# Privacy Notice

**Pilot Version 1.0 · Effective 2026-08-02**

This notice explains how StudioTeamHQ ("we", "us") handles personal
information during the invitation-only pilot. The current version, its
identifier, and its content hash are always published at /legal.

## 1. Scope and roles

Two roles matter:

- For **account holders** (studio owners, staff, organizers) we are
  responsible for your account information.
- For **your attendees, students, and customers**, your Organization
  decides what is collected and why; we process that information on your
  Organization's behalf to provide the Service.

## 2. Information we collect

- **Account information**: name, email address, and authentication
  identifiers from your sign-in provider (Google). We do not receive or
  store your Google password.
- **Organization content**: rosters, attendee and student records, events,
  registrations, attendance, messages, and settings your Organization puts
  into the Service.
- **Operational records**: audit logs of significant actions (who did
  what, when), invitation records, and acceptance records for these
  documents (including the exact document version, timestamp, and your
  browser's user-agent string at acceptance), plus technical logs needed
  to run and secure the Service.
- **Provider credentials**: if you connect a payment or messaging
  provider, the credentials you supply are stored in a dedicated secret
  store, are never returned by any interface, and are used only to act on
  your instructions. We do not collect or store your customers' card
  numbers; those go directly to your payment provider.

## 3. What we do NOT do

- We do not sell personal information.
- We do not use your Organization's content to advertise to your
  attendees.
- We do not read your Organization's content except to operate, secure,
  and support the Service, and then only as needed.

## 4. How we use information

To provide and secure the Service; to act on your instructions (for
example, recording an attendee you checked in); to keep honest records
(audit trails, acceptance records); to support you; and to meet legal
obligations.

## 5. Sharing

- **Service providers**: cloud infrastructure (Google Cloud / Firebase)
  that hosts the Service, and — only if you connect them — your chosen
  payment or messaging providers.
- **Within your Organization**: members see what their role allows.
- **Legal**: when required by law or to protect the Service and its
  users.

## 6. Retention, export, and deletion

Organization content is retained while the Organization is active. You can
export your Organization's data with the built-in export tools at any
time. If you close your Organization, we will delete its content on your
request; deletion is performed manually and confirmed to you. Acceptance
records and audit logs are retained as evidence of what was agreed and
done, and we may retain data where the law requires it.

## 7. Security

We apply role- and organization-scoped access controls, check every write
on the server, keep provider credentials in a managed secret store, and
rely on the underlying cloud platform's encryption in transit and at rest.
No system is perfectly secure, and we do not promise that security
incidents can never occur; if an incident affects your data, we will tell
you what we know without undue delay.

## 8. Your choices and rights

You can access and export your Organization's data with the built-in
tools, and correct your account information in your account. Depending on
where you live, you may have additional legal rights over your personal
information; contact us and we will honor the rights that apply to you.

## 9. Children

The Service is a business tool for adults; we do not direct it to
children and there is no public signup. Organizations may store records
about minors (for example, youth class rosters) as the party responsible
for those records; we process them on the Organization's behalf.

## 10. Changes

Material changes to this notice require fresh acceptance from Organization
owners before the actions they govern; the exact accepted version is
recorded.

## 11. Contact

Privacy questions and requests (including data export or deletion) go
through the Help section inside the app. During the invitation-only pilot
you can also reply to the invitation you received.