Data-Sharing Agreement with SelassieFest

Status: Proposed internal policy. It will be formally adopted with the board's policy vote, which is required before the first class.

Why this exists

Ras Tafari Inc. runs the Rainbow DJ Lab. Ras Tafari Inc. also produces SelassieFest, Chicago's roots reggae and cultural festival. Because one organization runs both, families deserve a clear, written rule that information given to the Lab stays with the Lab. SelassieFest makes its own decisions about its lineup, and Lab performers reach it only by event audience vote (see section 3a).

SelassieFest and the Lab are not separate companies, so this is not a contract between two parties. It is an internal policy that binds Ras Tafari Inc., its officers, staff and volunteers. It is written below as the agreement text.

Agreement text

Between: the Rainbow DJ Lab program and the SelassieFest program, both operated by Ras Tafari Inc., 1401 E. 71st St., Chicago, IL 60619.

1. Definitions

1. Lab Data means any information collected by or for the Rainbow DJ Lab about a child or family, including: names, ages, contact details, emergency contacts, medical and allergy information, authorized-pickup lists, consents, sign-in and sign-out records, class activity, Passport stamps, coach notes, recordings made on listen-back days, and registration records.
2. SelassieFest means the SelassieFest festival and any of its mailing lists, ticketing, vendor, sponsor, volunteer, marketing or fundraising activities.
3. Opt-In means a separate, specific and voluntary yes, given by a parent or guardian in writing, that is not bundled with Lab registration or any other consent.

2. Commitments

1. No marketing use. Lab Data is never used to market SelassieFest, sell SelassieFest tickets, recruit SelassieFest volunteers, or ask for donations to SelassieFest.
2. No sharing. Lab Data is never copied, exported, transferred or made available to SelassieFest, its staff, volunteers, vendors, sponsors or service providers. The only exception is the audience-vote winner details in section 3a. Lab roster, contact and attendance data are never shared with SelassieFest.
3. No list merging. Lab contact lists are never combined with SelassieFest mailing lists, ticket buyer lists or any other list.
4. Separate systems. Lab Data is stored only in the Lab's own systems, with access limited to Lab coaches and the officers responsible for the Lab.
5. No images. No photo, video or audio of a Lab child is used in SelassieFest promotion. This includes listen-back recordings and the Rainbow Showcase.
6. Lab participation is never conditioned on any family's involvement with SelassieFest.

3. Cross-promotion only by separate Opt-In

1. A family may choose to hear about SelassieFest only through a separate Opt-In.
2. The Opt-In is never pre-checked, never required, and never a condition of enrollment or any Lab opportunity.
3. A family that opts in gives SelassieFest only the email address they choose to provide for that purpose, in a form the family fills out themselves. No other Lab Data goes with it.
4. A family can withdraw the Opt-In at any time by contacting Stephen Henry. Withdrawal takes effect within 5 business days.
5. Children are never asked to opt in. Only a parent or guardian can.

3a. Audience-vote winners

Lab performers are chosen to perform at SelassieFest by event audience vote only, under the conflict of interest policy, section 9:

1. Performing is optional. A child is on a ballot only with a parent or guardian's written consent, given before the vote is announced.
2. The votes are counted by a person or group with no interest in the result, such as Chicago Park District staff or an outside party named in advance. Each person gets one vote, and the method is announced before voting opens. Lab trainers, Ras Tafari Inc. staff and Q-Ality Sound have no role in counting.
3. Ballots show first name and last initial only: no photos, ages, schools or contact details.
4. For a winner, SelassieFest receives only: the child's first name and last initial, the performance details (such as date, time and set length), and the guardian's consent. Nothing else.
5. SelassieFest contacts the family only through the Lab, unless the guardian chooses to give SelassieFest their own contact details.
6. The results, vote counts and the counter's name are recorded and kept with the Lab records.

General announcements that anyone can see, such as a public flyer or website post about SelassieFest, are not use of Lab Data and are not covered by this agreement.

4. Shared staff

Some Ras Tafari Inc. officers or volunteers may work on both programs. When they do, they may use Lab Data only for Lab purposes. Every person with access to Lab Data signs an acknowledgment of this agreement before getting access.

5. Exceptions

Lab Data may be disclosed only:

• to emergency responders, DCFS or law enforcement when needed to protect a child or as required by law;
• to the Lab's own service providers, only to run the Lab, as listed in the privacy policy;
• with the parent or guardian's specific written permission for a specific disclosure.

None of these exceptions allow use for SelassieFest. The only Lab information SelassieFest ever receives is the audience-vote winner details in section 3a.

6. Breach

Any use or sharing of Lab Data in violation of this agreement:

1. is treated as a privacy incident; affected families are told without unreasonable delay;
2. is reported to the Ras Tafari Inc. board and handled under the enforcement and self-accountability commitments;
3. is counted, without names, in the community accountability report;
4. leads to deletion of the misused data from SelassieFest systems, confirmed in writing.

7. Review

This agreement is reviewed each year as part of the annual safety review. Any change that weakens it requires a board vote and 30 days' public notice on this page before it takes effect. A change can never apply to data collected under an earlier, stronger version without the family's consent.

8. Signatures

To be signed by the President on behalf of the Lab program and recorded in the board minutes when adopted. This page will show the adoption date.

Questions

Contact Stephen Henry, President: 872-255-9333 or stephen@selassiefest.com. See also the privacy policy.