Privacy Policy

1. Who we are

Festival Coyote (festivalcoyote.com) is owned and operated by Heirloom Lands LLC, a Colorado company ("we", "us"). This policy explains what information the site handles and what we do with it. It goes with our Terms of Service.

2. What we collect

If you create an account

• Your email address and password, which are how you sign in. Your password is stored only in scrambled (hashed) form by the company that runs our sign-in; we never see it and cannot read it back.
• Your display name, and an invite code if you typed one when you signed up.
• When you agreed to the Terms of Service and confirmed you had read this policy, and which version of each, so we can show it. Accounts made before passwords were introduced are asked to do this once, the next time they sign in.
• Profile details you choose to add in Settings: your name, a home base (a town or city, which we convert to a map location and a country), a preferred event type, saved map filters, and whether you want the newsletter.
• How you arrived, if you came through a tagged invite link (for example a link on a card handed out at an event).
• Your App Tracker and Circuit: the events you track or plan, their status, and your notes.
• Your press kit: whatever you enter, which may include your name or stage name, location, bio, roles, experience, links, a contact email and phone number, photos, videos and files.
• Two-factor sign-in, if you turn it on: the fact that an authenticator is linked to your account.

If you post, submit or apply

• Events you submit and listings you claim: the event details, plus your name and email so we can follow up.
• Vendor positions you post: the position details, your business name and any photo.
• If you are on a vendor's crew (Crew Schedule): the name you join with, your shifts, the time each time you clock in, clock out or take a break (taken from our server's clock), time-off and shift-swap requests, and any vouches you write or receive. Nothing about where you are is recorded.
• Applications you send to a vendor position: your name, email and message, and your press kit if you choose to attach it.
• Applications you send to a festival through the site (only some festival roles take them here): your name, your message and, if you attach it, a copy of your press kit as it was when you applied.
• Confirmation requests: if you ask a festival's organizer to confirm that you were part of their event, the festival, role, year, the name you give and any note you add.
• If you manage a festival listing: the changes you ask for, the roles you take applications for, and your answers to applications and confirmation requests.
• Messages and reports you send us, including reports about a listing, and your email if you give it.

If you join the beta test

• What you told us about yourself (the kind of work you do and the device you test on), the assignments you take, and the feedback and screenshots you send.
• The beta test (the Vibe Check) runs until a date we will announce on the site and by email. While it runs, testers use the Pro tools free. When it ends we keep your feedback to improve Festival Coyote, and your founding membership if you earned one; you can ask us to delete your feedback at any time.

If you pay for a plan

• Which plan you have, when it runs to, and a record of the payment (the plan, the amount and the date). Payments are handled by a payment company. We never see or store your card or bank details.

Automatically

• Listing interest counts. We count how many times each event's card is opened and its apply links are clicked. These are totals per event per day. They are not linked to you, your account, your device or your location.
• Sponsored placement counts. When a card marked "Sponsored" is shown or clicked, we add one to a total for that placement for that day. Nothing about you is recorded, and sponsors get no data about who saw or clicked. The sponsor's picture is stored on our own servers, so showing it does not contact the sponsor. Sponsored cards are not shown to Pro members.
• Server logs. Like every website, the companies that host the site receive your IP address and browser type when your browser requests a page, and keep short-term logs for security and reliability.

We do not use advertising, analytics or tracking tools, and we do not build a profile of what you look at.

3. What stays in your browser

The site uses your browser's own storage, not advertising cookies. It keeps:

• your sign-in, so you stay signed in on that device;
• your preferences, such as map filters, colour theme and which tips you have already seen;
• if you have no account, your tracker, circuit and press kit themselves. These never leave your device unless you create an account.

Signing out removes your account's copies from that browser. Clearing your browser's site data removes everything.

Your location. "Near Me" asks your browser for your location to sort the list by distance. That happens on your device. Your location is not sent to us or stored.

4. How we use it

• To run the features you use: keeping your tracker, circuit and press kit, and bringing them to your other devices.
• To show your content where you have asked for it to be shown (see section 5).
• To review events you submit, listings you claim and reports you send, and to reply to you.
• To tell you about a position's applicants, or flag an event that is outside your home country.
• To manage plans, the beta test and founding memberships.
• To keep the site secure and to stop abuse.

We do not sell your information. We do not share it for advertising. We do not use your content to train AI models.

5. What other people can see

• Your press kit is seen by anyone you send its link to, and by anyone they pass it on to. A share link carries the kit's contents inside the link itself, so think about which contact details you include.
• Photos, videos and files you upload are stored at web addresses that anyone can open if they have the address. Do not upload anything private.
• Vendor positions you post are visible to every visitor.
• An application you send is seen by the vendor who posted that position, along with your press kit if you attached it.
• An application you send to a festival through the site is seen by that festival's verified organizers: your name, your account email, your message, and the copy of your press kit if you attached it.
• A confirmation request is seen by that festival's verified organizers, with the name and note you gave and your account email. A confirmed gig is public: the festival, role, year and the name the organizer confirmed are shown on your press kit to anyone who has its link. You can remove one at any time from your App Tracker.
• On a crew, the crew lead sees the whole crew's shifts, clock times, breaks and requests; everyone on the crew sees the schedule and each other's names. A vouch is public: the words, the writer's crew name, the crew and the festival appear on the press kit of the person it is about, who can hide it; the writer can take it back.
• Your press kit link includes your account's ID number (a random string, not your email) when you copy it while signed in. It is how the page looks up your confirmed gigs.
• An event you submit may be published on the map. Your name and email are not published.
• Your tracker, circuit, notes, settings and email address are private to your account.
• We can see account emails and the information described in this policy, so we can run and support the site. Access is limited to the people who operate it.

6. Companies that help run the site

We use other companies to provide parts of the site. They handle information only as needed to do that job:

• Supabase: accounts and sign-in, the database, and storage for uploaded files.
• Netlify and Cloudflare: hosting the site and routing its domain and email.
• Resend: sending our emails.
• A payment company (such as Square or Venmo), if you pay for a plan.

Your browser also contacts some services directly as you use the site, which means they receive your IP address:

• Google Fonts, and the public libraries that deliver the map software (jsDelivr and unpkg);
• the map's own data (MapLibre), and NASA's public satellite pictures of the Earth (NASA GIBS) when the colour theme you chose shows one; the weather forecast for an event's location on the Crew Schedule (Open-Meteo, which receives the event's location, never yours);
• OpenStreetMap's place lookup, which receives the home base you type in Settings;
• YouTube or Vimeo, when a page shows an embedded video;
• an event organizer's own website, when a listing shows that event's poster image or you follow a link to it.

These companies may be in the United States or other countries, so your information may be handled outside the country you live in.

We may also disclose information if the law requires it, or to protect someone's safety or our legal rights. If Festival Coyote were ever sold or merged, account information would pass to the new operator under this policy, and we would tell you first.

7. Emails we send

• A message to confirm your email when you create an account.
• Your sign-in link or code, or a password reset, each time you ask for one.
• Notices tied to something you did: for example, that someone applied to a position you posted, or, if you manage a festival listing, that someone applied or asked you to confirm a gig.
• If you joined the beta test, at most two short reminders of each kind, and notice of changes to the beta, such as its end date. Reply "no thanks" to stop the reminders.
• Replies to messages you send us.

The newsletter (only if you opt in)

We send an occasional newsletter about Festival Coyote: new features, launch and pricing news, and the open-call season. It is off unless you turn it on in Settings, under Newsletter, and you can turn it off there at any time. Every newsletter also has an unsubscribe link, and replying "unsubscribe" works too.

When you turn it on or off, we record that choice and the time you made it, so we can show you agreed. We use your email address for the newsletter only as described here, and we never give or sell the list to anyone. If we use an email service to send it, that company sends it only on our behalf.

Joining or leaving the newsletter never changes anything else about your account, and it never affects how any festival sees an application.

8. How long we keep it

We keep your account information for as long as your account is open. When you delete something, or ask us to delete your account, we remove it from the live site. Copies may remain in routine backups for a short time, and we keep payment records for as long as tax and accounting rules require.

Reports about a listing are kept so that repeated problems can be recognised.

9. Your choices and rights

• Use the map without an account. Browsing, filtering and following apply links need no sign-in.
• See and change your information in Settings and in your press kit, at any time.
• Newsletter. Turn it on or off in Settings whenever you like. It is off unless you choose it.
• Take a copy. Your press kit can be exported from the press kit page. For anything else, ask us.
• Delete. Remove items yourself, or email us to have your account and everything in it deleted.
• Ask. You can ask what we hold about you, ask us to correct it, or object to how we use it.

Depending on where you live (for example the European Union, the United Kingdom, or some US states including Colorado and California), the law may give you these and other rights. We honour such requests from anyone, wherever they live. Email info@festivalcoyote.com from your account's address, and we will answer within 30 days. If you are unhappy with our answer, you can complain to your local data protection or consumer authority.

Where the law asks for a legal basis: we use your information to provide the service you signed up for, because you asked us to (for example by sending an application or a message), and for our legitimate interest in keeping the site secure and working. We send the newsletter only on the basis of your consent, which you can withdraw in Settings at any time.

10. Security

Sign-in uses your password, with a one-time link or code by email as the backup, and you can add two-factor sign-in in Settings. Passwords are stored only in hashed form. Private information is restricted in the database to the account it belongs to, and connections to the site are encrypted. No website can promise perfect security. If we learn of a breach that affects you, we will tell you.

11. Children

Festival Coyote is for adults. You must be 18 or older to create an account, and we do not knowingly collect information from anyone under 18. If you believe a child has given us information, email us and we will delete it.

12. Changes and contact

If we change this policy, the date at the top changes. If the change is significant, for example if we begin collecting something new, we will say so on the site or by email to account holders before it takes effect.

Questions or requests: info@festivalcoyote.com. Festival Coyote is operated by Heirloom Lands LLC, Colorado, USA.