Privacy Policy
Horizon West Theater Company (“HWTC,” “we,” “us,” or “our”) is a nonprofit community theater organization based in Winter Garden, Florida. This Privacy Policy describes how we collect, use, and protect information provided by volunteers, parents, and other individuals who interact with our Volunteer Management System, RoleCall, and related communications.
1. Information We Collect
We may collect the following types of information:
- Contact Information: Name, email address, phone number, and mailing address
- Volunteer Information: Availability, interests, roles, hours logged, and background check status
- Youth Participant Information: Names, ages, emergency contacts, and enrollment details for minors registered in HWTC programs
- Communications: Messages sent through RoleCall or to our Twilio phone number
- Device & Usage Data: Basic technical information such as browser type and IP address when accessing our systems
2. How We Use Your Information
We use the information we collect to:
- Coordinate volunteer scheduling, hours tracking, and event management
- Send SMS and email notifications related to your volunteer activities, event reminders, and urgent communications
- Manage youth program enrollments and communicate with parents or guardians
- Maintain records required for nonprofit operations and compliance
- Improve our programs and communications
3. SMS Communications
By providing your phone number through our volunteer registration system, you consent to receive SMS text messages from Horizon West Theater Company related to your volunteer activities. These messages may include event reminders, schedule updates, cancellation notices, and urgent communications from HWTC staff.
Message and data rates may apply. Message frequency varies. You may opt out at any time by replying STOP to any message. For help, reply HELP or contact us at info@hwtco.org.
4. How We Share Your Information
We do not sell, rent, or share your personal information with third parties for marketing purposes. We may share information only in the following limited circumstances:
- With service providers who help us operate RoleCall and send communications (such as Resend for email and Twilio for SMS), bound by confidentiality obligations
- When required by law or to protect the safety of our community
- With your consent
5. Data Security
We take reasonable measures to protect your information from unauthorized access, disclosure, or loss. Our systems are hosted on secure cloud infrastructure. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
6. Data Retention
We retain your information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, and support our nonprofit operations. You may request deletion of your information by contacting us.
7. Children’s Privacy
Information about minor participants is collected from their parent or guardian and is used solely to manage program enrollment and safety. We do not knowingly collect personal information directly from children under 13.
8. Your Rights
You have the right to access, correct, or request deletion of your personal information. To exercise these rights, contact us at info@hwtco.org.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the updated policy on this page with a revised effective date.
10. Contact Us
If you have questions about this Privacy Policy, please contact us:
Horizon West Theater Company
1220 Winter Garden Vineland Rd, Suite 108
Winter Garden, FL 34787
info@hwtco.org
hwtco.org