Privacy Policy

This Privacy Policy explains how Costume Log (“Costume Log,” “we,” “us,” or “our”) collects, uses, discloses, and protects personal information when you use our websites, applications, public costume piece pages, and related services (collectively, the “Service”). Costume Log is based in Florida, United States.

1. Information we collect

Account and organization information

When an organization invites you, we collect information such as your name, email address, password in securely hashed form, organization membership, production role, notification preferences, and any optional integration identifiers you choose to provide.

Wardrobe and production content

We store information submitted by users and their organizations, including production and costume details, costume piece descriptions and photographs, performer labels, fitting and care notes, storage locations, purchase links, repair information, assignments, comments, time entries, costs, and activity history. This content may include personal information if a user chooses to enter it.

Public issue reports

People using a public costume piece page may submit a name, location, issue description, severity, and photographs. A reporter does not need an account, and providing a name or location is optional.

Technical information

When you access the Service, we may process your IP address, browser and device information, request details, timestamps, and security logs. When you sign in, we store IP address and user-agent information with the session. We use necessary cookies to authenticate users, maintain organization context, support security, and operate the Service.

Communications

If you contact us, we collect your email address and the contents of your message.

Contact requests

When you use our contact form, we collect your name, email address, optional organization name, and message so our administrators can review and respond to your request. We also process technical information through security tools to prevent automated abuse.

2. How we use information

We use information to:

• provide, operate, maintain, and improve the Service;
• authenticate users and manage organization and production access;
• store and display wardrobe records and photographs;
• route issue reports, assign repair work, and preserve activity history;
• send invitations, password resets, repair notifications, and service messages;
• prevent abuse, troubleshoot problems, and protect the security and integrity of the Service;
• respond to questions and support requests; and
• comply with law and enforce our agreements.

3. Cookies and analytics

Costume Log uses cookies that are necessary for sign-in, session security, and core application operation. We also use Google Analytics to understand how visitors and signed-in users navigate and interact with the Service, including page views, form submissions, navigation, downloads, and links to other websites. Google may process information such as your IP address, browser and device information, approximate location, and analytics identifiers. We configure analytics not to send organization names, record identifiers, search terms, or values entered into forms, and we disable Google signals. Analytics loads when you use the Service. Our public contact form uses Cloudflare Turnstile to distinguish legitimate requests from automated abuse; Cloudflare may process browser and device signals under its own privacy terms. We do not use third-party advertising cookies or sell information for targeted advertising.

4. How we disclose information

We may disclose information:

• Within your organization. Organization administrators and authorized production members can access information according to their roles. An organization controls the content in its workspace.
• On public costume piece pages. Details specifically approved for public display may be visible to anyone with the costume piece code or link. Issue reports are delivered into the relevant organization’s workspace.
• To service providers. Providers supporting hosting, storage, email delivery, security, maintenance, and similar operations may process information for us under appropriate contractual restrictions.
• For legal and safety reasons. We may disclose information when reasonably necessary to comply with law, respond to lawful process, protect rights and safety, investigate fraud or abuse, or secure the Service.
• During a business transaction. Information may be transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate protections.
• With your direction or consent. We may disclose information when you or your organization instructs us to do so.

We do not sell personal information.

5. Data retention

We retain information for as long as reasonably necessary to provide the Service to an organization, maintain legitimate business and security records, resolve disputes, and comply with legal obligations. Organizations may preserve costume piece and repair histories as long-term operational records. Retention periods vary by the type of information and why it is held. Backup copies and security logs may remain for a limited period after deletion.

6. Security

We use administrative, technical, and organizational measures designed to protect information, including access controls, secure password hashing, encrypted network transport in production, session protections, rate limits, and role-based workspace access. No system is completely secure, and we cannot guarantee absolute security. If you believe your account or information has been compromised, contact us promptly.

7. Your choices and rights

You may update certain account information and notification preferences within the Service. You may ask to access, correct, or delete personal information by contacting us. Because Costume Log provides organization-managed workspaces, we may direct requests about workspace content to the organization that controls it. We may verify your identity and retain information where permitted or required by law.

Depending on where you live, you may have additional privacy rights. We will not discriminate against you for exercising rights provided by applicable law.

8. Children’s privacy

The Service is intended for organizations and adults involved in wardrobe operations and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. Organizations should avoid entering information about minors unless they have a lawful basis and appropriate permission to do so. If you believe a child has provided personal information to us improperly, please contact us.

9. United States processing

Costume Log is operated from the United States. If you access the Service from another country, your information may be processed in the United States or other locations where our service providers operate, which may have different data-protection laws.

10. Third-party links

The Service may contain purchase links or other links provided by organizations and users. We do not control third-party websites and this Policy does not cover their privacy practices.

11. Changes to this Policy

We may update this Privacy Policy as the Service or applicable requirements change. We will post the revised version and update the date above. If a change materially affects how we use personal information, we will provide additional notice when reasonably practical.

12. Contact us

For privacy questions or requests, use our contact form.