Policies

Refund Policy

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Privacy Policy

Effective Date:  July 1st, 2025

Otter Brook Debate Institute, LLC (“we,” “our,” or “us”) is committed to protecting the privacy of our debaters and their families. This Privacy Policy explains how we collect, use, and safeguard information when you use our services.

Information We Collect

From Parents/Guardians:

  • Name, email, phone number, mailing address
  • Payment information (processed securely through Stripe)
  • Contact information (emergency contact for your debater)
  • Communications preferences

From/About Debaters:

  • Name, grade level, date of birth
  • Email address (with parental consent)
  • Learning accommodations or health-related information relevant to participation
  • Course enrollment and progress data
  • Video recordings of class sessions where debaters may appear

COPPA Compliance (Under 13)

We comply with the Children’s Online Privacy Protection Act:

  • We collect personal information from debaters under 13 only with verifiable parental consent.
  • Parents may review, update, or request deletion of their debater’s information.
  • Parents control account creation for debaters under 13.

How We Use Information

  • Deliver educational services and manage enrollments
  • Communicate about courses, schedules, and updates
  • Process payments and maintain records
  • Ensure debater safety and accommodate learning needs
  • Improve our programs and services
  • Comply with legal obligations

Information Sharing

We do not sell or rent personal information. We may share information with:

  • Service providers (payment processing, email services, video platforms)
  • Legal authorities when required by law
  • Emergency contacts in case of debater safety concerns

Data Security

  • Encrypted file and data storage using pCloud (GDPR-compliant)
  • Encrypted email service using quantum-safe Tuta Mail
  • Secure payment processing through Stripe Climate
  • Limited back-end access to personal information
  • Regular security reviews

Video Recording Policy

  • Sessions are recorded for educational purposes
  • Recordings stored securely (encrypted) for 8 years (maximum time span of Otter Brook Debate education, from grade 6 through grade 12)
  • Access limited to enrolled debaters and instructors
  • Debaters may appear on camera during sessions
  • Recordings are not published anywhere at any time

Rights and Choices

You have the right to:

  • Access and update personal information
  • Request deletion of data (subject to legal requirements)
  • Opt out of marketing communications
  • Withdraw consent for future data collection

Data Retention

  • Active debater records: Duration of program plus 1 year
  • Financial records: 7 years (legal requirement)
  • Video recordings: 8 years
  • Marketing lists: Until opt-out requested

Multi-State Compliance

We make reasonable efforts to comply with applicable state privacy laws. Specific rights may apply based on your state of residence.

California residents may have additional rights under California law. California residents: please contact us in the event you would like to to exercise these rights.

If you have specific state law questions, please contact us as indicated below.

Changes to Privacy Policy

We reserve the right to update this policy. You will be notified of material changes via email.

Contact Information

Questions or inquiries about COPPA, this policy, or your privacy rights:

  • Email: help@otterbrookdebate.com
  • Mail: PO Box 1003, Keene, NH 03431

For COPPA inquiries:

help@otterbrookdebate.com

Terms of Service

Effective Date: January 2025

1. Agreement

By registering for Otter Brook Debate Institute programs, you agree to these Terms. Parents/guardians agree on behalf of minors.

2. Services

We provide online debate education through:

  • Live virtual sessions
  • Self-paced learning modules
  • Course materials and resources
  • Recorded session access (30 days)

Future services may include in-person day camps and residential programs, subject to additional terms.

3. Eligibility & Enrollment

  • Debaters (early-stage or experienced) ages 11-17
  • Parent/guardian must complete registration for minors
  • Debaters must have reliable internet and device capable of video conferencing
  • Accurate information required during registration

4. Payment Terms

  • Payment due upon registration
  • Early Bird discounts valid through specified dates
  • Payments processed securely via Stripe
  • All fees in USD

5. Cancellation & Refunds

2025 Summer Session:

  • 7+ days before program: 50% refund
  • Less than 7 days: No refund unless program cancelled by us
  • We reserve the right to cancel programs with insufficient enrollment (full refund provided)

Future sessions will have different cancellation and refund timelines.

6. Code of Conduct

Debaters must:

  • Treat all participants with respect
  • Participate with cameras on during live sessions (this enables effective coaching feedback, and is standard practice during competitive online debates)
  • Minimize distractions from all devices
  • Complete assignments honestly
  • Keep login credentials private
  • Follow staff guidance

Violations or problematic behaviors may result in removal without refund at our discretion. See our Debater Handbook for detailed conduct expectations, removal procedures, and restorative justice process.

7. Intellectual Property

  • Course materials remain our property.
  • Debaters may use Otter Brook materials for personal learning only.
  • Recording of sessions by debaters is prohibited. Otter Brook Debate will share view-only recordings with debaters via our cloud storage platform.
  • Debater work may be used for educational examples (anonymized)

8. Recording & Media Consent

By enrolling, you consent to:

  • Video recording of sessions for educational purposes
  • Debater appearance in session recordings
  • 8-year access to their sessions’ recordings for enrolled debaters:
    • for reference, and
    • to celebrate growth over time
  • Use of anonymous debater feedback for marketing

9. Health & Safety

Online Sessions:

  • Parents/guardians must supervise minors and bear sole responsibility for their physical safety.
  • Parents/guardians must ensure emergency contact is reachable during all live sessions.
  • Parents/guardians must disclose relevant health/learning accommodations.
  • We provide reasonable accommodations when possible.

In-Person Programs:

  • In medical emergencies, we will contact emergency services and parent/guardian contacts.
  • Parents/guardians must disclose allergies, medical conditions, and required accommodations.
  • We cannot guarantee an allergen-free environment.
  • Parents/guardians remain responsible for providing necessary medications and medical devices.

10. Technology Requirements

Debaters must provide:

  • Computer/tablet with:
    • headphones
    • webcam
    • microphone
  • Reliable internet connection
  • Quiet participation space
  • Required software:
    • Up-to-date internet browser
    • Personal email address (school email addresses may not accept communications from outside their system)
    • Standard office software (word processing, presentations)
      • We recommend these free, greener, privacy-focused alternatives to “Big Tech” solutions like Google products:
  •  

11. Liability Limitations

Otter Brook Debate Institute, LLC is not liable for, or and makes no guarantee regarding: 

  • Technology failures beyond our control
  • Specific educational outcomes
  • Medical emergencies or health conditions
  • Lost/damaged personal property
  • Any financial liability beyond refund of paid program fees
  • Third-party services or content

12. Privacy

See our Privacy Policy for information handling practices.

13. Dispute Resolution

  • Disputes resolved through good-faith negotiation
  • If necessary, binding arbitration in New Hampshire
  • Small claims court permitted for applicable claims

14. Modifications

We may update these Terms with notice via email. Continued participation constitutes acceptance.

15. Governing Law

These Terms are governed by New Hampshire law.

16. Severability

If any provision is unenforceable, remaining provisions continue in effect.

17. Contact

Questions: legal@otterbrookdebate.com

Parent/Guardian Acknowledgment Required Upon Registration

By registering, parent/guardian confirms:

  • Authority to agree on debater’s behalf
  • Accuracy of provided information
  • Understanding of, and agreement to abide by, all terms of service
  • Consent to debater participation per these terms