Last updated June 13, 2026
This policy explains what personal information ScoreOrder processes, why we use it, who can see it, and the choices available to you.
Beaver County Symphonic Wind Ensemble Member Portal (powered by ScoreOrder)is membership and operations software for bands, orchestras, choirs, and other performing organizations. This policy applies to the ScoreOrder website, member portal, public registration forms, emails sent through the service, and related support tools. ScoreOrder is currently operated as a sole proprietorship. In this policy, “ScoreOrder,” “we,” “us,” and “our” refer to the individual proprietor operating the service.
For information that Beaver County Symphonic Wind Ensemble chooses to collect and manage about applicants, members, and staff, the organization generally decides why and how the information is used. ScoreOrder processes that information to provide the service. ScoreOrder separately decides how to use limited account, security, support, billing, and platform administration information needed to operate and protect the service.
This policy does not govern websites, payment pages, calendars, or other services operated by third parties, even when the portal links to them.
We receive information from you, from your organization and its administrators, from your use of the service, and from providers that help us deliver it. Depending on the features your organization uses, this may include:
Account, profile, and directory information
Name, preferred name, email address, phone number, mailing address, pronouns, profile photo, emergency contact, organization role and display title, section assignments, account status, notification preferences, and calendar preferences. Your organization may make some fields required for registration or membership.
Registration and waiver information
Organization and cycle registration responses, custom answers, uploaded files, section preferences, application status, waitlist or review information, administrator notes, and records of waivers or agreements you accepted, including the text presented and the date and time of acceptance.
Membership and participation records
Cycle membership, attendance and no-show records, absence or drop requests and reasons, event RSVPs and notes, seating assignments, repertoire and resource access, calendar events, and personal calendar feed tokens.
Communications
Announcements, direct messages, group chats, replies, subjects, message content, sender and participant details, recipient lists, timestamps, read status, delivery status, and email-notification preferences.
Organization operations
Dues tiers, amounts, payment status and provider references; loaned assets, due dates, agreement confirmations, and return notes; organization-defined custom fields; and internal member notes created by authorized staff. We do not store full payment-card or bank-account numbers.
Technical, security, and support information
IP address, browser and device details, session and authentication events, feature and administrative activity, error and server logs, invite and email bounce details, support messages, and information you submit in a bug report. Please avoid including unnecessary sensitive information in support reports.
Where applicable law requires a legal basis, processing may be necessary to provide the service or perform a contract, to meet legal obligations, for legitimate interests such as operating and securing the service, or based on consent. Your organization is responsible for identifying an appropriate basis for the member information and optional programs it chooses to manage.
Access depends on a user’s role, section assignments, message participation, and the settings chosen by the organization. Typical access includes:
| Information | Typical authorized users |
|---|---|
| Basic directory details | Authenticated members and staff where needed for rosters, leadership listings, or conversations. This can include preferred name, pronouns, photo, section, role, and title. |
| Leadership contact details | Members for their relevant organization, ensemble, or section. |
| Roster and participation details | You, assigned section leaders, artistic staff, directors, and administrators. Assigned leaders may receive contact, emergency, custom-field, and attendance information for members they supervise. |
| Messages and replies | Senders, recipients, group participants, and authorized administrators. Email notifications may include message content. |
| Registration, waiver, dues, and loan records | You where a self-service view is available, plus authorized directors and administrators. |
| Internal member notes | Only the staff audience selected for the note. These notes may not be visible to the member they concern. |
ScoreOrder platform administrators may access organization data when reasonably necessary for support, security, maintenance, legal compliance, or authorized administration. Platform administrative and impersonation events are recorded in audit logs where those tools are used.
Membership and profile details can be sensitive, including for LGBTQ+ members, trans and non-binary members, and anyone whose visibility is a personal or safety concern. ScoreOrder uses organization boundaries and role-based access controls to limit access.
We may disclose personal information:
We do not sell personal information or share it for cross-context behavioral advertising, and we have not done so in the preceding 12 months.
ScoreOrder uses cookies and local browser storage that are necessary for authentication, security, preferences, and core application functionality. Hosting providers receive ordinary request metadata and logs. We do not use advertising cookies or cross-site behavioral advertising in the portal. The embedded ClickUp support tool may use its own cookies, scripts, pixels, or similar technologies when that area is loaded; ClickUp’s notices and controls apply to those technologies.
We retain information for as long as reasonably necessary to provide the service, support your organization’s legitimate operational needs, protect the service, meet legal obligations, resolve disputes, and enforce agreements. The period varies by record type, account status, organization settings, and applicable law.
Deleting an account removes or disconnects the active authentication account, profile, and many associated records. Some information may remain when needed to preserve an organization’s legitimate history or the integrity of records. Examples include registration submissions, waiver evidence, messages and replies with historical sender labels, email delivery records, payment or dues references, internal notes, security and audit logs, legal records, and temporary backups. Where appropriate, we delete identifiers, deidentify records, or restrict access instead of deleting the entire record.
If an organization deletes its ScoreOrder workspace, its active tenant data is deleted from the production database. Residual copies in backups and provider logs expire according to applicable backup, security, and legal-retention schedules.
Depending on where you live and the law that applies, you may have rights to:
You can edit many profile fields and notification settings in the portal. To make another request, contact your organization administrator or email privacy@scoreorder.app. Because your organization controls much of its member data, we may refer the request to the organization or assist it in responding. We may need to verify your identity and will respond within the timeframe required by applicable law.
California residents may also request information about categories, sources, purposes, and disclosures of personal information; correction or deletion; and limitation of certain uses of sensitive personal information where applicable. ScoreOrder does not sell personal information or share it for cross-context behavioral advertising, so there is no sale or advertising share from which to opt out.
We use safeguards designed to protect personal information, including encrypted network connections, managed authentication, private file storage, organization isolation, role-based permissions, database row-level security, and administrative audit records. No internet service can guarantee absolute security. Please use a unique password, protect personal calendar-feed links, and promptly report suspected unauthorized access.
ScoreOrder and its providers may process information in the United States and other countries. Those countries may have privacy laws that differ from the laws where you live. Where required, ScoreOrder or your organization will use appropriate contractual or other safeguards for international transfers.
ScoreOrder is not directed to children under 13, and users must be at least 13 unless a different minimum age is required by local law. We do not knowingly collect personal information directly from a child under 13 without legally sufficient authorization. If you believe a child has provided information improperly, contact privacy@scoreorder.app.
We may update this policy as the service, providers, or legal requirements change. We will revise the date above and provide additional notice when required or when a change materially affects how we use personal information.
For privacy questions or requests, email privacy@scoreorder.app. You may also contact your organization administrator about information the organization manages through ScoreOrder.