Privacy Policy

Downbeat is a communications tool operated by Tahoma Band Boosters(the “Organization”) to send band-program updates to families by text message (SMS) and email. This policy explains what personal information we collect, how we use it, who processes it on our behalf, and the choices you have.

The service is intended for the Organization’s high school band program — students in grades 9–12 and their parents or guardians.

Information we collect

We collect only what we need to maintain the roster and reach families about the band program:

• Guardian and student names.
• Phone numbers.
• Email addresses.
• Student grade, instrument, and group/ensemble.
• Message delivery metadata (for example, whether a message was delivered or bounced).
• A record of consent and opt-out events (when and through which channel you opted in or out).

We do not store the contents of text messages you send us. When you reply to an SMS, we persist only the resulting consent or opt-out event (for example, that you replied STOP), not the message body.

Signing in with Google

Staff and guardians may sign in using “Sign in with Google.” We request only your basic Google profile information — your name and email address, and the unique account identifier Google assigns to you — to verify your identity and match or link you to your existing roster record. We store that identifier so we can recognize your Google account on future sign-ins. We do not access your Gmail, Google Contacts, Drive, or any other Google data, and we do not use this information for advertising. You can review or revoke Downbeat’s access at any time from your Google Account permissions page.

How we use this information

We use it solely to maintain the band roster and to send two kinds of Organization communications: time-sensitive updates by SMS and non-urgent updates by email. We do not sell your information, and we do not use it for advertising.

Consent and how to opt out

We only message people who have opted in through our registration flow. You can withdraw consent at any time:

• SMS: reply STOP to any text to stop time-sensitive messages. Reply HELP for help.
• Email: use the unsubscribe link in any email.

Message frequency varies. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.

Who receives your information

To deliver messages, we share the data below with exactly two companies — Twilio and Brevo. We do not authorize either to use your information for their own purposes, and each is bound by its own privacy policy:

• Twilio sends and receives SMS, and receives guardian phone numbers and message content. Twilio privacy policy.
• Brevo sends email, and receives email addresses, names, and message content. Brevo privacy policy.

No one else receives your information. We do not sell it. Mobile information may be shared only with the service providers above (Twilio and Brevo) that assist us in delivering these messages, and only for that purpose — never for their own advertising or marketing. The above excludes text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Data about minors

Students may be minors. Registration may be started by a parent or guardian, or by a student who names their parent or guardian. In every case a parent or guardian provides or authorizes the student’s information and consents to communications, and we contact a student directly only after the student confirms on their own device. We collect student information only to run the band program roster and communications.

Retention and deletion

We keep information for as long as a family is part of the program. When a guardian or student is removed from the roster, their associated contact records are deleted along with dependent records (a deletion cascade). You may request removal at any time using the contact below.

Your choices and requests

You can ask us to access, correct, or delete your information, or ask questions about this policy, by contacting us at admin@tahomabandboosters.org or through our Contact us page.

Changes to this policy

We may update this policy from time to time. The date at the top reflects the most recent change; this policy is governed by the laws of Washington.