CHILL ACT ("we," "our," or "us") respects your privacy. This Privacy Policy explains what information we collect when you use our websites, register for an event, request a free developmental screening, book a booth or sponsorship, or otherwise interact with us, and how we use and protect that information.
By using our websites or registering for a CHILL ACT event, you agree to the practices described in this Policy.
1Who we are
CHILL ACT — the Children's Health Inclusion, Learning & Leadership Act — is a nonprofit initiative that hosts sensory-friendly expos for autism and special-needs families, connecting families with providers, therapists, schools and community programs. This Policy applies to the CHILL ACT websites and the events, registrations and services we operate.
2Information we collect
We collect information you provide directly and information collected automatically:
- Family registration information — parent or guardian name, email, phone, city/ZIP, and general information about your child's age and needs that you choose to share so we can match you with relevant providers.
- Exhibitor & sponsor information — organization name, contact name, email, phone, website, logo, booth and package selections, billing details, and materials you submit.
- Screening requests — information you provide when requesting an on-site developmental screening.
- Payment information — payments are processed by our third-party payment processor; we do not store full card numbers.
- Communications — messages, inquiries, and support requests you send us.
- Automatically collected data — device, browser, IP address, pages viewed, and similar usage data collected through cookies and similar technologies.
3How we use information
We use information to:
- Register you for events and manage your participation;
- Operate the Pathfinder matching platform and connect families with relevant providers;
- Process bookings, payments, and invoices;
- Send confirmations, reminders, updates, and — where you have opted in — marketing communications;
- Provide customer support and respond to inquiries;
- Improve our websites, events, and services;
- Maintain safety and security and prevent fraud or abuse; and
- Comply with legal obligations.
4Children's privacy
We limit information about children to what a parent or guardian voluntarily provides to help us match families with appropriate providers, and we handle it accordingly. If you believe a child has provided us personal information without parental consent, please contact us at [email protected] and we will take reasonable steps to delete it.
5How we share information
We do not sell your personal information. We may share information:
- With exhibitors and providers you choose to connect with, or who are matched to you through the platform, so they can follow up with you (see Section 6);
- With service providers who help us operate (see Section 7);
- When required by law, legal process, or to protect rights, safety, and security; and
- In connection with a business transfer, merger, or reorganization, subject to this Policy.
6Exhibitors & leads
When you connect with, request information from, or are matched to an exhibitor or provider, we may share your contact and relevant registration details with that organization so they can respond to you. Exhibitors are required to use your information lawfully and only for the purpose for which it was shared, and to obtain any additional consent required by law. CHILL ACT is not responsible for an exhibitor's independent privacy practices; please review the privacy notice of any organization you engage with.
Mobile numbers and SMS consent are never included. Your mobile phone number and your text-messaging opt-in consent are never shared with, sold to, or transferred to exhibitors, providers, sponsors, affiliates, or lead generators — for marketing, promotional, or any other purpose. We do not rent, sell, buy, or use purchased opt-in lists for text messaging.
7Service providers
We use trusted third-party providers to run our platform, including hosting and database services, payment processing, email delivery, and analytics. These providers process information on our behalf under agreements that require appropriate confidentiality and security. Payment card details are handled by our payment processor and are not stored on our servers.
8Cookies & analytics
We use cookies and similar technologies to operate our websites, remember your preferences, and understand usage. You can control cookies through your browser settings; disabling some cookies may affect site functionality. Where required, we will request your consent for non-essential cookies.
9Email, text messages & communications
We send transactional messages (such as registration confirmations and event updates) that are necessary for your participation. Marketing emails are sent only where permitted, and every marketing email includes an unsubscribe link. You can opt out of marketing at any time without affecting transactional messages.
Text message (SMS) program
Families and exhibitors may choose to receive text messages from CHILL ACT Expo about event reminders, registration and booth confirmations, screening appointments, and schedule changes for the event they signed up for.
Mobile information and SMS consent are never shared or sold. All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes at any time. We do not sell, rent, or trade mobile numbers or opt-in data, and we never share them with exhibitors, sponsors, or lead generators.
Information sharing with subcontractors who provide support services — such as our SMS delivery provider — is permitted solely so we can deliver the messages you asked for. These providers may not use your number for their own purposes.
- Opting in is voluntary. Providing a mobile number is optional and is never required to register for, attend, or participate in a CHILL ACT event. Consent is not a condition of purchase or participation.
- How you opt in. By checking the separate, unchecked-by-default text-message box on our family or exhibitor registration form and submitting your mobile number.
- Consent applies per program. Opting in to event reminders does not opt you in to any other message program; each requires its own separate consent.
- Message frequency varies.
- Message and data rates may apply.
- To opt out, reply STOP to any message at any time. You may also email [email protected] or call us. After you opt out we will send one final message confirming it, and no further texts.
- For help, reply HELP to any message, or email [email protected].
- Carriers are not liable for delayed or undelivered messages.
- We keep a record of your consent — including the date, the form used, and the wording you agreed to — for compliance purposes.
Full terms for the text message program are in our Messaging Terms.
10Data retention
We retain personal information for as long as necessary to provide our services, fulfill the purposes described in this Policy, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer needed, we take reasonable steps to delete or de-identify it.
11Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping any account credentials confidential.
12Your rights & choices
Depending on your location, you may have rights to access, correct, delete, or restrict the use of your personal information, to opt out of certain processing, and to withdraw consent. To exercise these rights, contact us at [email protected]. We will respond consistent with applicable law and may need to verify your identity. We will not discriminate against you for exercising your rights.
13Photography & recording at events
CHILL ACT and its authorized photographers may photograph, record, or livestream events for administration, promotion, and future marketing. If you do not wish to appear in event media, please let event staff know. We ask exhibitors and attendees to obtain appropriate consent before taking close-up photos or recordings of children and families.
14Third-party links
Our websites and communications may link to third-party sites and organizations. We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies.
15Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be posted on this page with a revised effective date and, where appropriate, communicated to you. Your continued use of our websites or services after an update constitutes acceptance of the revised Policy.
16Contact us
This document is a template provided for information and should be reviewed by qualified legal counsel before use, including for compliance with applicable laws such as COPPA, CCPA/CPRA, and other state and federal privacy requirements.