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Original Song Contest Privacy Policy and Confidentiality Agreement

Sing Out Loud Original Song Contest
Privacy Policy and Confidentiality Agreement


PRIVACY POLICY
Information Collection: To facilitate the administration and judging of the Sing Out Loud Original Song Contest, Sponsors may collect various types of information from Participants. This includes:

  • Personal Identification Information: Legal name, stage name (if applicable), date of birth, mailing address, email address, and telephone number for the purposes of communication and eligibility verification.
  • Creative Content and Metadata: Original audio recordings, written lyrics, sheet music, and metadata associated with your Submission. This also includes the names of any co-writers or collaborators involved in the creation of the work.
  • Professional and Biographical Data: Short biographies, artist photos, and social media handles provided during the entry process to assist in promotional activities and winner announcements.
  • Payment Information: Financial data through secure third-party payment processors to complete payment transactions.
  • Technical and Usage Data: Information automatically collected through our website, such as IP addresses, browser types, and interaction logs, to ensure the integrity of the Submission portal and prevent fraudulent entries.

Usage Rights: By submitting an Application and/or Submission to the Sing Out Loud Original Song Contest, Participants grant the Producer a non-exclusive, royalty-free, worldwide license to use, reproduce, distribute, and display your Submission materials (including lyrics, recordings, and biographical information) solely for the purposes of administering the contest, judging, and promoting the event. This includes, but is not limited to:

  • Judging and Evaluation: Sharing your creative work with our internal panel of judges and third-party industry professionals for the purpose of scoring and selection.
  • Promotion and Publicity: Using your name, stage name, likeness, and audio snippets of the submitted song in marketing materials, social media, press releases, and on our official website to announce finalists or winners and to promote future iterations of the contest.
  • Archival Purposes: Retaining a record of your submission in our secure database for historical reference and to verify previous entries.
  • Additional Rights: If your entry is selected as a winner of the Prize, additional usage rights may be requested as documented in the Production and Performance Agreement.

Data Security: Security Measures: The security of your submission is important to us. We employ SSL encryption and firewalled storage for all information processed through our primary entry portal. Where the contest permits or requires the use of third-party hosting services for large file delivery (i.e. Dropbox, Google drive, Vimeo, You Tube, etc.), the Participant acknowledges that the security of those transmissions is subject to the third party's environment. The Producer’s liability is limited to the security of data residing on its own managed servers. Access is strictly limited to authorized personnel, judges, and administrators. While we implement rigorous administrative and technical safeguards, the Participant acknowledges that internet-based submissions carry inherent risks and that no security measure is impenetrable, as such, our commitment to security is limited to commercially reasonable efforts.


Compliance: The Sponsors are committed to handling Participant data with transparency and in strict accordance with applicable legal frameworks. Our compliance measures include:

  • Data Protection Laws: Our practices are designed to adhere to major privacy regulations and focus on processing data legally for limited purposes, collecting only the data that is absolutely necessary, and storing data only as long as needed.
  • Participant Rights: Participants maintain the right to access, rectify, or request the erasure of their personal data. To exercise these rights, or to withdraw consent for data processing, participants must contact the Producer in writing via email at singoutloudfestival@gmail.com. 
  • Age Requirements: This contest is intended for participants who have reached the age of 16 or older with parental consent required for Participants under 18.  In compliance with the Children’s Online Privacy Protection Act (COPPA) and similar global standards, we will not knowingly collect data from children under the age of 13 without verifiable legal guardian permission.
  • Legal Jurisdiction: Both the Privacy Policy and the Confidentiality Agreement shall be governed by and construed in accordance with the laws of the State of Florida. Any disputes arising from these agreements will be subject to the exclusive jurisdiction of the courts located in St. Johns County, Florida.
  • Out of Florida Transfers: For Participants located outside of the State of Florida, your information may be transferred to and maintained on servers located outside of your state, province, or country. By submitting an entry, you specifically acknowledge and consent to these transfers, provided that Producer maintains these standard security protocols for data protection.


CONFIDENTIALITY AGREEMENT
Scope of Information: For the purposes of this Agreement and all other related agreements, "Confidential Information" refers to any non-public, proprietary, or sensitive information shared between the participant and the Contest organizers throughout the application, submission, evaluation, and selection process. This scope includes, but is not limited to:

  • Creative Submissions: All audio files, video files, musical compositions, lyric sheets, scores, demos, and arrangements submitted as part of the entry, specifically those that have not been released to the public prior to the contest.
  • Evaluation Data: All internal scoring rubrics, judges' comments, feedback, ranking lists, and deliberations regarding a participant's submission.
  • Participant Data: Personally identifiable information, contact details, and professional biographical information provided by the participant.
  • Unpublished Materials: Any materials labeled as "Confidential" or which, given the circumstances of disclosure, should reasonably be understood to be confidential.


Exclusions from Scope: Confidential Information does not include information that:

  • Is or becomes generally known to the public through no breach of this Agreement by the receiving party;
  • Was already in the possession of the receiving party prior to disclosure by the Participant;
  • Is independently developed by the receiving party without the use of or reference to the Participant’s confidential materials; or
  • Is required to be disclosed by law, regulation, or court order, provided the participant is given prompt notice of such requirement.

Non-Disclosure Obligations: Non-Disclosure Obligations: To ensure the integrity of the submission and selection process and protect the creative works of all Participants and Sponsors, all parties involved—including the Participants, event organizers, administrative staff, and the judging panel—agree to the following non-disclosure obligations:

  • Strict Confidentiality: Recipients of submitted materials (the "Receiving Parties") agree to hold all submitted creative content and personal Participant data in strict confidence. Unless otherwise agreed upon via the General Terms and Conditions and/or Production and Performance Agreement, no information may be disclosed, published, shared, or distributed to any third party outside of the necessary administrative or judging functions without the prior express written consent of the other party.
  • Secure Handling of Materials: During the course of their respective duties, all Participants and Contest staff must take reasonable precautions to prevent the accidental exposure or leakage of any unpublished works.
  • Duration of Obligations: The obligation of confidentiality remains in effect throughout the duration of the Contest and shall survive the conclusion of the event for a period of two (2) years thereafter, or until such time as the Participant and/or Producer officially releases the material to the public, whichever comes first.