VivoCue Data Retention Policy
Effective Date: July 21, 2026 · Version 1.1
Vivorium Ventures, a Virginia corporation
This policy describes what information VivoCue retains, why it is retained, and when it is deleted. It applies in addition to the VivoCue End User License Agreement and Data Use Disclosure. Where this policy and that agreement address the same subject, they are intended to be read together.
1. Purpose
VivoCue is a production management platform for K-12, community, university, and professional performing arts organizations. Information is collected to operate production management features, to maintain a verified record of who participated in a production, and to meet legal and accounting obligations. Information is retained only for as long as reasonably necessary for those purposes.
2. Retention by category
Account and contact information.
Retained while the account is active. On account deletion, email address, contact information, and account credentials are deleted. Business need: to operate the account and communicate with the user.
Production records and verified credits.
Retained permanently as part of the production history. For participants 18 and older, the participant's name remains attached. For participants under 18, the name is permanently anonymized on account deletion or withdrawal of consent. Business need: the integrity of a verified credit record depends on its completeness, and a production record documents the participation of every person involved, not one individual.
Uploaded files.
Files not attached to a production are deleted on account deletion. Audition and internal casting images are stored separately from images approved for public program display and are deleted on account deletion or on request. Business need: to operate casting and production features.
Parent or guardian contact information.
Retained only as long as needed to provide notice, obtain consent, and maintain the record that consent was given. The mobile phone number is used only to deliver a one-time verification code. Business need: to obtain and verify parental consent.
Pre-consent information for participants under 13.
Where a participant under 13 has entered the audition process but consent is not yet complete, only the participant's name and the age tier needed to route the correct consent flow are held. The date of birth is not retained during this period. If consent is not completed within 30 days, the information is deleted.
Consent records.
The record that consent was given and, where applicable, later withdrawn, including any signed paper form, is retained as proof that consent was properly obtained. It is not used for any other purpose. Retention period: for as long as the associated production record is retained.
Billing and payment records.
Retained as required for tax, accounting, and legal compliance. Business need: statutory recordkeeping.
Aggregated and anonymized analytics.
Retained without a fixed deletion date. This information does not identify any individual.
3. Information collected from children under 13
Personal information collected from a participant under 13 is not retained indefinitely in identifiable form. It is deleted or permanently anonymized on account deletion, on withdrawal of parental consent, or when it is no longer reasonably necessary for the production management and verified credit purposes described above, whichever occurs first. Deletion is carried out using reasonable measures to protect against unauthorized access to or use of the information in connection with its deletion.
4. Deletion method
When information is deleted under this policy it is removed such that it is not maintained in retrievable form and cannot be retrieved in the normal course of business. Anonymization of a name within a production record is permanent and cannot be reversed.
5. Review
This policy is reviewed at least annually and updated when collection or retention practices change.
Contact: legal@vivorium.com · Vivorium Ventures, a Virginia corporation · 8401 Mayland Dr, STE A, Richmond, VA 23294