Privacy
Policy.
Last updated: October 1, 2025
This Privacy Policy explains what information we collect and how we use, disclose, and protect it when you use the National STEM Festival websites and mobile apps (the “Platforms”). By using the Platforms, you agree to this Policy. If you do not agree, please do not use the Platforms.
1) Who we are (Controller) & how to contact us
Controller: EXPLR PBC Inc. (“EXPLR”)
Email (privacy & data requests): hello@explr-media.com
Postal address: EXPLR PBC Inc., 82 Nassau Street #60050, New York, NY 10038, USA
If required under EU/UK law, EXPLR will designate an EU/UK Representative; details will be added to this Policy when appointed.
2) Scope & third-party tools we use
EXPLR offers the National STEM Festival via web and mobile (the “Platforms”). We use licensed third-party services to support submissions and operations, including:
Submit.com — student submission and judging workflow (see Submit.com Privacy Policy).
Mailchimp — mailing lists, campaigns, delivery/engagement tracking (opens, clicks), unsubscribe/preferences.
Airtable — sign-ups/intake forms and databases for expressions of interest, RSVPs, and similar.
Squarespace — website hosting and built-in analytics/banners.
Analytics tools (e.g., Mixpanel, Segment) — usage analytics and service improvement.
These providers process data under their own policies and contracts with us; they act on our instructions where they serve as processors.
3) What we collect
Information you provide
The information you give us depends on how you interact with the Platforms.
Students: first/last name, date of birth, username, password, email, phone, postal/zip code, school, grade, and optional demographics (e.g., race, gender). We also collect content you submit (photos, videos, audio, files). We may request documents to verify eligibility and fulfill prizes.
Parents/Guardians: name, email, phone, postal/zip code—used to contact you, obtain consent, and verify student information.
Reviewers/Judges: name, email, phone, address, organization/school, title, industry, and optional demographics.
Mailing list subscribers (Mailchimp): email address and any preferences you provide.
Sign-ups/intake (Airtable): fields shown on the form (e.g., name, email, role, organization, interests, RSVP details).
Information collected automatically
When you use the Platforms, we collect device and usage data such as IP address, device identifiers, browser type, OS, pages viewed, and time on page. We use:
Cookies to recognize your browser and remember preferences/login.
Pixel tags (including in emails) to understand page/email engagement.
Analytics (e.g., Mixpanel, Segment; Squarespace Analytics) to improve services.
In regions requiring consent (e.g., EU/UK), we obtain consent before setting non-essential cookies or running non-essential analytics.
4) Why we use your information (purposes & legal bases)
We use personal information to:
Operate the Platforms and review student submissions; assign judges and run Festival programs. (Legal basis: contract/legitimate interests; consent where required.)
Communicate about accounts, submissions, events, results, credentials, awards, and support. (Contract/legitimate interests.)
Verify eligibility, contact potential winners, and fulfill prizes. (Contract/legal obligation.)
Email updates & newsletters (Mailchimp). (Consent for marketing; contract/legitimate interests for service/transactional.)
Program sign-ups & intake (Airtable). (Contract/legitimate interests; consent where required.)
Improve and secure the Platforms; perform analytics; personalize content. (Legitimate interests; consent where required.)
Comply with law and enforce our Terms; investigate fraud, abuse, or security incidents. (Legal obligation/legitimate interests.)
Use aggregated/de-identified data to improve products and tailor learning experiences. (Not personal data.)
If we rely on consent (e.g., certain marketing or non-essential cookies), you can withdraw it at any time (see Section 9).
5) Children & student privacy
The Platforms are not intended for children under 13 in the U.S. We comply with COPPA and do not knowingly collect, use, or disclose personal information from children under 13 without verifiable parental consent.
Outside the U.S., digital consent ages may range from 13 to 16; we obtain parental/guardian consent where required and restrict features that collect children’s personal data without proper consent.
If you believe we’ve collected a child’s data without required consent, contact hello@explr-media.com and we will delete it and close any related accounts.
6) Student submissions & galleries
Submissions may be displayed in a public gallery. We will obtain consent from you or your parent/guardian (as applicable) before posting content that includes personally identifiable information.
7) How we share information
We do not sell personal information. We share information with:
Service providers/processors that help operate the Platforms (hosting, support, analytics, payments, email, submission/judging tools such as Submit.com; Mailchimp for email; Airtable for form/intake; Squarespace for hosting). They act under our instructions and written agreements.
Reviewers/Judges/Consultants solely for the review process.
Authorities where required by law or to protect safety, rights, or security.
Corporate transactions: if we are involved in a merger, reorganization, or sale, your information remains subject to this Policy or a successor policy with equal or greater protections.
CPRA (California) “Sell/Share.” We do not sell personal information. If we “share” personal information for cross-context behavioral advertising in a way covered by law, you can opt out via a “Do Not Sell or Share My Personal Information” link (where required). We honor Global Privacy Control (GPC) signals where applicable.
8) International data transfers
If we transfer personal data internationally (e.g., to the U.S. from the EU/UK), we use appropriate safeguards such as the EU Standard Contractual Clauses (SCCs) and the UK Addendum/IDTA, and conduct transfer assessments where required. Vendors like Squarespace, Submit.com, Mailchimp, Airtable, Mixpanel, and Segment may process data in the U.S. and other locations under these safeguards.
9) Your privacy rights & choices
Depending on your location, you may have the right to access, correct, delete, restrict, object, opt out of certain processing, and data portability. Where we rely on consent, you may withdraw consent at any time.
How to submit a request
Email hello@explr-media.com with your name, email, region, and request type (access/delete/correct/opt-out).
We may need to verify your identity before fulfilling your request. We will respond within the timeframes required by law (e.g., 30–45 days). EU/UK users may also contact their local data protection authority.
Marketing emails (Mailchimp). Unsubscribe anytime via the link in any campaign, or email hello@explr-media.com. For EU/UK subscribers, we use double opt-in and will not send marketing without your consent. Mailchimp may use tracking pixels to measure opens/clicks; you can disable images in your email client or unsubscribe.
Form submissions (Airtable). If you submitted information via an Airtable form and want to access, correct, or delete it, email hello@explr-media.com with the form name, date, and the email you used.
10) Cookies & similar technologies
We use cookies and similar technologies for core functionality, analytics, and (where applicable) advertising. In regions that require consent (e.g., EU/UK), non-essential cookies and similar technologies run only after you consent via the cookie banner. You can manage preferences using the banner or your browser settings.
11) Data retention
We keep personal data only as long as necessary for the purposes described or as required by law, and then delete or de-identify it. Indicative periods:
Mailchimp (subscriber records): until you unsubscribe or after 24 months of inactivity; limited archival logs may be retained for compliance.
Airtable (form submissions): for program administration and up to 24 months after the program or last interaction, unless a longer period is required for legal/audit purposes.
Accounts/submissions: while active and up to 24 months after last activity or program closure.
Analytics data: vendor defaults (e.g., 12–26 months) unless aggregated/de-identified sooner.
We may retain certain records as required for legal, audit, or compliance.
12) Security
We implement reasonable and appropriate administrative, technical, and physical safeguards (e.g., encryption in transit, access controls, role-based permissions, logging) commensurate with the sensitivity of the data. However, no system is 100% secure. If we discover an incident affecting your data, we will take steps consistent with applicable law.
13) Third-party links & services
The Platforms may include links to third-party websites or services. We don’t control those sites and aren’t responsible for their content or practices. Review their privacy policies before using them.
14) Events, media & photography
Festival and partner events may include photography, audio, and video recording. Organizers may capture and use images, names, and statements for documentation and promotional purposes, subject to applicable law and event-specific terms. If you have concerns or need accommodations, contact the listed organizer before attending.
15) Changes to this Policy
We may update this Policy from time to time. We’ll post changes here and, for material changes, provide advance notice on the Platforms and—where we have your email—by email. Where required by law, we will seek your consent for material changes that affect how we process your personal data.
16) Contact
Email: hello@explr-media.com
Postal address: EXPLR PBC Inc., 82 Nassau Street #60050, New York, NY 10038, USA