Privacy Notice

1. Who we are

StageScout Pro is operated by Barbara Diane Hansen, trading as StageScout Pro. We are the data controller for the personal data described in this notice, which means we decide how and why it is used. You can contact us about privacy at support@stagescout.app.

2. What we collect and why

• Account data — name, email address, login credentials and authentication identifiers (including Google sign-in identifiers). Used to create and secure your account and to sign you in. Legal basis: performance of our contract with you.
• Speaker profile content — handle, headline, bios, topics, credentials, audiences, formats, talks, books, media links, photographs and any documents you upload. Used to operate the service and, when you enable it, to publish your public one-sheet. Legal basis: performance of our contract.
• CRM and calendar data — the stages you track, contacts you record, statuses, notes, applied dates and appearance dates. Used to provide the tracker, calendar and any calendar feed you generate. Legal basis: performance of our contract.
• Support messages — the content of emails and requests you send us. Used to answer you and improve the product. Legal basis: contract and our legitimate interest in supporting customers.
• Usage and device data — pages viewed, feature usage, timestamps, approximate location derived from IP address, IP address, browser and device identifiers, and error logs. Used for security, fraud and abuse prevention, diagnosing faults and improving the product. Legal basis: legitimate interests, and legal obligation where applicable.
• Marketing preferences — if you opt in, your email address is used to send product updates. Legal basis: consent, which you can withdraw at any time.

Payments are handled by Paddle as Merchant of Record. Paddle collects billing and payment data directly under its own privacy notice; we receive only limited subscription information such as plan, status and renewal date.

3. AI processing

When you use profile suggestions or stage discovery, the relevant profile text and documents you submit are sent to our AI and search providers to generate suggestions. We do not send your private notes or contact records for any purpose other than the feature you triggered. Legal basis: performance of our contract.

4. Who we share data with

• service providers and subprocessors, including hosting, database, storage, email, analytics, error monitoring, AI model and web search providers;
• Paddle.com, our Merchant of Record, for the sale of the product, subscription management, payments, tax compliance and invoicing;
• professional advisers such as lawyers and accountants where needed;
• authorities, courts or regulators where required by law, or to protect our rights or the safety of others;
• an acquirer, in connection with a merger, acquisition or sale of assets.

Anything you publish on your public one-sheet is visible to anyone with the link. We do not sell your personal data, and we do not share it for cross-context behavioural advertising.

5. International transfers

We are based in the United States and our providers may process data in the United States and other countries. Where personal data is transferred out of the UK or the EEA, we rely on appropriate safeguards, such as the European Commission's Standard Contractual Clauses (with the UK Addendum where relevant) or an adequacy decision. You can request more detail at support@stagescout.app.

6. How long we keep data

We keep account, profile and CRM data for as long as your account is active. After your account is closed we retain it for up to 30 days so you can recover it, then delete or anonymise it. Support messages are kept up to 24 months. Security and usage logs are kept up to 12 months. Records we must keep for legal, tax or accounting reasons are retained for the period required by law, then deleted.

7. Security

We use appropriate technical and organisational measures to protect your data, including encryption in transit, encryption at rest with our hosting provider, row-level access controls so each speaker can only reach their own records, private media storage with time-limited signed links, and restricted administrative access. No system is completely secure, so please use a strong, unique password.

8. Your rights

Depending on where you live, you may have the right to access your data, correct it, delete it, restrict or object to processing, receive a portable copy, withdraw consent, and not be discriminated against for exercising these rights. If you are in the UK or EEA you also have the right to complain to your supervisory authority, such as the UK Information Commissioner's Office or your local data protection authority. US state residents, including in California, may exercise equivalent rights of access, correction, deletion and portability.

To exercise any right, email support@stagescout.app. We will respond within one month, and will tell you if we need longer because the request is complex. Much of your data can also be edited or deleted directly in the app.

9. Cookies and similar technologies

We use essential cookies and local storage to keep you signed in, remember interface preferences and protect against abuse. These are required for the service to work. Where we use analytics cookies to understand aggregate product usage, we ask for consent in regions that require it, and you can change or withdraw your choice at any time by clearing site data in your browser or contacting us. We do not use advertising cookies.

10. Children

StageScout Pro is not intended for anyone under 16, and we do not knowingly collect their data.

11. Changes

We will update this notice as the product changes and post the new version here with a revised date. If a change materially affects you, we will notify you by email or in the app.