Privacy Policy

Who we are

BC Big Band is a community jazz and big band ensemble. This website ( bcbigband.com) is operated by the band. We offer live performance services — the band is available for hire for events, venues, and festivals. Booking enquiries submitted through this site are used solely to respond to and fulfil those requests.

If you're a public visitor

Browsing the site without a member account? This is the complete list of what we collect from you:

• Cookieless analytics — we measure overall site usage (page views and visitor counts) with privacy-friendly analytics that set no cookies, store nothing on your device, and never track you across other sites or build a profile of you
• Show announcements (optional) — you can opt in to occasional emails about upcoming shows by entering your address on our events page; it's entirely voluntary, every message has an unsubscribe link, and your address is stored with our email provider (Resend) and never sold
• Booking enquiries (optional) — if you contact us to hire the band, the name, email, phone, and event details you submit are used solely to respond to and fulfil your request
• Server logs — standard logs (IP address, browser type, pages visited) are retained briefly for security and diagnostics only

That's everything. We collect nothing else from public visitors, and we don't run advertising or use tracking cookies. The profile details, phone-number visibility, and officer access described in the next section apply only to band members who create an account — never to visitors or mailing-list subscribers.

If you're a band member

Band members create an account in the member portal. Everything in this section applies only to member accounts.

What we collect

• Name and email address — used to create and identify your account
• Phone number — optional; used for band coordination and sub-booking
• Instrument and section — used to organise the roster and gig roster
• Login credentials — a PIN stored as a one-way cryptographic hash (bcrypt); we cannot recover it

We do not collect payment information from members.

How we use it

• Authenticate you and maintain your account
• Display your name and contact details to other approved members (per your visibility settings)
• Send band-related emails: rehearsal reminders, event notices, and RSVP confirmations
• Coordinate gig rosters and sub-booking between officers and section leads
• Allow band officers to manage membership, approve new members, and maintain records

Who can see your member profile

Within the band only:

• All approved members can see your name, instrument, and email address
• Your phone number is hidden by default; you can make it visible to all members in your profile settings
• Officers and section leads can always see other members' phone numbers for coordination purposes
• No one outside the band — your information is never shared with third parties, sold, or used for any purpose outside band operations

Photography & media at events

At public performances and events, photos, audio, and video may be captured by BC Big Band or its representatives. These recordings are the property of BC Big Band and may be used to promote the band — for example on this website, in our gallery, on social media, and in other promotional materials. Both performers and audience members may appear in this media.

By attending or performing at a public event, you acknowledge that you may be photographed or recorded, and that BC Big Band is not liable for your appearance in such media.

If you would like a specific image or recording removed, email us at webadmin@bcbigband.com. We will make reasonable efforts to honour the request within a reasonable time period, though we are under no legal obligation to do so.

Third-party services

We use a small number of trusted services to operate the site:

• Vercel — website hosting and privacy-friendly, cookieless usage analytics (United States)
• Neon — database hosting (United States)
• Resend — transactional email delivery (your email address is passed to Resend when we send you a message)
• Cloudflare — DNS, domain registration, and file storage for sheet music

Each of these providers is bound by their own privacy policies and data processing agreements. We do not authorise them to use your data for any purpose beyond delivering our service.

Data retention

Your account data is retained for as long as you are an active or former member of the band. You may delete your account at any time from your profile page, which permanently removes your personal information from our database. Backup copies may persist for up to 30 days.

Cookies

We use cookies only for essential site functions: keeping you logged in (session cookie) and, during our preview period, storing your access code confirmation. We do not use advertising or tracking cookies — our usage analytics are cookieless (see “If you're a public visitor” above).

Your rights

Band members may at any time:

• View and edit your profile information from the member portal
• Change your phone visibility setting
• Opt out of email reminders in your profile settings
• Request a copy of the data we hold about you
• Delete your account entirely from the profile page

To make a request or ask a question, email us at webadmin@bcbigband.com.

Changes to this policy

If we make material changes, we will update the effective date above and notify members by email. Continued use of the site after changes are posted constitutes acceptance of the updated policy.

Contact

Questions about this policy or our data practices: webadmin@bcbigband.com