Privacy Policy

1. About this policy

This draft describes personal information submitted through The PULSE Community website, including the embedded Piano Men contest form and newsletter signup. It also addresses content embedded from other services.

Owner review: Confirm the legal entity responsible for personal information, its relationship to McCully Media (the name in the business profile), and the designated privacy contact.

2. Information submitted in contest entries

The Piano Men form currently asks for:

• First and last name.
• Email address, entered twice for confirmation.
• Where you live.
• An answer to the contest question.
• An optional newsletter signup choice and required privacy acknowledgement.

The form is embedded from the existing WordPress website and submissions are handled by Gravity Forms there, not by Sanity on the new website.

Owner review: Confirm whether WordPress, Gravity Forms, hosting, or spam-protection services also record IP addresses, timestamps, browser details, or other technical information, and update this list.

3. Contest administration

The proposed purpose of collecting entry details is to administer the contest, check entries against its rules, select winners, and contact winners about their prizes. Entering a contest is separate from subscribing to the newsletter.

Owner review: Approve these purposes and identify any information shared with prize providers, any winner publicity, and the consent or notice required. Confirm age and eligibility requirements in the contest rules. Do not assume permission for other marketing uses.

4. Optional newsletter subscription

The contest form offers an optional “Sign me up!” newsletter checkbox. Leaving it unchecked does not prevent contest entry. The newsletter is described as a weekly email update about the latest podcasts and contests. The separate website newsletter signup uses EmailOctopus.

The proposed newsletter workflow is to export only entrants who explicitly opted in, then import their names and email addresses into EmailOctopus. Contest entry alone is not newsletter consent. Existing unsubscribes should be respected, and newsletter messages should provide an unsubscribe option.

Owner review: Confirm how consent and its date are recorded, which fields are transferred, how opt-in exports are filtered, and how unsubscribes and consent withdrawals are honoured. Confirm any double opt-in process. The proposed export workflow has not been verified as an operating integration.

5. Storage, access, and service providers

The current contest setup relies on WordPress and Gravity Forms; newsletter signup relies on EmailOctopus. Sanity supplies website content and is not the destination for the embedded contest entries.

Owner review: Identify the hosting and other providers that receive personal information, processing locations (including any processing outside Canada), staff access, backup practices, and security safeguards. Confirm disclosure practices and any legal requirements. No unverified promise about data sales, sharing, encryption, or storage location is made in this draft.

6. Embedded content, cookies, and tracking

Pages may include embedded forms, podcast players, or other external content. As the existing policy explains, embedded content can behave as if you visited the originating website. Those services may collect technical information, use cookies, or monitor interactions, including when you are signed in to them.

Owner review: Audit the cookies, analytics, advertising, and tracking used by the new site and its embeds. Describe their purposes and available choices. The old policy’s specific WordPress login and comment-cookie durations should not be assumed to apply to every visitor of this new website.

7. Retention and deletion

Retention periods for contest entries, newsletter consent records, subscriber information, exported files, and backups have not yet been confirmed.

Owner review: Set and document retention periods and deletion procedures for each record type, including downloaded CSV files and unsubscribe records. Identify any legal, administrative, or security obligations that require continued retention. The old policy’s indefinite comment retention is not a contest-entry rule.

8. Privacy questions and requests

To raise a question about information you submitted, use the contact details on our Contact Us page. You may ask about access, correction, deletion, or withdrawing newsletter consent. Requests may require identity verification and may be subject to applicable legal or recordkeeping obligations.

Owner review: Designate a privacy contact and confirm the request process, response timelines, and applicable rights before adopting this section. The general contact page is not a confirmed dedicated privacy-request service.

9. Legacy WordPress features and policy updates

The existing WordPress policy also describes comments, Gravatar, uploaded media, registered accounts, password resets, and spam detection. These descriptions have not been carried over as confirmed features of the new site.

Owner review: Confirm whether any of these features remain available on the connected WordPress site and include relevant disclosures. Complete the review, obtain appropriate privacy/legal advice, and add an effective date and policy-update process before removing the draft notice.