Privacy Policy

Effective date: October 21, 2026

Bombyhead is a pageant management platform operated by Bombyhead, a Wyoming corporation ("Bombyhead", "we", "us", or "our"). Pageant directors use it to run registration, payments, photo collection, judging, scoring, photo contests, and People's Choice voting. This policy explains what information we collect, how we use it, who can see it, and the choices you have.

It applies to everyone who uses bombyhead.com and its related tools, including directors, contestants, parents and guardians, photo-contest entrants, judges and tabulators, voters, and visitors. It should be read with our Terms of Service.

The short version

• We collect what you give us to run a pageant, plus basic technical information from your visit.
• The director of a pageant can see the information submitted to that pageant, including its contestants and the people who voted in it.
• Contestant names, photos, and results may be shown publicly on pageant pages.
• Payments are handled by Stripe or Square. We never see or store your card number.
• We do not sell your personal information.
• We use the Meta pixel to measure and run our own ads on Facebook and Instagram. It records which of our pages a browser visits, not what you type into our forms.
• You can unsubscribe from our marketing email at any time and ask us to correct or delete your information.

1. Information we collect

Directors

Your name, email address, and password; the details of the pageants you create (names, dates, divisions, fees, descriptions, logos, and documents); the names and email addresses of judges, tabulators, and other staff you add; and information about the payment account you connect.

Contestants, parents, and guardians

When you register for a pageant, the director decides which information the form asks for. It may include the contestant's name, birth date, division, mailing address, phone number, biography, answers to the director's questions, photos and files, the names of anyone helping (such as a photographer or coach), and a parent's or guardian's name and email address. We also keep a record of what was purchased and paid.

Photo-contest entrants

Name, email address, phone number, age, city, state, the photos entered, and, for minors, a parent's or guardian's name, email address, and consent.

People's Choice voters

When you vote, we receive your name, email address, and phone number from the checkout, along with the contestant you voted for, the number of votes, the amount, and the time. Your card details go to the payment processor and never to us.

Director of the Year voters and nominees

When you vote in or nominate someone for Director of the Year, we collect your name and email address, the choices you make, your answers to any ballot questions, and technical information such as your IP address, which we use to prevent duplicate or fraudulent voting.

Program ad sponsors

When you buy a program ad through a sponsor link, we collect your name, business name if you give one, email address, any note you write, and the ad file you upload. The pageant director receives all of it to review and print your ad, and a contestant you sponsor sees your name or business and your note. Your card details go to the payment processor and never to us.

People invited to work a pageant

When a director invites you to judge, emcee, photograph or do hair and makeup for their pageant, they give us your name and email address so we can send the invitation, and we record whether you answer yes or no. Your own contact details are shared with the director only if they choose you, and the director's with you. If you decline because of a conflict of interest, we remember that so we don't suggest you for that pageant again.

If you apply through a director's Gig Board link, or add a pro profile, we keep that profile: what you do, your city, state and ZIP code, how far you'll travel, your experience, systems and titles, your bio and website, and your phone number. A director you apply to sees your name, city, state and experience; your phone and email go to them only if they choose you. If you let other directors find you, they may be shown the same profile lines, never your phone, ZIP code or email. You can change your profile, hide it, or ask us to delete it at any time.

Everyone who visits

Our servers record standard technical information: IP address, browser type, device, pages visited, the page that referred you, and the time of your visit. If you arrive through a link that carries a referral code, we record it so we know how people found us.

2. How we use information

• To run the service: registration, payments, judging, scoring, voting, results, and photo storage.
• To send messages related to your account and your pageant, such as confirmations, receipts, reminders, password help, and results.
• To keep contests fair, including detecting and preventing duplicate, fraudulent, or abusive voting.
• To understand how the service is used and to improve it, usually in aggregate.
• To send occasional news and offers from Bombyhead. Every marketing email includes an unsubscribe link.
• To comply with the law and to protect the rights and safety of our users and of Bombyhead.

3. What is shown publicly

Pageants are public events, and some information is shown on public pages by design:

• Contestants: name, division, photos, and any biography or profile the director chooses to display on registration, voting, or results pages and on a pageant's website.
• Results: titles, placements, and People's Choice rankings. Public leaderboards show rank only; we do not publish vote counts or dollar amounts for individual contestants.
• Photo contests: entered photos and the entrant's name, and results once published.
• Directors: your name and pageant details as they appear on your pageant pages.

Voters' names, email addresses, and phone numbers are never shown publicly.

4. How we share information

With the pageant director

The director of a pageant, and the staff that director authorizes, can see the information submitted to that pageant. That includes contestant registrations and photos, judges' scores, and, for People's Choice, the name, email address, and phone number of each person who voted in that pageant. Directors are independent of Bombyhead. Under our Terms of Service they may use this information only to run their pageant, and they must handle it in line with applicable law. One director cannot search or see another director's contestants or voters.

Director of the Year is different: that contest is run by Bombyhead, and we do not share voters' email addresses or identities with the directors they voted for.

With service providers

We use companies that process information on our behalf and only for the purpose of providing their service to us:

• Stripe and Square for payments, including payments to a director's own connected account;
• Postmark and Amazon Web Services for sending email and storing photos and files;
• our cloud hosting provider, whose servers hold the service's data in the United States;
• Google Analytics for aggregate website statistics (see section 8);
• Meta (Facebook and Instagram), through the Meta pixel, to measure and target our own advertising (see section 8);
• Anthropic (Claude), an AI model provider, for Pageant Prep (see section 10): a practice interview answer and its question; the facts a family types into the Bio & Intro Builder; and, in Photo Coach, only the photos the family chooses to have reviewed. Email addresses, phone numbers and street addresses are removed from text first, and we don't send names or email addresses with photos. Only when the contestant is an adult or a parent or guardian has turned it on.

With Dempsi, our text-alert service

People's Choice ranking alerts are sent through Dempsi, a voting and text-alert service also operated by Bombyhead. When you vote, your first name, phone number, and email address are shared with it so it can send the alerts described in section 7.

For legal reasons

We may disclose information if we believe in good faith that it is required by law, subpoena, or other legal process, or is needed to protect the safety of any person, to address fraud or security problems, or to protect the rights of our users or of Bombyhead.

If the business changes hands

If Bombyhead is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction and would remain subject to this policy's protections.

5. We do not sell your information

We do not sell personal information. The one exception to keeping visit data in-house is the Meta pixel described in section 8: Meta receives a record of which of our pages a browser visited, which it uses to show and measure Bombyhead's ads and, under its own terms, to run its advertising systems. We never give Meta names, email addresses, birthdays, or anything else typed into a form.

6. Email

Account and pageant email, such as receipts, registration confirmations, password help, and results, is part of the service, and you will receive it while you use Bombyhead. Marketing email from Bombyhead always includes an unsubscribe link, and we honor unsubscribe requests promptly.

7. Text messages

If you vote in a People's Choice contest, you may receive text messages about how the contestant you supported is doing, such as a change in rank. Message frequency varies with the contest, and message and data rates may apply. Reply STOP to any message to stop receiving them.

8. Cookies and browser storage

We use a session cookie to keep you signed in, and we store a few items in your browser's local storage to remember your email address, the pageant you were working on, judging work in progress, and similar conveniences. These are needed for the service to work. We also store a random device identifier, which contains no personal information, so we can count how many people use tools such as the Ad Maker without asking anyone to sign in.

Some public pages use Google Analytics, which sets its own cookies to measure traffic. You can block these cookies in your browser settings or use Google's opt-out tool without affecting how Bombyhead works.

Our pages also load the Meta pixel, a small script from Meta (the company behind Facebook and Instagram) that sets advertising cookies. It tells Meta which pages a browser visited and when someone creates an account or a pageant, so we can show our ads to people who have visited, leave out people who already use Bombyhead, and see whether our ads work. We have turned off its automatic collection of form fields and button text. You can block it with your browser's cookie or tracking settings or an ad blocker without affecting how Bombyhead works, and you can control the ads Meta shows you in your Facebook ad preferences. Meta's privacy policy applies to what it receives.

Some pages include videos hosted on YouTube. Nothing is loaded from YouTube until you press play; the video then plays in YouTube's privacy-enhanced player, and YouTube's own privacy policy applies to it.

9. Photos and data retention

We keep account and pageant records while your account is active and afterward as needed for past pageant records, payments, taxes, disputes, and fraud prevention. Photos used in a pageant are kept indefinitely so that past results remain complete. Photos that are never used are handled as described in section 11 of our Terms of Service, including at least 30 days' notice before any deletion.

10. Children

Many pageant contestants are minors. Accounts are created by adults, and information about a contestant under 18 is submitted by the contestant's parent or guardian, or by a director on the family's behalf. We do not knowingly allow a child under 13 to create an account or submit personal information directly.

When a contestant registered for a pageant is under 18, a parent or legal guardian gives consent on the registration form. We record the guardian's name, their relationship to the contestant, and when and from where the consent was given.

Pageant Prep. Bombyhead's Pageant Prep tools help contestants practice. Its AI practice feedback (for example, feedback on a practice interview answer) is used for a contestant under 18 only if a parent or guardian turns it on, separately from registration consent, and it can be turned off at any time by editing the registration. Practice answers are private to the family: directors do not see them. The answer is sent to our AI provider without the contestant's name to produce the feedback. Photo Coach looks at photos only for practical things (lighting, focus, framing, background, and for contestants 13 and older, expression and eye contact), never a contestant's face, body or looks; for children under 13 it comments on the technical points only. Practice answers, bios and photo reviews are saved so the family can come back to them, and a parent or guardian can ask us to delete them.

A parent or guardian may review, correct, or ask us to delete information about their child by writing to support@bombyhead.com. The Meta pixel (section 8) records page visits only; no information about a contestant is sent to Meta. If a photo or registration record belongs to a completed pageant, we may keep what is needed to keep that pageant's results intact, and we will remove it from public view on request.

11. How we protect information

All traffic to Bombyhead is encrypted in transit. Access to our servers and data is limited to the people who need it to run the service. Card numbers are handled by our payment processors and never touch our servers. No system is perfectly secure, however, and we cannot guarantee the security of information sent over the internet. Please use a password you do not use anywhere else. If we learn of a breach that affects your personal information, we will notify you as required by law.

12. Your choices and rights

• Access and correction: you can update most account and registration details yourself, or ask us to.
• Deletion: you can ask us to delete your account and personal information, subject to the records described in section 9.
• Marketing: use the unsubscribe link in any marketing email.
• Text messages: reply STOP.

Depending on the state you live in, you may have additional rights under state privacy law. We will honor those rights where they apply. To make a request, email support@bombyhead.com. We may need to confirm your identity before acting on it. We will not treat you differently for exercising your rights.

If your information was collected by a director for their pageant, you can also contact that director directly.

13. Where information is stored

Bombyhead is based in Kentucky and serves pageants in the United States. Information is stored and processed in the United States. If you use the service from outside the United States, your information will be transferred there.

14. Changes to this policy

We may update this policy from time to time. The current version is always posted on this page with its effective date. If we make a material change, we will notify account holders by email before it takes effect.

15. Contact

Questions or requests about privacy can be sent to support@bombyhead.com, or by mail to Bombyhead, 30 N Gould St Ste N, Sheridan, WY 82801.