Privacy Policy

1. Scope and Who Is Responsible

This Privacy Policy applies to the IvyVina Pageants website, public pageant and contestant pages, account registration, organizer and voter dashboards, voting and checkout flows, support communications, and related services (the “Service”). “IvyVina,” “we,” “us,” and “our” refer to the operator of IvyVina Pageants.

IvyVina is responsible for personal information it collects to operate the platform. Pageant organizers also decide what contestant and pageant information to submit and publish and may have their own legal responsibilities. If your request concerns organizer-supplied profile content, IvyVina may coordinate with that organizer while still addressing obligations that apply to IvyVina.

2. Information We Collect

3. Where Information Comes From

• Directly from you when you register, create or edit a pageant, submit a contestant, vote, purchase votes, change account settings, or contact support.
• From organizers who submit contestant, guardian, sponsor, staff, judge, or pageant information.
• Automatically from your browser, device, session, and interaction with the Service.
• From PayPal or another configured payment provider when it returns checkout, verification, refund, reversal, or dispute information.
• From public sources or other users when they report content, suspected fraud, safety concerns, or rights violations.

4. How We Use Information

• Create, authenticate, secure, and administer user accounts and role-based dashboards.
• Create, save, preview, publish, search, and manage pageants and contestant profiles.
• Apply schedules and timezones, operate voting periods, calculate totals and rankings, and publish confirmed winners.
• Provide one free vote per valid email address, per pageant, per calendar day in the pageant timezone and enforce related limits.
• Create orders, redirect to secure checkout, verify payment status, credit paid votes, issue or record adjustments, and reconcile disputes.
• Send account, security, order, voting, pageant, and policy communications and respond to support requests.
• Detect, investigate, prevent, and address fraud, automation, duplicate voting, chargeback abuse, unlawful activity, and security incidents.
• Maintain records, audits, backups, reports, analytics, and operational measurements; debug and improve the Service.
• Enforce agreements, protect people and rights, comply with law, and respond to lawful requests.

5. Legal Bases for Processing

Where applicable law requires a legal basis, IvyVina relies on one or more of the following: performance of a contract or steps requested before a contract; consent, including authorization to publish contestant content; compliance with legal obligations; and legitimate interests such as operating and improving the Service, securing accounts, preventing fraud, maintaining records, supporting users, and protecting pageant integrity.

When processing depends on consent, consent may be withdrawn for future processing, but withdrawal does not make earlier lawful processing invalid. Some information is necessary to create an account, operate a pageant, provide a vote, verify a transaction, or meet legal obligations; without it, the relevant feature may not be available.

6. Public Pageant and Contestant Information

Published pageant pages and contestant profiles are intended for public viewing and may be indexed by search engines, copied, shared, screenshotted, or accessed outside the country where the information was submitted. Public content may include a contestant’s name, image, general location, age if supplied, biography, advocacy, social links, pageant association, ranking, and vote total.

Organizers should submit only information appropriate for public display and should avoid home addresses, private contact details, identity documents, financial information, school schedules, precise live location, or unnecessary information about a minor. Unpublishing or deleting content removes it from active IvyVina display but cannot guarantee removal of copies already made by search engines or third parties.

7. Voting and Payment Privacy

IvyVina uses voter email and technical signals to apply free-vote limits and protect voting integrity. Organizers and authorized administrators may see vote and order records needed to operate a pageant, investigate issues, and reconcile payments. Public pages show totals or rankings only when enabled; they do not display a voter’s email address or payment reference.

Paid checkout is handled by PayPal or another provider shown at checkout. The provider collects payment credentials under its own privacy policy. IvyVina receives and retains limited transaction information needed to match an order, confirm payment, credit votes, show history, prevent duplicate credit, handle refunds or disputes, and maintain financial records. IvyVina does not store your PayPal password or full payment-card number.

8. Cookies, Sessions, and Similar Technologies

IvyVina may use essential cookies, server-side sessions, local browser storage, and comparable technologies to keep users signed in, remember preferences, protect forms, preserve an in-progress pageant setup, operate checkout returns, apply voting limits, and secure the Service. Essential technologies are needed for requested functionality.

If non-essential analytics or advertising technologies are introduced, IvyVina will provide any notice or choice required by applicable law and update this Policy. Browser controls may block cookies, but doing so can prevent account, voting, or checkout features from working correctly.

9. When We Disclose Information

• To the public when an authorized organizer publishes pageant or contestant content.
• To organizers and authorized staff for their pageants, contestants, voting activity, support, and order reconciliation.
• To PayPal and other payment providers to create, verify, refund, reverse, or investigate transactions.
• To hosting, cloud, email, security, analytics, file-storage, support, and professional-service providers that need information to perform services for IvyVina under appropriate obligations.
• To authorities, courts, regulators, advisers, or affected parties when reasonably necessary to comply with law, protect rights or safety, investigate fraud, enforce agreements, or respond to valid legal process.
• In connection with a financing, merger, acquisition, reorganization, sale, or transfer of all or part of the Service, subject to appropriate confidentiality and legal requirements.
• With another party when you direct us to do so or give valid consent.

10. Sale of Personal Information and Advertising

IvyVina does not sell personal information for money and does not use or disclose personal information for cross-context behavioral advertising as of the effective date of this Policy. If that practice changes, we will update this Policy and provide any notice and opt-out rights required by applicable law.

Aggregated or de-identified information that cannot reasonably identify a person may be used for reporting, security, product planning, and pageant analytics. IvyVina will not attempt to re-identify de-identified information except to test privacy or security safeguards or as permitted by law.

11. International Processing and Transfers

IvyVina may be accessed internationally, and service providers may process information in countries other than your own. Those countries may have different privacy laws. Where required, IvyVina will use lawful transfer mechanisms and reasonable contractual, organizational, or technical safeguards designed to protect transferred information.

Public pageant and contestant content is intentionally accessible worldwide. Organizers should consider this international visibility before publishing personal information, especially information about minors.

12. How Long We Keep Information

IvyVina keeps personal information only as long as reasonably necessary for the purposes described in this Policy, including providing the Service, preserving pageant and voting integrity, maintaining transaction and tax records, resolving disputes, enforcing agreements, preventing fraud, meeting legal requirements, and maintaining appropriate backups.

• Active account and organizer information is generally retained while the account remains open and for a reasonable period afterward.
• Published pageant, contestant, winner, and result records may remain as part of the public pageant archive until removed, unpublished, or no longer needed.
• Order, payment-reference, vote, refund, dispute, audit, and fraud-prevention records may be retained for the applicable financial, limitation, compliance, and dispute periods.
• Support, security, and system logs are retained according to operational need and risk.
• Deleted information may remain temporarily in restricted backups until the normal backup cycle replaces it.

Retention periods may be extended by a legal hold, investigation, dispute, or lawful request and shortened when information is no longer necessary. Where possible, IvyVina may aggregate, de-identify, or securely delete information instead of retaining identifiable records.

13. Security and Incident Response

IvyVina uses reasonable technical and organizational safeguards designed for the nature of the information and risk, including password hashing, access controls, role permissions, protected sessions, input validation, payment verification, audit records, data minimization, and infrastructure security practices. Access is limited to people and providers with an operational need.

No service can guarantee absolute security. Users should protect account credentials, use unique passwords, sign out of shared devices, and report suspicious activity. If a personal-data breach occurs, IvyVina will investigate, mitigate harm, preserve relevant evidence, and notify regulators or affected individuals when required by applicable law.

14. Your Privacy Rights

Depending on your location and subject to legal exceptions, you may have the right to be informed; request access to or a copy of personal information; correct inaccurate or incomplete information; request deletion; object to or restrict processing; withdraw consent; request portability or transmission to another controller; opt out of direct marketing; and request information about or review of significant automated decision-making.

You may update certain account information directly or send a request to support@ivyvina.com. Describe the right you wish to exercise and identify the relevant account, pageant, contestant, or order. IvyVina may verify identity and authority, coordinate with an organizer, ask for information needed to locate records, and retain information where an exception applies. We will respond within the period required by applicable law and will not unlawfully discriminate against you for exercising a right.

You may also complain directly to IvyVina. If you remain dissatisfied, you may have the right to contact the Office of the Information Commissioner in Jamaica or the privacy regulator where you live.

15. Automated Processing and Rankings

IvyVina automatically applies configured dates, free-vote limits, confirmed paid-vote quantities, vote totals, and ranking calculations. Security systems may also flag suspicious activity for delay or review. These processes support the Service but do not independently determine legal rights or the official pageant winner; organizers confirm official results and IvyVina administrators may review flagged activity.

Where applicable law provides a right concerning a significant automated decision, you may request information about the logic involved, express your view, contest the outcome, and ask for human review by contacting support.

16. Children and Minor Contestants

IvyVina is a general-audience service and is not designed for children to create independent accounts or make paid purchases. Pageants may feature minor contestants, but an authorized adult organizer must submit the profile and obtain all consent required from a parent or legal guardian before personal information is collected or published.

Organizers must minimize information about minors, avoid precise location and private contact details, and provide guardian details and consent confirmation where requested. IvyVina may request proof of authority, restrict a profile, or delete information if valid consent cannot be confirmed.

If you believe IvyVina has collected or published a child’s personal information without appropriate authorization, contact support@ivyvina.com with the page link and your relationship to the child. We will review the request, may verify parental or guardian authority, and will remove or restrict information when required.

17. Communications and Choices

IvyVina may send operational messages about registration, password or email changes, pageant status, votes, orders, refunds, security, support, and policy updates. These are not marketing messages and may be necessary to provide or protect the Service.

Promotional email, if offered, will be sent with consent or another lawful basis and will include an unsubscribe option. Unsubscribing from marketing does not stop necessary transactional or security communications. Account notification preferences may provide additional controls.

18. Third-Party Sites and Social Links

Contestant profiles, pageant pages, and other parts of the Service may link to PayPal, social networks, organizer sites, sponsor sites, or other third parties. Their privacy practices are governed by their own policies. IvyVina is not responsible for a third party’s independent collection or use of information, so review the destination before providing personal information.

19. Changes to This Policy

IvyVina may update this Policy as the Service, providers, and legal requirements change. The updated version will be posted with a revised “Last updated” date. We will provide additional notice or request renewed consent when required by law or when a change materially affects how personal information is used.

20. Contact and Complaints

For a privacy question, rights request, complaint, security concern, or concern involving a minor, email support@ivyvina.com or use the Contact page. Include enough information to locate the relevant account, pageant, contestant, vote, or order, but do not send passwords, full card numbers, PayPal credentials, government identification, or security codes unless IvyVina specifically requests an appropriate verification document through a secure process.

IvyVina will acknowledge and investigate privacy complaints, communicate the outcome or any needed extension, and explain available escalation rights where required. Individuals in Jamaica may also contact the Office of the Information Commissioner.