Stack Events - Privacy Policy

1. Information We Collect and Why

We collect information across three key stages of your use of Stack Events: (1) during instance registration, (2) throughout platform use—in tools like Equipment Checkout, and (3) through participation in Media Essentials. All data is collected for the sole purpose of providing, securing, and improving your experience on the platform.

1.1 Instance Registration and Subscriber Information

When a school, program, or organization subscribes to Stack Events, we collect basic contact and organizational information from the subscriber. This includes the subscriber’s name, email, date of birth, the name and logo of the school or organization, estimated student and equipment counts, media program type, and preferred subdomain. We also ask how you heard about us to help improve outreach and onboarding.

During this process, payment information is collected and securely processed by Stripe, our third-party payment provider. Stack Events does not store or retain complete credit card information. This collected information allows us to configure and activate your instance, verify your affiliation, support analytics, and communicate important service-related information.

1.2 Instance-Level Data (Equipment Checkout System)

If your instance uses our Equipment Checkout system, we collect all information entered into the platform related to equipment and student tracking. This includes the inventory you upload—such as names, images, serial numbers, asset tags, and availability—as well as the student data you import, like names, IDs, emails, and equipment activity logs. We also store checkout history to document when and by whom items are borrowed and returned.

We log system-level activity to support administrative oversight. Passwords are encrypted at rest and are never visible to anyone, including Stack Events. This data is used strictly to deliver the intended functionality of the Checkout system, maintain accountability, and provide secure, auditable tracking of school equipment.

1.3 Media Essentials Data

Within the Media Essentials suite, we collect the data you and your users choose to input—primarily for tracking submissions, participation, and student activity. This includes student names, emails, assigned classes, and any submission-related content such as images, interviews, research, stories, or linked documents. We also track metadata like submission dates, associated events, account freeze status, and any feedback or ratings provided by users.

Class lists, team structures, and event sign-ups created within your instance are stored as part of your organizational setup. All data remains under your control and is only used to deliver the Media Essentials functionality, streamline workflows, and support analysis across your program.

2. Use of Content for Promotional Purposes

Stack Events may use non-sensitive, non-personal content uploaded to your instance (such as example submissions, layouts, photos, or written materials) for internal documentation, marketing, or promotional purposes. This does not include personal student information such as names, email addresses, or student IDs.

We may request permission before showcasing your materials but are not obligated to do so. By using the platform, you grant Stack Events a limited, non-exclusive license to use content submitted to your instance for platform promotion and documentation.

3. Data Security

Stack Events takes data protection seriously. All sensitive information, including passwords and student identifiers, is encrypted. Data is stored securely and protected against unauthorized access, disclosure, or misuse using industry-standard security protocols.

We are actively working toward full-platform encryption and will update this policy once comprehensive encryption is achieved across all systems.

4. Data Disclosure

We do not sell, rent, or share your personal or organizational data with any third parties.

We may disclose data only in the following cases:

• If required by law, regulation, subpoena, or legal process

• If necessary to investigate or prevent illegal activity, fraud, abuse, or security threats

• With your consent

If your instance is found to be engaging in unlawful activity, Stack Events reserves the right to suspend access, terminate services, and report the matter to the appropriate authorities.

5. Access and Corrections

You may request access to the personal information we store about you and request corrections or updates. To do so, please contact our support team via our Contact Page. For security purposes, we may require verification before granting access or making changes.

6. Data Retention

We retain personal and organizational data only for as long as necessary to provide services and comply with legal obligations. Once data is no longer needed, we will take reasonable steps to securely delete or de-identify it.

7. Policy Updates

This Privacy Policy may be updated from time to time. The most current version will always be available on our website at https://www.stack.events/privacy-policy. Continued use of the platform after changes are published constitutes your acceptance of the revised policy.

8. Contact

If you have any questions or concerns about this Privacy Policy or how your data is handled, please reach out through our official Contact Page.