Privacy Policy
This Privacy Policy explains how Event Management Systems LLC (“ezComp,” “we,” “us”) collects, uses, and shares information when you use ezComp (the “Service”). The Service is intended for use in the United States only.
1. Information We Collect
We collect information necessary to operate competition workflows.
- Hosts: name, email address, phone number
- Attending Directors: name, email address, phone number
- Volunteers: name, email address, phone number
- Students (optional student jobs feature): name, email address (optional), phone number (optional)
- Student program information: name (optional)
We also collect event operational data you or your organization enters (e.g., schedules, registrations, assignments, scores, results, volunteer shifts/check-ins) and limited technical/log data (e.g., IP address, device/browser info, timestamps) for security and reliability.
2. Audio and AI Transcripts
If enabled for an event, judges may initiate audio recordings and ezComp may generate AI transcripts. Recordings are owned by the Host. Transcripts may contain errors.
3. How We Use Information
- Provide and operate ezComp features (event setup, scheduling, scoring/tabulation, volunteer workflows)
- Authenticate users and manage permissions
- Support troubleshooting, error logging, and security monitoring
- Respond to administrative/support communications
4. How We Share Information
Within an event: Information may be shared among authorized users (Hosts, Directors, Judges, Volunteers) based on role and event configuration. ezComp staff may access information as needed to operate and support the Service.
Service providers: We use third-party vendors to provide infrastructure and payment processing:
- ScalaHosting (hosting, email service, error logging)
- Stripe (payment processing)
Legal and safety: We may disclose information if required to comply with law or protect the rights, safety, and integrity of the Service.
We do not sell personal information and we do not share personal information for advertising.
5. Data Retention
All data, besides audio files, is retained perpetually unless deleted by the Host or removed by ezComp upon request. Hosts can delete most data themselves. For additional deletion requests, email admin@ezcomp.app.
Audio files are not retained perpetually; retention may depend on event configuration and operational needs. If you need audio removed, contact us at admin@ezcomp.app.
6. Security
We use reasonable safeguards to protect information, but no method of transmission or storage is 100% secure.
7. Children’s Privacy
ezComp accounts are issued upon request and review and are not intended for general use by children. We do not knowingly issue accounts directly to children under 18.
8. Changes
We may update this Privacy Policy from time to time by posting an updated version and updating the “Last Updated” date.
9. Contact
Event Management Systems LLC
Email: admin@ezcomp.app
Mail: 6300 Jackson Street NE, Fridley, MN 55432