BSDataFlow — Privacy Policy
Effective date: September 1, 2026
BSDataFlow is a web application for managing the flow of data related to bonsai shows, from display submission through curation, show setup, official judging, and people's choice voting. It is operated by the Pacific Bonsai Expo ("we," "us"). This policy describes what information the service collects and how it is used.
1. Information We Collect
Exhibitor submissions. When you submit a display, we collect the information you provide: your name and contact information, and display details such as species, descriptions, and images.
Judging data. For designated judges, we collect the judge's name, the personal scoring link assigned to them, and the scores and comments they submit.
People's choice votes. When an attendee casts a people's choice vote, we record the vote. The service stores a marker in your browser (see Section 4) to record that you have voted; votes are not linked to your name or contact information.
Technical data. Our server keeps standard logs (IP address, browser type, pages requested, timestamps) for operation and troubleshooting.
2. How We Use Information
We use the information above solely to operate the show: reviewing and curating submissions, planning setup, producing show materials and display pages, conducting judging, tallying people's choice votes, and publishing results. We do not sell personal information, use it for advertising, or share it with third parties except as described in this policy.
3. What We Publish and Share
Display information (exhibitor name, species, descriptions, images) may appear on public display pages, in printed show materials, and in published results. Aggregated scores and vote tallies may be published and shared with participants and the public. Judges' individual scores are shared with show organizers; show summary scores and individual judge’s partial scores are released pseudonymously.
4. Cookies and Local Storage
The service uses cookies and/or browser local storage for functional purposes only: keeping track of scoring progress for judges and recording whether a device has cast a people's choice vote. We do not use advertising or third-party analytics cookies.
5. Google User Data
The service can export show data (such as submission lists, judging results, and vote tallies) to Google Sheets in the operator's Google account, using Google's APIs with the operator's authorization.
What we access: the Google Sheets spreadsheet(s) designated for the show's data, under the Google account that authorizes the connection.
How we use it: solely to write show data to those spreadsheets so organizers can review and archive results. This is a one-way export; the service does not read unrelated files or data from the connected Google account.
Who it is shared with: no Google user data is transferred to any third party, used for advertising, or sold.
BSDataFlow's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
6. Where Data Is Stored and How It Is Secured
Show data is stored on a self-hosted server operated by us. Access to administrative functions and judging is restricted by unique links and/or credentials. Google account access tokens are stored only as needed to perform exports and are not shared. No system is perfectly secure, but we limit collection to what the show requires and restrict access to organizers who need it.
7. Retention
Show data is retained for the purpose of running the show and maintaining show records. "Submission contact information, results and display records may be retained as part of the club's archives. You may request deletion of your personal information by contacting us (Section 10).
8. Children
The service is not directed at children under 13, and we do not knowingly collect personal information from them.
9. Changes to This Policy
We may update this policy from time to time. The current version will be posted at this page with its effective date.
10. Contact
Questions or requests regarding your information: BSDataFlow@gmail.com