Privacy Policy

1. Information We Collect

We collect information you provide directly when you:

• →Complete an application (student name, date of birth, email, phone, school, location, nationality)
• →Create a portal account (email address, password hash — we never store plaintext passwords)
• →Provide parent or guardian information (name, relationship, contact details, consent)
• →Share medical information (blood group, allergies, medications, dietary requirements, emergency contacts)
• →Upload documents (passport copies, consent forms, school reports, portfolio files)
• →Apply for a scholarship (financial information, income range, supporting documents)
• →Complete the voice assessment (audio recording, transcribed responses, AI-generated summary)

We also collect usage data automatically, including IP address, browser type, pages visited, and device information via standard web server logs and analytics.

2. How We Use Your Information

• →Process and review your application to Fizzmind Summer Camp
• →Communicate with you about your application status, next steps, and camp preparation
• →Evaluate scholarship applications and determine award eligibility
• →Ensure participant safety during camp (medical information shared only with on-site medical staff)
• →Send administrative emails (confirmation of application, status updates, payment information)
• →Improve our programs, website, and selection process
• →Comply with legal obligations

3. Medical Information

4. Scholarship Financial Data

Financial documents submitted for scholarship applications are reviewed solely by the Fizzmind Scholarship Committee (maximum 3 people). These documents are permanently deleted within 30 days of the scholarship decision. No financial information is ever shared with camp staff, other participants, or third parties.

5. How We Share Your Information

We do not sell your personal data. We may share it with:

• →Service providers: Supabase (database and authentication), Vercel (website hosting), and other infrastructure providers — all under data processing agreements
• →Camp logistics partners: only the minimum necessary (name, age, dietary requirements, emergency contact) shared with contracted venue operators and on-site staff
• →Legal authorities: when required by applicable law or to protect the safety of participants

6. Photography & Video

We may photograph and record camp activities. If you consented to marketing use during the application, photos of your child may appear on our website, social media, or in promotional materials. You may withdraw this consent at any time by emailing hello@fizzmind.com. Daily photo albums are shared with parents via a private, secure platform and are not publicly accessible.

7. Data Retention

• →Application data: retained for 3 years after the relevant camp year
• →Medical data: retained for the duration of the participant's enrollment plus 1 year, then deleted
• →Scholarship financial documents: deleted within 30 days of the scholarship decision
• →Account data: retained until you request deletion
• →Activity logs and analytics: retained for 12 months

8. Your Rights

Depending on your location, you may have the right to:

• →Access the personal data we hold about you
• →Correct inaccurate or incomplete data
• →Delete your data (right to erasure), subject to legal retention requirements
• →Object to or restrict processing
• →Withdraw consent at any time (for consent-based processing)
• →Port your data to another service

To exercise any of these rights, email us at hello@fizzmind.com. We will respond within 30 days.

9. Security

We use industry-standard security measures including TLS encryption in transit, encrypted storage, row-level security on our database, and access controls. Passwords are hashed using bcrypt and never stored in plaintext. Despite these measures, no internet transmission is 100% secure, and we cannot guarantee absolute security.

10. Children’s Privacy

Our services are directed at children ages 8–16, but applications must be submitted by a parent or legal guardian. We collect children's personal data only with verified parental consent (obtained through the application consent checkbox and/or signed consent form). Parents may request access, correction, or deletion of their child's data at any time.

11. International Transfers

Fizzmind operates globally. Your data may be stored and processed in countries outside your own (including the United States, where our infrastructure providers are based). By using our services, you consent to this transfer. We ensure appropriate safeguards are in place with all international service providers.

12. Cookies

We use essential cookies to maintain your session when you log into the Student Portal. We do not use advertising or tracking cookies. Analytics data is collected in aggregate form only.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to registered users by email at least 30 days before they take effect. Continued use of our services after that date constitutes acceptance of the revised policy.