information about a young person and an arts opportunity. We use this information to respond to inquiries, consider requests for youth arts assistance, communicate with nominators and caregivers, and explore potential volunteer, artist and provider partnerships.

Please share only what is needed. Avoid unnecessary sensitive information, particularly medical or diagnostic details about minors; a formal diagnosis is not required. Non-caregivers must not share medical, diagnostic or sensitive family information. Artist and Partner inquiries should not include youth information. Provide another person's contact details only with their agreement; an artist referral is not a separate application. Caregiver involvement and permission remain separate requirements for youth assistance. Submitting a form does not guarantee funding, placement, a partnership or approval to work with minors, or create a payment obligation. The forms collect no payment information.

How We Protect and Handle Information

All five forms use our own first-party PHP handlers on Canadian-hosted website infrastructure through Webfire. Validated submissions are delivered to the HeARTS email mailbox for authorized manual review and follow-up. The form applications do not store submission contents in databases or message files or send automatic replies. Youth information is not added to our general contact records. Artist and Partner submissions do not automatically create contact records or mailing-list subscriptions, and referred contacts receive no automatic messages.

Website and mail infrastructure may process and retain technical information, logs and messages needed for hosting, security and delivery. Canadian website hosting does not guarantee that email processing, backups or routing remain within Canada. The locations of mailbox storage, backups and mail routing have not been independently verified.

Retention and Deletion

Nomination intake emails are retained while the nomination is active. For closed nominations, they are normally deleted within 90 days after closure; for unsuccessful or withdrawn nominations, normally within 30 days after closure. Other inquiry emails are retained as needed for organizational follow-up and administration.

Longer retention may be reasonably necessary for a documented operational or legal purpose, and minimal administrative records may be retained separately. Deletion is staff-managed, not automatic. Deleting an original email does not necessarily remove every copy, reply, attachment, backup or third-party record.

Questions About Privacy

If you have a question or concern about privacy or information you have shared with HeARTS, please contact us at hello@heartsspotlightcabaret.ca.