1.0 Introduction

This Privacy Policy explains how personal information is collected, used, shared, stored, retained, and protected in connection with The Third Battle Community Naming Challenge and the website located at www.thethirdbattle.org.

The Third Battle Community Naming Challenge is administered by The Boulevard Collective in partnership with the Trenton Housing Authority.

For purposes of this Privacy Policy:

• “we,” “us,” and “our” refer to The Boulevard Collective, acting as administrator of the Website and Challenge in partnership with THA.
• “THA” means the Trenton Housing Authority.
• “Website” means www.thethirdbattle.org.
• “Challenge” means The Third Battle Community Naming Challenge.
• “Participant” means an eligible individual who submits a name, votes, signs up for updates, contacts us, or otherwise interacts with the Website or Challenge.
• “Youth Participant” means an eligible Participant who is at least thirteen (13) years old but under eighteen (18) years old.
• “Parent/Guardian” means a parent or legal guardian who authorizes a Youth Participant’s participation and provides adult contact information in connection with the Youth Participant’s Submission.
• “Community Partners” means approved organizations, businesses, institutions, or groups supporting outreach and promotion of the Challenge.
• “Service Providers” means approved companies or individuals that support Website hosting, forms, analytics, communications, voting, data storage, technical administration, or related Challenge operations.

By using the Website, submitting information, authorizing a Youth Participant’s Submission, voting, signing up for updates, or otherwise participating in the Challenge, you acknowledge the practices described in this Privacy Policy.

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2.0 Age Eligibility and Youth Participation

Individuals must be at least thirteen (13) years old to submit a name through the Challenge.

Individuals under thirteen (13) are not eligible to submit a name, vote, or otherwise participate in the Challenge.

Participants ages thirteen (13) through seventeen (17) may submit a name through a dedicated youth submission process that requires Parent/Guardian authorization and contact information.

Only individuals ages eighteen (18) and older are eligible to vote.

When a Youth Participant selects the 13–17 age range during submission, we will request:

• The Youth Participant’s first and last name
• The Parent/Guardian’s full name
• The Parent/Guardian’s email address
• The Parent/Guardian’s phone number
• Confirmation that the Parent/Guardian authorizes the Youth Participant’s participation
• Confirmation that the Parent/Guardian understands that an additional release will be required if the Youth Participant is selected as a potential Finalist

We do not request the Youth Participant’s email address, phone number, mailing address, or other personal contact information during the initial submission process.

The Parent/Guardian serves as the primary contact for the Youth Participant’s Submission.

If a Youth Participant is selected as a potential Finalist, the Parent/Guardian must complete a separate finalist participation release before the Youth Participant may advance as an official Finalist.

After that release is completed, we may request the Youth Participant’s email address for the limited purpose of coordinating Finalist materials, campaign participation, scheduling, and approved promotional activities.

Any filming, photography, interviewing, or storytelling involving a Youth Finalist will be coordinated with the Parent/Guardian and subject to applicable permissions and releases.

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3.0 What This Policy Covers

This Privacy Policy applies to information collected through:

• The Website
• The online name-submission form
• The public voting form or voting platform
• Parent/Guardian authorization connected to youth Submissions
• Finalist participation and release processes
• Optional future-project update signups available to eligible adults
• Community Partner interest forms
• Contact forms and email inquiries
• Campaign-related surveys and forms
• Website analytics and tracking tools
• Campaign administration and engagement activities connected to the Challenge

This Privacy Policy also explains how information may be used after the submission period ends, including during finalist selection, public voting, winner announcement, prize administration, campaign reporting, project documentation, storytelling, and future communications for adults who separately opt in.

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4.0 Information We Collect

We may collect personal information that you voluntarily provide when you use the Website or participate in the Challenge.

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Participants Ages 18 and Older

Information may include:

• First and last name
• Email address
• Phone number, if requested
• Mailing address, if needed for prize administration or verification
• Age eligibility confirmation
• Proposed destination name
• Written explanation, story, rationale, or meaning behind a submitted name
• Connection to Trenton or the surrounding community
• Voting information
• Future-project update preferences
• Information submitted through contact forms, email, surveys, or other campaign forms
• Finalist or Winner verification information
• Tax or prize-administration information when required

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Youth Participants Ages 13–17

At initial submission, we collect only:

• Youth Participant’s first and last name
• Proposed destination name
• Written explanation, story, rationale, or meaning behind the submitted name
• Connection to Trenton or the surrounding community

We do not request the Youth Participant’s email address, phone number, or mailing address during the initial submission process.

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Parents/Guardians

For a Youth Participant’s initial Submission, we collect:

• Parent/Guardian full name
• Parent/Guardian email address
• Parent/Guardian phone number
• Confirmation authorizing the Youth Participant’s participation
• Confirmation acknowledging that an additional release will be required if the Youth Participant is selected as a potential Finalist

If the Youth Participant advances as a potential Finalist, we may collect additional Parent/Guardian permissions, releases, and information reasonably necessary to coordinate Finalist participation and, if applicable, prize administration.

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Youth Finalists

After a Parent/Guardian has signed the required finalist participation release, we may additionally collect:

• Youth Finalist email address
• Information needed to coordinate approved campaign materials
• Scheduling information
• Information related to interviews, filming, photography, storytelling, or other approved Finalist participation

The Youth Finalist’s email address will be used only for Challenge-related Finalist communications and will not be used to enroll the Youth Finalist in newsletters, marketing communications, listservs, or future project outreach.

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Website and Technical Information

We may also collect limited technical and usage information automatically when you visit or interact with the Website, including:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Referring website or traffic source
• Date and time of visit
• Time spent on pages
• Click activity
• Form-interaction information
• General Website-usage information

This information helps us operate the Website, understand how it is used, improve the campaign experience, verify participation, protect the integrity of the Challenge, and measure outreach performance.

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5.0 Information We Do Not Intentionally Request

Participants should not submit sensitive personal information unless it is specifically requested for official Challenge administration.

Please do not submit information such as:

• Social Security numbers through the public submission or voting forms
• Driver’s license numbers
• Financial-account information
• Medical information
• Immigration status
• Passwords
• Information about another person without their authorization

If additional documentation is needed for prize administration, tax reporting, eligibility verification, identity verification, Parent/Guardian authorization, or required releases, that information will be requested separately and handled only for the required administrative purpose.

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6.0 How We Use Information

We may use information collected through the Website and Challenge to:

• Operate and administer the Challenge
• Receive and manage name Submissions
• Verify participant eligibility
• Review Submissions
• Identify and contact potential Finalists
• Communicate with Parents/Guardians regarding Youth Participants
• Obtain required permissions and releases
• Coordinate Finalist participation
• Manage public voting
• Verify votes
• Prevent duplicate, fraudulent, manipulated, or automated voting
• Communicate with adult Participants
• Respond to questions or inquiries
• Award and administer the prize
• Request required documentation from Finalists or Winners
• Announce Finalists and the Winner
• Share approved Finalist and winning Submissions publicly
• Coordinate approved interviews, filming, photography, and storytelling
• Develop campaign updates, reports, summaries, and engagement insights
• Improve the Website and participant experience
• Monitor campaign performance and outreach effectiveness
• Support community engagement connected to the North Trenton/Battle Monument Choice Neighborhood Plan
• Send future project updates to adults who separately opt in
• Maintain records for legal, administrative, reporting, archival, or compliance purposes
• Protect the rights, safety, security, and integrity of the Website and Challenge

We may also use submitted names, stories, explanations, and related materials for public-facing storytelling, campaign promotion, documentation, reporting, community engagement, project planning, and future communications related to the destination, consistent with the Official Rules, Terms & Conditions and any applicable releases.

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7.0 Youth Participant Information

Youth Participant information is collected and used differently from adult Participant information.

During initial submission:

• We collect the Youth Participant’s first and last name.
• We do not collect the Youth Participant’s email address, phone number, or mailing address.
• Parent/Guardian contact information is required.
• The Parent/Guardian serves as the contact for the Submission.

Youth Participant information will not be used to enroll a Youth Participant in:

• Newsletters
• Marketing lists
• Community event listservs
• Future outreach lists
• THA project-update lists

If a Youth Participant is not selected as a Finalist, we will not request additional personal contact information from the Youth Participant for Challenge participation.

If a Youth Participant is selected as a potential Finalist, we will first require a signed Parent/Guardian finalist participation release.

Only after that authorization may we request the Youth Participant’s email address for direct communications regarding:

• Finalist campaign materials
• Approved promotional materials
• Challenge scheduling
• Finalist participation
• Related administrative coordination

A Youth Finalist’s email address will not be used for unrelated marketing or future project communications.

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8.0 Name Submissions, Stories, and Public Sharing

If you submit a proposed name, story, explanation, or other content as part of the Challenge, that information may be reviewed by:

• THA
• The Boulevard Collective
• Approved project partners
• Service Providers
• Reviewers involved in submission evaluation or finalist selection

Submitted names and stories may be publicly used or shared if they are:

• Selected as Finalists
• Selected as the winning Submission
• Included in campaign materials
• Used for public reporting, storytelling, documentation, or community engagement

Public sharing may include:

• Finalist announcements
• Voting materials
• Website updates
• Social media posts
• Press materials
• Public presentations
• Community engagement reports
• Project documentation and storytelling
• Winner-announcement materials
• Future communications about the destination or related community-engagement efforts

For a Youth Participant, personally identifying information beyond what is authorized through the applicable Parent/Guardian release will not be intentionally used in public-facing promotional materials.

Personal contact information, including Parent/Guardian email addresses and phone numbers, Youth Finalist email addresses, mailing addresses, and tax information, will not ordinarily be shared publicly unless required by law, necessary for authorized prize administration, or shared with appropriate permission.

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9.0 Finalists, Filming, and Storytelling

If an adult Participant is selected as a potential Finalist, we may use the information provided to contact the Participant, verify eligibility, and coordinate participation.

If a Youth Participant is selected as a potential Finalist, initial communication will be directed to the Parent/Guardian.

Before a Youth Participant may advance as an official Finalist, the Parent/Guardian must complete the required finalist participation release.

After that release is completed, Finalists may be asked to:

• Share the story behind their submitted name
• Participate in public voting promotion
• Receive and share campaign materials
• Provide additional information for campaign materials
• Appear in public-facing Finalist announcements
• Participate in interviews
• Participate in photography or filming
• Participate in storytelling features, events, or social media content

For a Youth Finalist, filming, photography, interviews, scheduling, and other public-facing activities will be coordinated with the Parent/Guardian.

Additional releases may be required depending on the activity.

If a Participant is selected as the potential Winner, we may request additional information for identity verification, eligibility verification, prize administration, tax reporting, and required releases.

For a Youth Winner, required prize and legal documentation may be completed in coordination with the Parent/Guardian.

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10.0 Voting Information

Only individuals ages eighteen (18) and older are eligible to vote.

During the public voting period, we may collect information needed to administer voting, verify eligibility, reduce duplicate voting, prevent fraud, and protect the integrity of the Challenge.

This may include:

• Name
• Email address
• Confirmation that the voter is at least eighteen (18) years old
• Voting selection
• IP address
• Device or browser information
• Timestamp
• Other information reasonably needed to verify voting activity

Voting information will be used to administer the Challenge and identify eligible votes.

Votes that appear to be duplicate, automated, fraudulent, manipulated, incomplete, submitted by ineligible individuals, or otherwise inconsistent with the voting guidelines may be reviewed or removed.

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11.0 Optional Future Project Updates

The opportunity to receive future project communications is separate from Challenge entry and will be made available only to eligible adults.

Youth Participants will not be enrolled in future project communications through their participation in the Challenge.

During the adult voting process, eligible voters may be asked separately whether they would like to receive:

• Updates related to THA
• North Trenton/Battle Monument Choice Neighborhood Plan updates
• Information about the future community destination
• Project announcements
• Community meeting or event information
• Future engagement opportunities

The opt-in will be voluntary and will not be selected by default.

You are not required to opt in to future communications in order to vote.

If an eligible adult opts in, their contact information and communication preference may be shared with or transferred to THA or an approved communications provider for the stated purpose.

Adults may unsubscribe or opt out of future communications at any time by using an unsubscribe link, replying with an opt-out request, or contacting info@thethirdbattle.org.

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12.0 Community Partner Information

Organizations interested in becoming Community Partners may provide information such as:

• Contact name
• Organization name
• Email address
• Phone number
• Website or social-media information
• Type of organization
• Interest in supporting or promoting the Challenge
• Partnership or contribution interest, if applicable

Community Partner information may be used to respond to inquiries, coordinate partner participation, provide outreach materials, share campaign updates, recognize Community Partners publicly, and coordinate future community-engagement opportunities.

Community Partner participation does not influence finalist selection, public voting, Winner determination, or THA’s final approval process.

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13.0 How We Share Information

We do not sell or rent personal information.

We may share information with:

• THA
• The Boulevard Collective team members and contractors supporting the Challenge
• Approved project partners involved in Challenge administration
• Service Providers supporting Website hosting, forms, analytics, communications, voting, email delivery, data storage, reporting, or technical administration
• Reviewers involved in submission evaluation or finalist selection
• Legal, tax, accounting, insurance, or administrative professionals where needed
• Government, regulatory, judicial, or law-enforcement authorities when required by law or legal process
• Other parties where reasonably necessary to protect rights, safety, security, or the integrity of the Challenge

Access to Parent/Guardian and Youth Participant information will be limited to those who reasonably need the information to administer the Challenge, evaluate Submissions, coordinate Finalist participation, satisfy legal or administrative requirements, or provide authorized services.

Community Partners will not receive private Youth Participant, Parent/Guardian, or adult Participant contact information merely because they promote or support the Challenge.

Information may also be disclosed in connection with a lawful request, subpoena, court order, government-records request, investigation, or other legal obligation.

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14.0 Third-Party Tools and Platforms

The Website and Challenge may use third-party tools and platforms, including:

• Webflow for Website hosting and site management
• Typeform for submission forms, voting forms, or surveys
• Google Analytics or Google Tag Manager for Website analytics
• Email and communications platforms
• Social media platforms
• Cloud storage or project-management tools
• Other approved tools needed to support the Challenge

These third-party services may collect, process, transmit, or store information according to their own privacy policies and terms.

We encourage you to review the privacy policies of third-party services you interact with.

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15.0 Cookies and Analytics

The Website may use cookies, pixels, analytics tags, or similar technologies to support functionality, understand Website performance, protect security, and improve campaign outreach.

These technologies may help us understand:

• How visitors find the Website
• Which pages are visited
• How users interact with buttons, links, or forms
• How many people visit the Website
• What devices or browsers are used
• Which outreach channels are most effective
• Whether Website features are working properly

You may disable or limit cookies through your browser settings. However, some Website features may not function properly if cookies are disabled.

We may use aggregated or de-identified analytics information for reporting, campaign evaluation, performance measurement, and future engagement planning.

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16.0 Social Media and Public Platforms

The Challenge may be promoted through social media and other public platforms.

If you interact with Challenge content by liking, commenting, sharing, tagging, messaging, or posting publicly, your interaction may be visible to others depending on your account settings and the platform’s policies.

Social media platforms are governed by their own privacy policies and terms.

We may reshare or reference public posts related to the Challenge when appropriate, including posts connected to campaign promotion, Community Partner participation, Finalist campaigning, community engagement, or Winner announcements.

Public-facing social media or storytelling involving a Youth Finalist will be subject to Parent/Guardian authorization.

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17.0 Data Retention

We may retain personal information for as long as reasonably necessary to:

• Administer the Challenge
• Verify Submissions and votes
• Contact Participants, Parents/Guardians, Finalists, and the Winner
• Maintain Parent/Guardian authorization and release records
• Coordinate Finalist participation
• Award and document the prize
• Maintain campaign records
• Prepare reports
• Support legal, tax, accounting, archival, or administrative requirements
• Support future communications for adults who separately opted in
• Resolve disputes
• Enforce the Official Rules, Terms & Conditions
• Protect against fraud, misuse, or security incidents

Submission materials, Finalist materials, winning-name information, campaign reports, public-facing stories, voting results, and aggregated engagement insights may be retained for long-term documentation, reporting, historical, storytelling, and public-engagement purposes.

Youth contact information obtained after finalist authorization will be retained only as reasonably necessary for Challenge administration, Finalist participation, documentation, legal obligations, or other authorized purposes.

When information is no longer reasonably necessary, we may delete it, anonymize it, aggregate it, or retain it as required by applicable law, contract, public-records obligations, archival requirements, or legitimate administrative needs.

Deletion requests may be submitted to info@thethirdbattle.org. We will make reasonable efforts to respond, subject to legal, administrative, archival, reporting, prize, tax, security, operational, or records-retention requirements.

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18.0 Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information.

These safeguards may include:

• Limiting access to authorized individuals
• Using password-protected systems
• Applying appropriate account permissions
• Using secure third-party platforms
• Maintaining reasonable administrative procedures
• Reviewing access and data-management practices

However, no Website, online form, email system, internet transmission, or digital-storage system can be guaranteed to be completely secure.

Participants and Parents/Guardians should avoid submitting sensitive personal information unless it is specifically requested for official Challenge administration.

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19.0 Your Choices and Rights

Eligible adult Participants and Parents/Guardians may request to:

• Access personal information they provided
• Correct inaccurate personal information
• Request deletion of certain personal information
• Ask questions about how information is used or shared
• Opt out of future communications where applicable

A Parent/Guardian may also contact us regarding information collected in connection with their Youth Participant’s Submission.

Requests may be submitted to:

info@thethirdbattle.org

We may need to verify the identity or authority of the person making a request before responding.

Certain requests may be limited or denied where information must be retained for legal, administrative, reporting, prize, tax, archival, fraud-prevention, public-records, or operational purposes.

Where applicable, individuals may also have rights under New Jersey privacy law or other applicable law.

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20.0 Legal Compliance, Public Records, and Safety

We may disclose information when we reasonably believe disclosure is necessary to:

• Comply with applicable law
• Respond to lawful requests, subpoenas, court orders, or legal process
• Respond to an applicable public-records request
• Protect the rights, safety, security, or property of THA, The Boulevard Collective, Challenge Partners, Participants, Parents/Guardians, or the public
• Investigate fraud, abuse, misconduct, or security issues
• Enforce the Official Rules, Terms & Conditions
• Protect the fairness and integrity of the Challenge

THA is a public agency subject to the New Jersey Open Public Records Act.

Records made, maintained, received, or held in connection with THA’s official business may be subject to public inspection or disclosure in accordance with applicable law.

Not all information is necessarily subject to public disclosure. Applicable exemptions, confidentiality protections, and redaction requirements—including protections applicable to personal identifying information—will be considered when responding to lawful requests.

We cannot guarantee that information will never be disclosed when disclosure is required by applicable law or legal process.

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21.0 Links to Other Websites

The Website may contain links to third-party websites, platforms, forms, social-media pages, or external resources.

We are not responsible for the privacy practices, security, content, or policies of third-party websites or platforms.

We encourage you to review the privacy policies of any third-party websites or platforms you visit.

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22.0 Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• Challenge operations
• Youth participation procedures
• Technology
• Data practices
• Service providers
• Legal requirements
• Administrative needs

If updates are made, the revised Privacy Policy will be posted on the Website with an updated effective date.

Material changes affecting previously collected personal information will be handled as required by applicable law.

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23.0 Contact Us

Questions, concerns, or privacy requests may be directed to:

The Third Battle Community Naming Challenge

Website: www.thethirdbattle.org

Email: info@thethirdbattle.org

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