Privacy Policy
Wisconsin Youth Symphony Orchestras (WYSO)
Last Updated: June 2026
Quick reference
- Want to opt your child out of photos and media? See Section 6 — submit an Opt-Out Media Release Form to wyso@wysomusic.org.
- Want to unsubscribe from emails? Use the unsubscribe link in any message, or email wyso@wysomusic.org.
- Questions about your data or a correction request? Email wyso@wysomusic.org.
1. Introduction
WYSO is a community of families, musicians, and supporters. We collect personal information because we need it to run our programs — not because we want more data than necessary.
This policy explains what we collect, how we use it, and your rights. It applies to our website (wysomusic.org), online registration and application forms, email communications, and program activities. It does not apply to third-party websites we may link to.
By using our website or registering for WYSO programs, you agree to the practices described here. We may update this policy periodically; continued use after changes are posted constitutes acceptance.
2. Information We Collect
We collect personal information in the categories below, depending on your relationship with WYSO. Not every category applies to every person.
| Category | What’s included |
|---|---|
| Contact & identity | Name (legal, preferred, and maiden name for alumni), mailing address, phone number, email address |
| Family & household | Household income, number of dependents, languages spoken at home — collected during member registration for scholarship and financial assistance eligibility only |
| Student program info | Instrument, orchestra and ensemble assignment, school, grade level, biography, photograph, WYSO participation history, and audition details |
| Health & medical (sensitive) | Allergies, current medications, medical history, authorization for first aid and emergency treatment, and information relevant to individual student needs (such as IEPs). Access is limited to authorized staff. |
| Emergency contacts | Name, relationship to student, and phone number for each member’s designated emergency contact |
| Donor & transaction info | Name, billing address, email, and donation or purchase details. Payment card data is handled by Qgiv (donations/tickets) or WooCommerce (store) and is not stored by WYSO. |
| Communications preferences | Newsletter and email update preferences, collected when you sign up for WYSO communications |
| Website usage | IP address, browser type, and pages visited — collected automatically. See Section 5 for details. |
3. How We Use Your Information
We use the information we collect to:
- Administer student memberships, program enrollment, and auditions
- Communicate with members and families about rehearsals, concerts, and program updates
- Ensure the health and safety of students during WYSO activities
- Process tuition, donations, and store purchases
- Determine scholarship and financial assistance eligibility
- Produce promotional materials, grant applications, and fundraising communications consistent with the Media Release signed during registration
- Maintain alumni relationships and support fundraising where alumni have opted in
- Send newsletters and event updates to subscribers
- Operate and improve our website
- Comply with legal obligations
We do not sell personal information or use it for targeted advertising.
4. How We Share Your Information
We do not sell or rent personal information. We share it only in these circumstances:
Service providers — We use third-party vendors to operate our programs and website:
- Bloomerang — donor and member CRM (customer records management) system
- JotForm — auditions registration and payment processing
- Qgiv — online donations and event ticketing
- Google Workspace — email, document management, and alumni form hosting
- WooCommerce — WYSO Store
- Active Network, LLC (ActiveNet) — recreation and membership management platform
- Email marketing platform — newsletter and communications delivery
All vendors are contractually required to keep information confidential and use it only for services they provide to WYSO.
Media and promotional use — Subject to the Media Release signed during registration, student names, photographs, and recordings may be shared with authorized media organizations to promote WYSO’s programs. This content is not used for direct commercial gain. See Section 6 for opt-out details.
Emergency situations — Health and contact information may be shared with emergency medical providers when necessary to protect a student’s safety.
Legal requirements — We may disclose information when required by law or to protect the rights, property, or safety of WYSO, its members, or others.
5. Cookies and Website Tracking
Our website uses cookies and third-party tracking tools. You can configure your browser to refuse cookies, though some features (including the store) may not function properly.
| Tool | Provider | Purpose | Data Sent To | Type |
|---|---|---|---|---|
| Google Tag Manager (GTM-NPW2PPZ) | Google LLC | Tag delivery container — loads and manages other tracking tools on the site | Google LLC | Infrastructure |
| Bloomerang Website Visitor Tracker | Bloomerang, LLC | Logs website visits; may match your visit to existing records in WYSO’s donor/member database | Bloomerang, LLC | CRM / Tracking |
| Jetpack / WP.com Stats | Automattic, Inc. | Website traffic analytics and page view tracking | Automattic | Analytics |
Additional functional cookies on the site (WooCommerce cart, Google Forms, Font Awesome CDN, WordPress core) are listed below for completeness.
| Tool | Provider | Purpose | Data Sent To | Type |
|---|---|---|---|---|
| WooCommerce Session & Cart Cookies | Automattic / WooCommerce | Maintains shopping cart state for the WYSO Store | WYSO server (local) | Functional |
| Google Forms (Alumni Form) | Google LLC | Hosts and stores alumni contact form submissions in WYSO’s Google Workspace | Google LLC | Functional |
| Font Awesome CDN | Fonticons, Inc. | Delivers icon assets; CDN may request data | Fonticons, Inc. | CDN |
| WordPress Core Cookies | Automattic / WordPress | Manages authenticated sessions and admin preferences | WYSO server (local) | Functional |
6. Children’s Privacy and Media Opt-Out
WYSO’s programs serve minors. Student registration is completed by a parent or legal guardian on the student’s behalf. We do not knowingly collect personal information directly from children under 13 without verified parental consent.
When we post student photographs or recordings online, we do so under the Media Release signed during registration, consistent with COPPA requirements.
To opt your child out of WYSO’s promotional and media use at any time, email wyso@wysomusic.org to request an Opt-Out Media Release Form. Opt-outs take effect from the date the completed form is received.
7. Your Choices
Access and correction — Email wyso@wysomusic.org to request access to or correction of personal information we hold about you or your child.
Email unsubscribe — Use the unsubscribe link in any marketing email, or email wyso@wysomusic.org. We may still send program-related communications necessary for your child’s participation.
California residents — California Civil Code § 1798.83 permits California residents to request information about disclosures to third parties for direct marketing purposes. Contact wyso@wysomusic.org.
8. Security and Retention
We implement reasonable safeguards to protect personal information, including access controls, secure transmission protocols, and contractual requirements for our vendors. No system is completely secure; if you have concerns, contact wyso@wysomusic.org.
We retain personal information for as long as necessary to fulfill the purposes described in this policy, to comply with applicable legal obligations, and to resolve any disputes or enforce our agreements. Retention periods vary by record type and are determined by WYSO’s internal records retention schedule. When personal information is no longer needed, we dispose of it in a secure manner. You may request deletion of your information by contacting wyso@wysomusic.org, subject to our legal and operational retention obligations.
9. Changes and Contact
We may update this policy periodically. Material changes will be posted on our website with an updated effective date.
Questions? Contact us:
Wisconsin Youth Symphony Orchestras
1118 E. Washington Ave., Madison, WI 53703
608-733-6283 | wyso@wysomusic.org