This notice explains what personal information Vibers League collects, why we collect it, where it goes, and what you can ask us to do with it. It applies to the application form, the audience form, the dress rehearsal, the live event, and the recordings we release of it. It forms part of the official contest rules.
Vibers League is operated by its founders, Ashish Shetty and Ashutosh Tiwari, pending incorporation in British Columbia, Canada. We are the organisation responsible for the personal information described here.
We are subject to the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for activity in British Columbia, the BC Personal Information Protection Act (PIPA).
Privacy contact: ash@idxstudioz.com.
We do not use tracking cookies or third party advertising trackers on this website. Pages served by our host record standard server request logs.
| Information | Purpose |
|---|---|
| Application answers, portfolio link, what part of the work was yours | To assess your application and select 4 vibers and 2 alternates against the criteria in the contest rules. |
| Name and email | To contact you about your application, the result, the dress rehearsal, and the event. |
| Time zone | To score time zone fit, which is what a weekend afternoon in Pacific Time costs you, and to understand where applicants are coming from. |
| Entry tape link | To watch your entry tape on the platform you host it on and assess you on camera, and, under the licence in section 7, to promote the pilot. |
| Your confirmation of both dates, and how you heard about us | To check that you can make the dress rehearsal and the pilot, which is a condition of being considered, and to see which channels reach people. |
| Your acceptance of the rules and of this notice | To keep a record that you accepted both before you entered, which the contest depends on. |
| Submission time, the page you submitted from, and your user agent string | To spot duplicate and automated entries and to rate limit abuse of the form. |
| Signed agreements | To establish the ownership, consent, and appearance rights the competition depends on, and to keep a record of them. |
| Tool, account, plan tier, template, and library disclosures | To confirm that every viber has the commercial right to what they use and that templates were public before applications closed. |
| Personal agent configuration | To confirm that what a viber uses on the night matches what they froze at the dress rehearsal, so every viber competes under the same rules. |
| Webcam room scan | To show on camera that nobody else is helping and nothing is working off screen. |
| Headshot | To put a face beside your name on the episode card, the roster, and the points table on this website, in the episode, and in promotion, under the model and appearance release. |
| Proctor observation notes | To flag a possible breach while it happens, so the founders can decide on it. |
| Snapshot of your latest commit and deployed URL | To fix the state of the build that the judges and the crowd score. |
| Local screen recording | To audit the build after the event, to check a flag a proctor raised, and to settle a dispute about a penalty or the result. |
| Penalty record | To apply and announce yellow cards and disqualifications, to keep a record of each decision and the evidence behind it, and to answer a challenge or an access request. |
| Payment and tax information | Only if you win the cash prize, to pay it and to meet Canadian tax reporting and withholding obligations. |
| Recorded video and audio | To produce, publish, archive, and promote the competition, as an edited episode and as the full unedited recording. |
| Demo block footage of the audience member who drives a build | To show each build being used by someone who did not make it, which is the point of the demo, and to produce, publish, archive, and promote the competition. |
| Crowd votes | To put the 4 vibers in order for the crowd scorecard and the People's Choice award, and to announce and publish the result as places and points. |
| The judges' private rating of each viber | To compare performances across episodes and keep the league table. It is not published and it does not change the result on the night. |
| Business owner form data | To decide whether your problem could become a brief, to contact you to talk it through, and, if you tell us you could be in the room, to talk to you about judging as the whale. The problem is seen by the 2 founders only. If it becomes a brief it is kept secret until it is read on the night, and it is used only on terms we agree with you first. |
| Audience form data | To confirm your email address, place your request for a seat in the room into an open spot if you ask for one and tell you whether you have it, send joining details, and tell you when the episode is released if you ask for that email. |
We collect this because you give it to us for these purposes, and because we need it to run the contest you have entered. We do not sell personal information. We do not use it to train an AI model. We do not use it for any purpose in this table other than the one it sits beside, unless you agree separately.
The audience form is the only place you can ask for email. If you tick the box for a seat in the room or the box for the episode email, we email you about that fight night and the ones after it. You can unsubscribe from any of those emails and we will stop. The application form has no marketing tick box, and applying does not put you on a list.
Form submissions are written to a Google Sheet in a Google Workspace account controlled by Vibers League and administered from Canada. Signed agreements are held in Google Drive on the same account.
Entry tapes are not uploaded to us. The form takes a link, not a file, so we store the URL you give us in the sheet and watch the video where you host it, on YouTube or Loom. The file stays with you and with that platform, under its terms and your account settings, and it never lands in our Drive. If we use an excerpt in promotion under the licence in section 7, that excerpt is held with our production material.
Fairness records sit in their own folder. Local screen recordings, agent configuration, proctor notes, and the penalty record are held in a separate Google Drive folder on the same account that only the founders can open. Vibers upload recordings and configuration to it through a link we send them.
The form posts through a Google Apps Script endpoint that we control. The website itself is hosted on Vercel. Emails to and from you are held in the same Google Workspace account. The episode and the unedited recording are published on third party video platforms.
Access is limited to the 2 founders through their own accounts, protected by 2-step verification.
Your personal information may be stored or processed outside Canada, including in the United States. While it is outside Canada, it is subject to the laws of that country, and the courts, law enforcement, and national security authorities of that country may be able to obtain access to it under those laws.
This happens because the service providers we use are global. Google, Vercel, and the video platforms all operate infrastructure outside Canada, and the AI tools that vibers use during the competition are mostly processed outside Canada. If you appear in the recordings, footage of you is distributed worldwide by design once they are released.
We use providers that publish contractual and technical commitments to protect information at a comparable standard to the protection it has in Canada, and we hold them to those commitments. We cannot exempt information from the laws of the country it sits in. By applying, attending, or appearing, you accept this transfer.
When you submit an application video, you grant Vibers League a non-exclusive, worldwide, royalty free licence to store, reproduce, edit, excerpt, and publicly display that video, in whole or in part, for 2 purposes only: assessing your application, and promoting Vibers League and the pilot, including in social posts, trailers, the episode, sponsor material, and on this website.
You keep ownership of the video. You are not paid for the licence. You confirm that you own or control everything in the video, that anyone else appearing in it has agreed, and that it contains no third party material you do not have the right to use.
The licence lasts 2 years from the date of your application. You can withdraw the promotional part of it at any time by emailing ash@idxstudioz.com. We stop using the video in new material within 30 days and delete our copy. We cannot recall material that is already published or already distributed by a platform.
The full text of this licence is section 15 of the official contest rules.
The competition is filmed. The pilot is not live streamed. It is released afterwards as an edited episode and as the full unedited recording, and both are archived and published permanently. Vibers, judges, and the emcee sign a model and appearance release before going on camera. Audience members in the venue are filmed as part of the crowd; entry signage says so, and there is an area outside camera view for anyone who prefers not to appear.
An audience member does more than sit in the crowd. In the demo block that person is brought on camera to use a viber's build, so they are filmed close up, named in the episode if they agree to it, and archived with the rest of the episode. We ask before the programme starts, and anyone taking that seat signs the audience release, which covers this use specifically. Nobody is put in that seat without agreeing to it first, and anyone who would rather not can decline and stay in the room.
The unedited recording is published in full, so assume nothing is cut, and a published recording that others have copied cannot be reliably recalled. If you compete, close anything on your machine you are not willing to have permanently public before the bell, including email, messages, password managers, and anything holding another person's private information.
If you compete, a crew proctor watches your shared screen for the full hour, and at the bell you show your room with your webcam on camera. Anything or anyone in view during that scan is recorded and can be published, so clear the room first. Your local screen recording is for audit only. We never publish it.
If a judge brings their own business data into a brief, that data is covered by a separate agreement setting out exactly what may appear on camera and what must be redacted.
| Information | Retention period |
|---|---|
| Unsuccessful applications, including the entry tape link | 24 months from the date of application, then deleted. |
| Successful applicants and alternates | 24 months from the event, then deleted, except the signed agreements and the records below. |
| Signed builder agreements and releases | 7 years after the event. They are the record of who owns the build and who consented to appear, and they have to outlast the limitation period. |
| Payment and tax records | 7 years, as Canadian tax law requires. |
| Local screen recordings and personal agent configuration | 90 days after the event, then deleted, unless one is evidence for a yellow card, a disqualification, or a dispute. Evidence is kept for as long as the penalty record it supports. |
| Proctor notes that lead to no penalty | 90 days after the event, then deleted. |
| Penalty record, including the proctor notes and evidence behind it | 24 months from the last event that viber competed in, then deleted with the rest of their record. A yellow card or disqualification announced in the programme also stays in the published recordings. |
| The judges' private rating of a viber | 24 months from the last event that viber competed in, then deleted with the rest of their record. |
| Audience form data | 24 months from submission, or until you unsubscribe, whichever comes first. |
| Business owner form data | 24 months from submission, then deleted, unless the problem becomes a brief, in which case the agreement we sign with you sets how long we keep it. |
| Headshot | Kept and published for as long as the episode you appear in is published, under the model and appearance release. |
| The episode, the unedited recording and clips, including the room scan | Kept indefinitely as part of the archive, under the model and appearance release. |
We review the application sheet and the Drive folders once a year, and the folder holding screen recordings and agent configuration again 90 days after each event, and delete anything past its period. Deletion means the row is removed from the sheet, taking the entry tape link with it, and any file we hold is removed from Drive and then from the Drive trash. Backups made by our providers are overwritten on their own cycle, which can take up to a further 60 days.
You do not have to wait for the review. Email ash@idxstudioz.com and ask us to delete your information, and we will do it within 30 days and confirm. The exceptions are the signed agreements and tax records above, which we must keep, published footage and your headshot, which are covered by the release you signed, and, for a viber who competed, the screen recording and agent configuration until 90 days after the event and the penalty record for its full period, because they are the record of how the result was decided.
You have the right to ask us for a copy of the personal information we hold about you, to be told how we have used it and who we have given it to, and to have it corrected if it is wrong. That includes proctor notes and any penalty record about you. You can also withdraw your consent and ask us to delete your information, subject to the exceptions in section 9.
Email ash@idxstudioz.com. Say what you want and give us enough detail to find your record, normally the email address you applied with. We respond within 30 days. If we need longer we will tell you why before the 30 days are up. There is no charge.
If we refuse a request in whole or in part, we will tell you the reason in writing and how to challenge it.
Withdrawing consent for us to hold your application means we can no longer consider you for a seat.
Access to the application sheet and the Drive folders, including the folder holding screen recordings and agent configuration, is limited to the 2 founders, on accounts protected by 2-step verification. The site is served over HTTPS and the form endpoint accepts submissions only from vibersleague.com. We do not keep copies of application data, screen recordings, or agent configuration on personal devices or in unmanaged spreadsheets.
No system is perfectly secure. If a breach happens that creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as the law requires.
The competition is for people aged 18 and over, and we do not knowingly collect personal information from anyone under 18 through the application form. Anyone under 19, the age of majority in British Columbia, who appears on camera at the venue needs a guardian counter-signature on the appearance release. If you believe we hold information about a minor, email us and we will delete it.
We may update this notice. The version number and date at the bottom of the page always show which version is in force. If we make a change that materially affects people who have already applied, we email them.
Privacy questions, access requests, corrections, and deletions: ash@idxstudioz.com. The person responsible for privacy at Vibers League is Ashish Shetty.
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or, for matters within British Columbia, to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca.
Version 1.0, published 6 September 2026. First publication of this notice. Operator and contact details were added on 8 September 2026 without a version change.
Version 1.1, 9 September 2026. Collection added for the audience member who operates a build on camera, and for the points and ratings the judges record about vibers.
Version 1.2, 9 September 2026. Sections 2, 3 and 4 now describe the forms that exist. Section 3 lists a purpose for every field the application form collects, including the acknowledgements and the submission metadata, and corrects the audience form purposes. Section 4 states that entry tapes are links and are never uploaded to our Drive, and sections 9 and 11 follow it. Section 8 no longer says 1 audience member uses every build.
Version 1.3, 13 September 2026. Section 2 records the applicant's confirmation of both dates in place of the Saturdays they could make, and adds, for selected vibers, the tool, account, template and library disclosures and the personal agent configuration handed over at the dress rehearsal, and, at the event, the webcam room scan, proctor observation, the snapshot, the local screen recording handed over within 24 hours, and the penalty record. Section 3 gives each a purpose. Section 4 says where recordings, configuration and the penalty record are held. Section 6 adds the proctors and says who sees each new item. Section 8 covers proctor observation, the room scan and the stream delay. Section 9 sets retention for recordings, configuration, proctor notes and the penalty record, and the deletion exceptions that follow from them. Section 10 confirms the access right covers proctor notes and the penalty record, and section 11 extends security to the new folder. Crowd votes are 1 per person and also set the People's Choice award. The video licence is now section 15 of the contest rules. Section 2 adds the applicant's answer on what part of the linked work was theirs, and section 3 covers it under the application purpose.
Version 1.4, 13 September 2026. Scoring moved to ranking in the contest rules, so the crowd vote entries in sections 2 and 3 now say votes put the vibers in order for the crowd scorecard, and that vote counts are not read out or published. The judges' rating entry says it is recorded after the cards are read.
Version 1.5, 13 September 2026. The application form no longer collects city, a GitHub link, or AI tools, so sections 2, 3 and 6 drop them. The answer on what part of the work was yours and the entry tape link are now optional.
Version 1.6, 17 September 2026. The pilot moves to 24 October 2026 and the dress rehearsal to 18 October 2026. The pilot is no longer live streamed: it is filmed and released afterwards as an edited episode and as the full unedited recording, so sections 1, 3, 4, 5, 6, 8 and 9 replace the stream with the released recordings, section 6 says who sees the private production feed in the room, and the stream delay is gone. The audience form now asks whether you want a seat in the room and whether you want the episode email, in place of a live seat and a voting reminder. Sections 2, 3, 6 and 9 add the headshot we ask a selected viber for and publish with their name.
Version 1.7, 17 September 2026. The pilot now has a cash prize, so the payment and tax information we collect from the winner no longer depends on a sponsor funding one.
Version 1.8, 26 September 2026. Sections 2, 3 and 9 add the business owner form, where a business owner can bring a problem that could become a brief. This is the version in force.
Privacy notice, version 1.8, published 6 September 2026, operator and contact details added 8 September 2026, crowd vote aggregation reworded and the demo block audience member and the judges' retained rating added 9 September 2026, form description and entry tape storage corrected 9 September 2026, fairness and integrity records and the contribution answer added 13 September 2026, crowd vote wording aligned to rank scoring 13 September 2026, application fields reduced 13 September 2026, pilot date moved, live stream replaced by a filmed release and headshot added 17 September 2026, cash prize wording 17 September 2026, business owner form added 26 September 2026. Operator: Vibers League, operated by its founders Ashish Shetty and Ashutosh Tiwari pending incorporation in British Columbia, Canada. Earlier versions are superseded. Contact: ash@idxstudioz.com.