Privacy Policy

1. Introduction and Who We Are

Cedar City Children Museum respects the privacy of every family, teacher, volunteer and visitor who comes through the front desk or uses this website. The museum is operated with the support of the CedarKids developer team, which designs and maintains the digital tools used for booking, scheduling and visitor communication. CedarKids is named here because the team builds and looks after the systems that process the information described in this policy, and the team works under the direction of the museum on every question of privacy.

The museum is located at Cedar City Children Museum, 1102 E Ashdown Forest Rd, Cedar City - 84721-4456, United States (US). Throughout this policy the words we, us and our refer to Cedar City Children Museum, and the words you and your refer to a visitor, a parent, a guardian, a teacher, a volunteer or any other person who interacts with this website or with the museum floor. This policy explains what information we collect, why we collect it, how we handle it and what choices you have.

We have written this policy in plain language on purpose. Many privacy notices are long, dense and hard to follow, and a museum that serves children has a duty to be clear. If any part of this document is unclear, please write to note@cedarkids.buzz or call +12515215879 and a member of the front desk team will explain it in ordinary words. You do not need to read all eighteen sections to understand the basics, although we encourage you to do so, because every section describes a real routine that runs in the museum every week.

This policy covers the website at cedarkids.buzz, any booking or message sent through the contact form, and the records kept at the front desk for building table bays, story circle runs, field trip slot desks, exhibit care reviews, birthday room windows and volunteer orientations. It does not cover third party websites that we link to, and it does not cover services that a school or a party host may use independently outside the museum floor.

2. Scope of This Policy

This policy applies to information that we collect in the course of running the museum. That includes information gathered through this website, information given to the front desk in person or by telephone, information included in an email sent to note@cedarkids.buzz and information recorded during a booked visit such as a field trip or a birthday window.

Some activities are handled by partner organisations, such as a school that arranges a field trip through its own office or a community group that collects its own consent forms. In those cases the partner organisation controls the information it gathers and this policy does not apply to those separate records. We still follow the same care standards when we receive any part of that information for the purpose of running a visit.

This policy does not create rights for any person other than those described in the sections below, and it does not limit any right that you may hold under the privacy law of your home state or country. Where local law gives you stronger protection than this policy, the stronger protection applies.

3. Information We Collect

We collect only the information we need to answer a question, confirm a booking, keep the floor safe and maintain the records that a museum is expected to hold. The categories below describe what we gather in practice.

Information you give us directly

• Your name and the name of any child in your care, when you make a booking or a request.
• Your email address, so that we can confirm a slot or reply to a question.
• Your telephone number, when you ask us to call back or when a booking needs a quick confirmation.
• The content of a message you send through the contact form or by email.
• The preferred date, time and service for a booking, and the approximate number of children attending.
• Volunteer contact details, availability and the notes taken during a volunteer orientation session.

Information collected automatically

When you visit this website, our hosting provider records standard technical information such as the pages you request, the date and time of the request and a general description of the browser you use. This information is used to keep the site working and to spot errors. We do not use it to build a profile of you, and we do not combine it with the details of a booking.

Information from the front desk

The front desk keeps a handwritten or printed log of arrivals, departures, bay counts and exhibit care notes. These logs are operational records, not marketing records. They help us return a missing block, check that a tray is complete and confirm that a room was reset before the next family arrived.

4. Privacy for Children

The museum exists for children, so we take extra care with the information that concerns them. We do not ask a child to create an account, to submit a form or to give contact details. All booking and contact activity is handled by a parent, a guardian or a teacher who is responsible for the group.

We do not collect more information about a child than is needed to run a safe visit. In most cases that means only a first name and an age band, which helps a steward prepare the right materials for a building table bay or a story circle run. We never publish the name or the photograph of a child without the written permission of a parent or guardian.

If a parent or guardian believes that information about a child has reached us without consent, that parent or guardian should contact note@cedarkids.buzz immediately. We will locate the record, remove it where removal is appropriate, and confirm the action in writing. We do not sell information about children under any circumstance.

5. How We Use Information

We use the information we collect for a small number of clear purposes. Each purpose below is tied to a service that the museum actually provides, and no purpose is invented for convenience.

• To answer a question sent by email, telephone or the contact form.
• To confirm, change or cancel a booking for a building bay, a birthday window or a field trip slot.
• To prepare a floor for a visit, including the materials, the steward rota and the rotation order.
• To keep the museum safe, including incident notes and the exhibit care log.
• To schedule volunteer orientations and to record a volunteer shift and its hours.
• To meet legal, tax and insurance obligations that apply to the museum.
• To improve the museum floor, using general feedback rather than private details wherever that is possible.

We do not use information for advertising, we do not sell information to data brokers, and we do not use booking details to assemble a profile of a family for commercial purposes. The museum is a place of play, and the records we hold exist to run that play safely.

6. Our Legal Basis for Processing

In the states and countries where a legal basis is required, we process information on the following grounds. First, we process information to perform a booking or a service that you have asked for, such as a field trip slot or a birthday window. Second, we process information to comply with a legal obligation, such as a tax record or a safety report. Third, we process information for our legitimate interest in operating a safe and well run museum, and we weigh that interest against your privacy every time we design a routine.

Where consent is the appropriate basis, for example for a photograph of a child or for a marketing message, we ask for that consent separately and we record it. Consent can be withdrawn at any time by writing to note@cedarkids.buzz, and withdrawal does not affect any processing that already took place on the basis of the earlier consent.

7. How We Share Information

We share information only when we must, and only with parties who have a genuine role in running the museum. The categories below describe those parties and the reason for each sharing arrangement.

• Our hosting provider, which stores the website and the technical logs described above.
• Our email provider, which delivers messages sent to note@cedarkids.buzz and to the front desk.
• Our booking and scheduling tools, which hold the time, date and head count for a school or birthday visit.
• Professional advisers, such as our accountant or our insurer, when a record is needed for a legal or safety purpose.
• A school or a community group, when that organisation has arranged a visit and needs its own arrival details.
• A public authority, when a valid legal request requires disclosure and we have confirmed that the request is lawful.

Every provider that handles information for us is bound by a written agreement that limits use to our instructions and requires reasonable security. We do not allow any provider to use museum information for its own marketing. We do not sell, rent or trade personal information with anyone.

8. Cookies and Similar Technologies

This website is deliberately simple. It uses only the cookies and storage that are needed to make the pages work, such as a short term record that keeps a form usable and a preference that remembers whether a visitor has opened a menu. We do not run advertising cookies and we do not place tracking pixels on these pages.

Most browsers let you block or delete cookies through the settings menu. If you block the small number of cookies that this website uses, the pages will still load and the contact form will still work, because the form sends a message from your own email program rather than storing it on a server. You can also clear your browser history at any time without affecting a booking that has already been confirmed by the front desk.

9. How Long We Keep Information

We keep information only as long as we need it for the purpose it was collected. A question sent by email is kept for as long as it takes to answer and for a short period afterwards in case of a follow up. Booking records are held for the season in which the visit takes place and for the period required by our insurer and our accountant.

Exhibit care logs and incident notes are kept for a longer period because they form part of the museum safety record. Volunteer records are kept for as long as a volunteer remains active and for a short period after the last shift. When a record reaches the end of its retention period it is deleted or destroyed in a way that cannot be reconstructed.

If you ask us to delete a message or a booking note before its normal retention period ends, we will do so unless a legal or safety obligation requires us to keep it. In that case we will explain the obligation and the period during which the record must remain.

10. How We Protect Information

We protect information with ordinary, well maintained controls. Access to booking records is limited to the front desk team, the floor manager and the small number of staff who need the information to prepare a visit. Each account is protected by a strong password, and access is removed when a person leaves the team.

Paper records, such as a signed orientation sheet or a printed field trip map, are kept in a locked cabinet at the museum and are shredded when they are no longer needed. Digital records are held with a provider that applies encryption in transit and at rest. No system is perfect, so we review our controls each season and we train the floor team on what to do if a record is lost or seen by someone who should not have seen it.

If a security incident affects personal information, we will investigate quickly, take steps to reduce harm and notify affected people and the relevant authority where the law requires it. We will not hide an incident in order to protect the reputation of the museum.

11. Your Rights and Choices

You have a set of rights over the information we hold about you, and we will help you use them. Depending on where you live, those rights may include the right to know what information we hold, the right to receive a copy, the right to correct an error, the right to delete a record and the right to object to a particular use.

• The right to be told, in clear language, why we collect a piece of information.
• The right to see the information we hold about you and the information we hold about a child in your care.
• The right to correct a name, an email address, a telephone number or a booking detail.
• The right to ask for deletion of a record that is no longer needed.
• The right to ask us to stop sending a marketing message at any time.
• The right to complain to a privacy authority if you believe we have handled a record badly.

We will not treat you differently for exercising a right. A member of the front desk team will acknowledge a request within a few working days and will explain what we can do and how long it will take.

12. Access and Correction Requests

To ask for a copy of a record, write to note@cedarkids.buzz with the words access request in the subject line, or call +12515215879 and ask the front desk to log the request. Please include enough detail for us to locate the record, such as the name used at booking and the approximate date of the visit.

We take care to confirm identity before releasing a record, because a record about a child must not reach someone who is not entitled to see it. We may ask for a booking reference or for a short telephone check. Once identity is confirmed, we will provide a copy in a readable format, free of charge in ordinary cases.

To correct a record, send the correction in writing and describe the field that needs to change. We will update the record, keep a short note of the correction and confirm the change by email. If we cannot make a correction because a legal record must remain unchanged, we will explain the reason and record your disagreement alongside the record.

13. Email, Text and Marketing Messages

We send transactional messages to confirm a booking, to remind a family about a birthday window or to share the arrival details for a field trip. These messages are part of the service you requested and are sent to the email address or telephone number used at the time of booking.

We send occasional news about the museum only to people who have asked for it. Every news message includes a clear way to unsubscribe, and an unsubscribe request is honoured promptly without any further condition. We never pass an email address or a telephone number to an advertising network, and we never add a visitor to a news list merely because that visitor made a booking.

14. Third Party Services and Links

This website links to a small number of outside pages, such as a map service that helps a family find the museum at 1102 E Ashdown Forest Rd. When you follow an outside link, the privacy policy of that outside service applies. We do not control those services and we do not send them information about you automatically.

If you choose to use an outside payment service for a birthday window deposit, the payment details are handled by that service and are not stored on this website. We receive only the confirmation that a payment was made and the reference number that matches the booking. Please read the privacy notice of a payment service before you use it.

15. International Data Transfers

The museum is located in the United States, and the records described in this policy are kept in the United States. If you contact us from another country, your information will be transferred to the United States so that we can answer your question or confirm your booking. Privacy law in your country may differ from the law that applies here.

When we use a provider that processes information outside the United States, we require written commitments on security and on the limits of use. We choose providers that apply recognised safeguards for a cross border transfer, and we review those arrangements each season so that a change in a provider does not weaken the protection of your information.

16. Changes to This Policy

We review this policy each year and whenever a service changes in a way that affects privacy. When we make a material change, we update the date at the top of the page and we post a short note on the homepage so that a returning visitor can see what changed. We keep earlier versions on file so that a family can compare the wording if a question arises.

If a change affects a booking that is already confirmed, we will tell the person who made the booking by email before the change takes effect. Continuing to use this website after a change has been posted means that you accept the updated policy, and if you do not accept it you may contact the front desk to discuss any concern.

17. Complaints and Escalation

If you believe that we have mishandled your information, please tell us first so that we have a chance to put it right. Write to note@cedarkids.buzz with the word complaint in the subject line, or call +12515215879 and ask to speak to the floor manager. We will record the complaint, investigate it and reply in writing within a reasonable period.

If you are not satisfied with our reply, you may raise the matter with the privacy authority that governs the museum or with the authority in your own state or country. We will cooperate with a lawful investigation and we will not penalise anyone for making a complaint in good faith.

18. How to Reach Us

Questions about this policy, a booking record or a request to see or correct information can be sent to the front desk at any time. Please use the details below and we will reply as soon as the team can.

This policy was prepared with the support of the CedarKids developer team, which maintains the systems that store booking and message records. The museum remains responsible for the information described in every section above, and the front desk will answer any question about it in plain language.