Privacy Policy

1. Who we are and what this policy covers

The Play District LLC operates The Play District website and is responsible for the information practices described in this policy. Our mailing address is 1037 Truman St, Kimberly, WI 54136. Privacy questions and requests may be sent to Support@PlayDistrictWI.com.

This policy currently covers the public website, interest form, newsletter form, and the related contact and email systems. It does not yet govern future online booking, payments, memberships, waivers, family accounts, or on-site visit records. Before those services collect information, this policy and any service-specific notices will be updated.

This policy describes the information practices used when live website forms are enabled. A form displays a success message only after the CRM confirms that the submission was stored.

2. Information you provide

The interest form requires a parent or guardian name and email address. It may also collect a phone number, estimated number of children, general child age ranges, and interests such as open play, classes, memberships, parties, or events. These additional fields are optional.

The newsletter form requires a first name and email address. If you choose to expand the optional family questions, it may also collect a full name, phone number, estimated number of children, general age ranges, and interests.

Please do not enter children’s names, exact birth dates, home addresses, health information, payment information, account passwords, government identifiers, or other sensitive information in these forms. General age ranges are enough for the current planning purpose.

3. Submission, consent, and communication records

For each submission, we record the form type, submission source, a unique submission identifier, the information submitted, and the date and time received by our CRM. We also record whether the required website agreement was accepted, whether the submitter confirmed being at least 18, and the versions of the Website Terms, Privacy Policy, and form notice presented at submission.

If you affirmatively request marketing email, we record the consent notice version, consent status, confirmation status, and later changes such as unsubscribe, suppression, or delivery failure. We may also record email delivery events such as accepted, delivered, opened, clicked, deferred, bounced, blocked, spam complaint, or unsubscribe when our email provider reports them.

If our team follows up, the CRM may contain communication history and staff notes needed to respond to the request and manage the relationship. A phone number is contact information only and does not authorize marketing text messages or automated calls.

4. Technical information and cookies

Our website and hosting providers may automatically process technical information needed to deliver and secure the site, including IP address, browser and device information, requested pages, request time, referring page, and diagnostic or security events. We use this information to operate the website, detect abuse, troubleshoot errors, and protect the service.

After a valid form submission, a short-lived functional cookie tells the thank-you page which form was used and whether storage was confirmed. It expires after approximately 30 minutes and does not contain the submitted name, email, phone number, or family answers.

The current build does not include advertising pixels, cross-site behavioral advertising, or third-party analytics. If analytics, advertising, or additional cookies are introduced, we will update this policy and add any notice or choice required before using them.

If we feature a public Facebook post on the homepage or What’s Coming page, that page may automatically load the post from Meta Platforms. When it loads, Meta may receive information such as your IP address, browser and device details, the page you visited, and cookies or similar identifiers, even if you do not click the post. Meta handles that information under its own privacy policy. A direct link to the post will remain available if the embedded version does not load.

5. How we use information

We use interest-form information to respond to the family’s request, understand community interest, plan age-appropriate offerings, estimate demand, improve launch planning, and maintain an accurate contact record. Optional family information helps us understand aggregate demand by family size, age range, and activity interest.

We use submission and agreement records to process requests, prevent duplicate records, troubleshoot delivery, document the notices and choices presented, protect the forms from abuse, and meet legal or recordkeeping obligations.

When enabled, an interest submission may receive a confirmation related to that request. Marketing newsletters are sent only when the person separately requests them. We do not treat acceptance of the Website Terms, submission of an interest form, or provision of a phone number as marketing-email or SMS permission.

6. Email choices

Newsletter requests use a double opt-in process. The requested subscription remains pending until the recipient uses the confirmation link sent to the submitted email address. Until that confirmation occurs, the address is not treated as an active marketing subscriber.

Marketing emails will identify The Play District, include our mailing address, and provide an unsubscribe method. Unsubscribe and suppression requests are honored for future marketing messages. We may retain a limited suppression record so that an address is not added back accidentally.

Marketing choices do not prevent us from sending a requested response, security notice, purchase receipt, booking update, or other message whose primary purpose is transactional or related to an existing service. Those services are not yet part of the public website forms.

7. When information is shared

Authorized owners, managers, staff, and contractors may access information when needed to operate The Play District, respond to requests, administer the website or CRM, or support the email system. Access should be limited to the work each person is authorized to perform.

Railway is used to host the website, application, and PostgreSQL database. Brevo is used for email delivery and newsletter subscription management. AIDO Engine develops and administers the website and platform for The Play District. These providers process information on behalf of The Play District subject to their services, security practices, and applicable agreements.

Meta Platforms supplies the optional featured Facebook post shown on our site. Loading that post connects your browser directly to Meta. Our CRM stores only the selected public post URL; it does not send interest or newsletter form answers to Meta for this feature.

We may disclose information when reasonably necessary to comply with law or legal process, investigate fraud or abuse, protect the safety and rights of people or the service, or complete a business reorganization or transfer subject to appropriate protections. We do not sell personal information or share it for cross-context behavioral advertising.

8. Retention and deletion

Lead records are kept while we are responding to interest, preparing for opening, or maintaining an active relationship. Leads that do not become customers will be reviewed and deleted or de-identified after 24 months without a meaningful interaction, unless a longer period is reasonably needed for a legal obligation, dispute, security investigation, or documented business record.

Marketing consent, unsubscribe, complaint, and suppression records may be retained after other contact data is deleted when needed to document and honor the person’s communication choice. Technical logs and temporary cookies are retained according to operational and provider settings and only as long as reasonably needed for security, troubleshooting, and service operation.

Deletion from an active system may not immediately remove information from securely maintained backups. Backup copies are isolated from ordinary use and expire or are overwritten under the applicable backup schedule.

9. Your choices and requests

You may leave optional family questions unanswered. You may unsubscribe from marketing through the link in an email or contact us to change your communication preference. Treating an unchecked marketing box as no new permission does not cancel permission previously given; use the unsubscribe method or contact us to withdraw an existing subscription.

You may contact Support@PlayDistrictWI.com to ask whether we maintain information about you, request access, correction, or deletion, or ask a question about our practices. We may need to verify your identity and authority before fulfilling a request. Some information may be retained when reasonably necessary to protect the service, honor an opt-out, complete a transaction, comply with law, or establish or defend legal claims.

Privacy rights vary by location. We will respond to verified requests as required by applicable law and will not discriminate against a person for exercising an applicable privacy right.

10. Security and incident response

We use administrative, technical, and organizational safeguards appropriate to the information involved. Planned controls include encrypted network connections, authenticated staff access, role-based permissions, restricted production credentials, service-provider access controls, database backups, and logging used to investigate operational or security issues.

No internet transmission or storage system can be guaranteed completely secure. If we discover unauthorized access to information, we will investigate, contain the issue, and provide notices required by applicable law.

11. Parents, guardians, and children

The public forms are intended for parents, guardians, and other adults age 18 or older. They ask adults about general family interests; they are not designed for children to create accounts or submit personal information. Children should not use the forms, and adults should not enter a child’s name, contact information, exact birth date, photo, voice recording, or precise location.

If we learn that personal information was submitted directly by a child under 13 through these forms, we will investigate and delete it as appropriate. Contact Support@PlayDistrictWI.com if you believe this has occurred. Future child profiles, family accounts, photos, waivers, or interactive child-facing services will require a separate privacy and legal review before launch.

12. Policy changes and contact

We may update this policy as the website and The Play District’s services develop. The version and preparation date appear near the top of this page. If a change would materially alter how previously collected information is used, we will provide additional notice or obtain permission when required before applying the new use.

For privacy questions or requests, contact The Play District LLC at Support@PlayDistrictWI.com or by mail at 1037 Truman St, Kimberly, WI 54136. Do not place sensitive personal information in an ordinary email or in the website’s interest and newsletter forms.