Legal
Privacy Policy
Effective Date: October 22, 2026
The Paris Henry County Arts Council (“PHCAC,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how we collect, use, store, and share information when you visit www.phcarts.com, make a donation, register for or participate in one of our programs or events, submit a form, join our email list, or otherwise interact with the Paris Henry County Arts Council.
About Us
The Paris Henry County Arts Council is a nonprofit organization dedicated to strengthening our community through the arts and showcasing local artists.
Paris Henry County Arts Council
EIN: 51-0170663
Paris, Tennessee
www.phcarts.com
For questions about this Privacy Policy or your personal information, please contact us at phcarts@gmail.com.
Information We Collect
Depending on how you interact with us, we may collect information including:
Your name
Email address
Mailing address
Phone number
Donation and transaction information
Event registration information
Artist, photographer, writer, vendor, volunteer, or participant information
Artwork, photographs, written works, artist biographies, or other materials submitted through our programs
Information submitted on behalf of a child or youth participant
Communications you send to us
Email newsletter preferences
Other information you voluntarily provide through forms on our website
Our website and its service providers may also automatically collect certain technical information, such as your browser type, device information, IP address, pages visited, referring website, and information collected through cookies and similar technologies.
How We Use Your Information
We may use information we collect to:
Process donations and other payments
Administer arts programs, competitions, showcases, events, and other activities
Communicate with participants, parents or guardians, artists, donors, vendors, volunteers, and community members
Review and manage applications and entries
Maintain records related to our programs and nonprofit operations
Send newsletters, event announcements, fundraising communications, and other updates when appropriate
Respond to questions and requests
Improve our website, programs, and communications
Maintain the security and integrity of our website and records
Comply with applicable legal, accounting, and reporting requirements
We do not sell or rent your personal information.
Donations and Payments
Online donations and payments made through our website are processed using Squarespace Payments and its payment-processing and fraud-prevention service providers.
When you make a payment, information necessary to complete the transaction may be provided directly to Squarespace and its payment service providers. PHCAC does not receive or store your complete payment card number.
We may retain information about a transaction, such as the donor's name, contact information, donation amount, date, and purpose of the donation, as necessary for our records, donor communications, accounting, and legal obligations.
Email Communications
We use Squarespace Email Campaigns to send newsletters, event announcements, fundraising information, and other communications.
If you subscribe to our email list or otherwise consent to receive marketing communications, your name, email address, and related subscription information may be stored and processed through Squarespace.
You may unsubscribe from marketing emails at any time by using the unsubscribe link included in our emails.
We may still send necessary non-marketing communications related to a donation, registration, application, event, or other interaction you have initiated with us.
Forms and Program Information
PHCAC uses online forms to administer programs and events such as competitions, showcases, artist opportunities, and other community arts activities.
Information submitted through these forms may be transferred to and maintained in secure administrative tools, including Google Sheets or other Google Workspace services used by PHCAC.
Access to these records is limited to authorized PHCAC board members, volunteers, contractors, judges, or other individuals who need the information to administer the applicable program or event.
We ask those with access to personal information to use it only for legitimate PHCAC purposes and to handle it responsibly.
Children and Youth Participants
Many PHCAC programs welcome children and young artists, writers, photographers, and other youth participants.
A parent, guardian, teacher, or other authorized adult may provide personal information about a minor through our website in connection with participation in a PHCAC program or event. This information may include the participant's name, age or grade, school, contact information, artwork or other entry materials, and information necessary to administer the program.
We use information about youth participants only as reasonably necessary to administer our programs, communicate about participation, recognize participants and award recipients, maintain appropriate records, and carry out related nonprofit activities.
When appropriate, PHCAC may publicly recognize youth participants or award recipients by name and may display their submitted artwork, writing, photography, or other creative work in connection with the applicable program.
Parents or legal guardians who have questions about information we maintain concerning their child may contact us at phcarts@gmail.com.
Photographs and Video at PHCAC Events
PHCAC events are frequently photographed or recorded for documentation, publicity, educational, historical, and promotional purposes.
Photographs or video may be taken by PHCAC representatives, volunteers, professional photographers engaged by PHCAC, members of the media, or others attending public events.
Images from PHCAC events may appear on our website, social media accounts, newsletters, press materials, printed publications, grant reports, advertisements, or other materials promoting PHCAC and its programs.
When an event or program requires specific photography permissions or releases, additional terms may be provided as part of registration or participation.
If you have a concern about a photograph of yourself or your child used by PHCAC, please contact us at phcarts@gmail.com, and we will review the request.
Service Providers
We use third-party services to operate our website and programs. These may include services for:
Website hosting and administration
Payment processing
Fraud prevention
Email communications
Online forms
Data and document storage
Analytics
Other technology necessary to operate PHCAC programs
These providers may process personal information on our behalf as necessary to provide their services and are subject to their own privacy policies and terms.
Our principal website provider is Squarespace. Information about Squarespace's privacy practices is available through Squarespace's Privacy Policy.
Cookies and Website Analytics
Our website may use cookies and similar technologies necessary for the website to function and to help us understand how visitors use the site.
Squarespace and services integrated with our website may collect information such as browser information, device information, IP address, pages visited, and website activity.
Your browser may allow you to block or delete certain cookies. Doing so may affect some website functionality.
Sharing Information
PHCAC does not sell or rent personal information.
We may share information when reasonably necessary with:
Service providers that help us operate our website and programs
Judges, event organizers, volunteers, photographers, or contractors involved in a particular PHCAC activity
Government agencies or other parties when required by law
Professional advisers when necessary for legal, accounting, insurance, or similar purposes
We seek to limit the information shared to what is reasonably necessary for the applicable purpose.
Public Information
Some PHCAC programs are specifically designed to showcase and recognize artists and their work.
Information submitted for public-facing programs may therefore be published or displayed. This may include an artist's or participant's name, biography, artwork, photography, written work, awards, business information, website or social media information, or other information intended for public presentation.
We will not intentionally publish private contact information such as a personal email address, phone number, or home address unless the individual has specifically authorized its publication or provided it for that purpose.
Data Security and Retention
PHCAC takes reasonable administrative and technical measures to protect personal information in our possession.
No online system or method of electronic storage can be guaranteed to be completely secure, however.
We retain information for as long as reasonably necessary for the purpose for which it was collected and for legitimate nonprofit, historical, accounting, tax, grant, legal, and recordkeeping purposes.
Links to Other Websites
Our website may contain links to websites or services operated by third parties. PHCAC is not responsible for the privacy practices, security, or content of websites we do not operate.
We encourage you to review the privacy policies of those websites when providing personal information to them.
Your Choices
You may contact us to:
Ask what personal information we maintain about you
Request that inaccurate information be corrected
Request deletion of certain personal information when appropriate
Ask questions about how your information is used
Withdraw from marketing emails
Some information may need to be retained for legal, financial, historical, program administration, or other legitimate nonprofit purposes.
Changes to This Privacy Policy
We may update this Privacy Policy periodically as our programs, website, technology, or legal obligations change.
When we make material changes, we will update the effective date shown at the top of this page.
Contact Us
Questions or concerns about this Privacy Policy may be directed to:
Paris Henry County Arts Council
Paris, Tennessee
Email: phcarts@gmail.com
Website: www.phcarts.com
Phone: (731) 624-3955