Privacy

1. Who we are

SetWright is operated by TLC Tech, LLC, 215 North Pine Street #3102, Charlotte, North Carolina 28202. Questions about anything on this page go to privacy@setwright.app, and we aim to answer within five working days.

2. What SetWright does

SetWright drafts vocal set lists. To do that it has to know who sings in a group, who can make which date, who covers which part, and what the group can perform. Almost everything it stores about a person is one of those four things.

3. Two roles, and which one applies to you

This matters more than it sounds, because it decides who you ask when you want something changed or removed.

Your ensemble decides what it records about its singers. A director enters the roster, the parts, the availability and the attendance. Those are the ensemble's records and the ensemble's decisions, so the ensemble is the controller of them and we act on its instructions as its processor. If you want your name, your vocal range or your attendance history changed, your director is the person who can do it, and we will not override them.

We decide how accounts and the service work. Your login, the email address it is tied to, the security of the system and the records we keep to run it are ours to decide, so for those we are the controller. That is the part you ask us about, and section 9 says how.

One thing crosses the line and is worth naming: you can remove yourself. A member can ask for their own record to be erased without going through their director, and section 9 explains what that does.

4. What we hold

Your account: your email address, your display name, the timestamps around signing up and signing in, and the date you accepted the terms of service with the version you accepted, recorded whether you agreed while accepting an invitation or while setting up a group as its first director. Passwords are stored only as a hash by our authentication provider, and nobody at SetWright can read yours.

Your place in an ensemble: the name the director listed you under, your role, whether you currently sing, your vocal range if it was recorded, the dates your membership started and ended, and the address you were invited at.

What you can sing and when: which parts you are cast on, how confident you said you were, what the director assessed, when you learned a piece, whether you said you could make an event, and whether you were marked present.

What the ensemble performed: once a director marks a night performed, the running order is frozen as a record of what happened, and any solo is stored against it with the singer's name written in. That name is kept as text rather than as a link to your seat, which is what lets the record survive somebody leaving the group. Section 8 says what happens to it when you are erased.

Running the service: a count of invitations sent to an address so nobody's inbox can be used for spam, and what the mail provider told us about whether an email arrived. Both are keyed on an email address.

Directors can also write free-text notes against a song in a set or a rehearsal. Those are meant for staging and musical reminders, and we do not read them, but a note can hold whatever somebody typed.

What we do not hold

There is no field anywhere in SetWright for a date of birth, a phone number, a postal address, or payment details. Not blank, not optional: the columns do not exist, so no director can record any of them even if they wanted to. We do not buy data about you, we do not sell or share anything about you, and there is no advertising anywhere in the product.

5. Why we hold it

To let you sign in and to keep your session; to show your ensemble its own roster and schedule; to draft set lists, which is arithmetic over the availability, casting and readiness above; to send invitations and tell a director when one did not arrive; to stop the invitation system being used to flood somebody's inbox; and to find and fix faults.

SetWright uses no artificial intelligence. Nothing you or your director enters is used to train a model, by us or by anybody else, because there is no model. The drafter reaches its answer by applying stated rules to your own data.

Where we are the controller, our lawful basis is the contract with you for running your account, and our legitimate interest in a secure and working service for security and fault-finding. Where your ensemble is the controller, the basis for holding roster data is the ensemble's to establish.

6. Cookies

Three, none of them for tracking or advertising, and no banner because there is nothing to consent to. Our cookie policy names each one, what it does and how to be rid of it.

7. Who else receives it

Four companies, and no others. Each acts on our instructions and none may use your data for anything of their own.

• Supabase stores the database and runs sign-in, so it holds everything in section 4.
• Vercel hosts the application, so requests pass through it. It also counts page views and measures how quickly pages load, without cookies.
• Resend delivers invitations and other email, so it receives the recipient address and the message.
• Sentry records errors and times requests. It is configured not to send personal information: no IP address and no account identifier travel with a report.

If we add a fifth, it will be named here before it starts receiving anything.

8. How long we keep it

Your ensemble records: for as long as the ensemble keeps them. That is the controller's decision, not ours. A director can deactivate a member, which keeps the membership history and stops them being drafted, or erase them outright.

An erased member: the request holds for 60 days and can be called off in that time. After it the seat and the personal details go. The invitation records and delivery history tied to your address go with them, but only once you hold no other seat anywhere in SetWright, because those records are keyed to the address rather than to one group.

One thing outlives that, on purpose: a solo credit. When you sing a solo and the director marks that night performed, your name is written onto the performance itself as plain text rather than as a link to your seat, so the record of what the group sang does not change when somebody leaves it. Erasing you does not remove it. It holds your name and nothing else: no address, no account, no way to contact you and no link back to anything else we hold. It goes when that performance record is deleted, and it goes with the ensemble if the ensemble is deleted. Our basis for keeping it is our legitimate interest in an accurate record of what was performed, and if you would rather it did not carry your name, write to us using section 9.

A deleted ensemble: the same, over 120 days. After it the whole tenant is removed: roster, repertoire, events and the accounts that existed only for that group.

The invitation counter and delivery record: kept while they are doing their job, and swept when the person or the ensemble they belong to is erased.

Errors, performance timings and hosting logs: kept by Sentry and Vercel under their own retention, which we do not extend. These are diagnostics rather than records about you, and the Sentry ones carry no identifier for you at all.

Both grace periods exist so that a deletion made in anger or by mistake can be undone. Nothing is destroyed on the day it is asked for.

9. Your rights, and how to use them here

You can see what SetWright holds about you, correct it, ask for it to be deleted, object to how it is used, and get a copy in a portable form. Two of those are buttons rather than requests, which is faster than writing to anybody:

• A copy: you can export your own record from your profile, and a director can export everything an ensemble holds. Both are structured files you download yourself.
• Deletion: a member can request erasure of their own record from their profile, and a director can request deletion of the whole ensemble. Both run on the windows in section 8 and both can be called off.

For anything else, or if a control is not doing what you need, write to privacy@setwright.app. Remember section 3: for the roster data your director entered, they can act immediately and we would be asking them anyway. We will never charge you for a request and we will not make using SetWright worse because you made one.

10. Where the data is

SetWright's database and its backups are hosted in the United States, and the company that operates SetWright is in North Carolina. If you are outside the United States, using SetWright means your data is transferred there. The EEA and UK section below says what covers that transfer.

11. Children

You must be at least 16 to hold a SetWright account, and we do not knowingly create one for anybody younger.

A director may still list a younger singer on a roster as an ensemble record, without an account. SetWright holds no age field, so it cannot tell how old a listed singer is, and the ensemble is the controller of that entry: the responsibility for whatever permission the law requires is theirs. If you believe a child's details are in SetWright and should not be, write to us and we will work with the ensemble to remove them.

12. Security

Every ensemble's data is separated in the database itself rather than by application code, so a query made on behalf of one group cannot return another group's rows. Sessions are carried in cookies restricted to SetWright and sent only over HTTPS. Passwords are hashed by our authentication provider and never stored or seen by us.

No system is beyond reach. If we discover a breach affecting your personal data we will tell the people affected and the relevant regulator, within the time the law allows.

13. Changes

If this policy changes, the date at the top changes with it. For a change that affects what we collect or who receives it, we will make a point of telling you rather than relying on you re-reading this page.

14. If you are in the EEA or the UK

The rights in section 9 are your rights under the GDPR and the UK GDPR: access, rectification, erasure, restriction, objection, and portability. Section 3 says which of us to ask, and section 5 states the lawful basis we rely on for the parts we control.

Your data is transferred to and stored in the United States. Where that transfer is ours to make, it is covered by the European Commission's standard contractual clauses, and their UK addendum, with the providers named in section 7.

If you think we have handled your data badly, please tell us first, because it is usually quicker. You are entitled to complain to your national data protection authority regardless, and in the UK that is the Information Commissioner's Office.

15. If you are in California

In the twelve months before the date at the top of this page, SetWright collected the categories in section 4: identifiers, which are your name and email address; internet activity, meaning the error and performance diagnostics in section 7; and information about your involvement in a group, which is your membership, availability, attendance and casting.

We have not sold or shared personal information, and we do not. There is no advertising in SetWright, no ad network receives anything, and there is nothing here to opt out of. We also do not use your information for automated decisions that produce legal or similarly significant effects: a drafted set list is a suggestion to a director, who decides.

You may ask what we have collected, ask us to delete or correct it, and you will not be treated differently for asking. Section 9 says how, and section 3 says when your director is the faster route.