Privacy Policy

2.1 Registration and profile data

• First and last name (or stage name / band name)
• Email address
• Password (stored in encrypted form — bcrypt hash, never in plaintext)
• Profile photo (if uploaded voluntarily)
• Team / band data

2.2 Data entered in the application

In the ordinary use of the service, the user independently enters data relating to their professional activity, including:

• Client and contact data (name, phone, email, address)
• Event information (date, location, event type, notes)
• Collaborator and musician data (name, contact, fees)
• Collaborator operational notification settings, unsubscribe/suppression preferences and minimal technical email logs
• Documents, quotes and contracts
• Setlists, repertoires and songs
• Financial data (fees, payments, advances)
• Photos and multimedia files uploaded by the user

BandCalendar acts solely as a data processor for all data relating to third parties (clients, collaborators) that the user enters in the platform. The user is the data controller for such data.

2.3 Operational emails to collaborators

If the team explicitly enables collaborator operational notifications, BandCalendar may send transactional emails to collaborators associated with an event or rehearsal. These emails contain only operational information visible in the public collaborator card, a link to that card and an unsubscribe link.

• The feature is disabled by default and can be enabled only from team settings.
• Emails do not include fees, payments, quotes, contracts, client administrative data or internal history.
• BandCalendar does not use tracking pixels, per-collaborator open tracking, IP fingerprinting or attachments for these emails.
• The user/team remains responsible for using collaborator email addresses on a lawful basis consistent with their relationship with those collaborators.
• These notifications are separate from the emails the team writes to its collaborators from their record, described in section 2.8.

2.4 Location data (address, map pin, device GPS)

To calculate distances and show a map position for the team base or an event venue, BandCalendar may process:

• Address text you type (street, number, postcode, city), stored with your team or event data
• Geographic coordinates (latitude/longitude) obtained by geocoding that address via OpenStreetMap Nominatim, or set by you manually on the map, by pasting coordinates, or via a one-time browser geolocation request
• A flag indicating whether the pin was set automatically from the address or fixed manually

• Device location is requested only if you press “Use my location”: the browser asks for permission; we use the coordinates once to set the pin and do not track your movements over time.
• Map tiles and public geocoding use OpenStreetMap / Nominatim services (third-party infrastructure). Do not enter secrets in the address field.
• You can move or replace the pin at any time; clearing the address can clear the coordinates according to the product rules.

2.5 Usage and technical data

• IP address and browser/device information (access logs)
• Session tokens (JWT, stored in the browser)
• Push notification tokens (if authorised by the user)
• Aggregated navigation data (pages visited, features used)
• Browser error reports: the kind of error, the message and the first lines of the stack, the page path without identifiers, the browser and operating system family and major version, and the application version. They are used to fix malfunctions and contain no IP address, cookie, account or team data.

2.6 Billing data

If a paid plan is activated, we will use certified third-party providers (Stripe, PayPal) for subscription management. BandCalendar does not directly store credit card or payment instrument data. We only receive transaction confirmations and billing data required for tax purposes (e.g., billing address).

2.7 Google Calendar data we access and use

Only after you explicitly connect Google Calendar, BandCalendar accesses the following data through the Google Calendar API:

• OAuth access and refresh tokens and synchronization identifiers
• The list of subscribed calendars and calendar metadata, such as IDs, names, colors and access roles
• For calendars explicitly selected by the user, event titles, descriptions, dates, times, locations and statuses required for synchronization or the personal-calendar overlay

We use these data only to let you choose calendars, display personal events from calendars you select, create, update or delete BandCalendar events in the selected destination calendar, and import provider-side changes when bidirectional synchronization is enabled. We do not access other Google Account services or data.

OAuth tokens and synchronization identifiers are retained while the integration remains connected and are deleted when you disconnect Google Calendar; BandCalendar also requests revocation of the Google grant. Event content intentionally synchronized into BandCalendar remains subject to the service's standard retention and user deletion controls.

Google Calendar data is not used for advertising, profiling or AI training, and is not sold. It is not disclosed except to service providers acting on our behalf where strictly necessary to operate and secure BandCalendar.

BandCalendar's use and transfer of information received from Google APIs complies with the Google API Services User Data Policy including the Limited Use requirements.

2.8 Emails to clients and collaborators and their replies

From the record of a client or of a collaborator the team can write emails to its own clients and collaborators, and BandCalendar sends them on the team's behalf. For each email sent, the sender, the recipient, the subject, the text and the names of the attachments are kept in the record of that client or collaborator. The attachments of an email to a collaborator are documents of the team's archive.

• On paid plans, the replies of clients and collaborators to these emails are received by BandCalendar through a dedicated reply address, saved in the record of the person who replied together with any attachments, and forwarded to the team's mailbox.
• On the free plan, new emails name the team's email as the reply address: replies go directly to the team and are not received by BandCalendar.
• Automatic replies, such as out-of-office notices, are not saved.
• On the plans that include it, the team can connect its own mailbox to BandCalendar. In that case these emails are sent from the team's address through its own mail provider, and BandCalendar reads the mailbox to save in the records of clients and collaborators the messages exchanged with their addresses, with any attachments. To do so BandCalendar stores, encrypted, the credentials the team provides, which give access to the whole mailbox; of the other messages it reads only the sender, recipients, date and identifiers needed to tell whether they concern a client or a collaborator, and does not save them. A message read in BandCalendar is marked as read on the mailbox too. When the provider does not keep a sent copy itself, BandCalendar adds one there for the message that left from here, unless the team turns this off in the settings. BandCalendar does not delete anything in the mailbox, and the team can disconnect it at any time: the stored credentials are then erased.
• An email sent to several clients or collaborators at once contains an unsubscribe link; the address of a person who unsubscribes is kept so that no further emails of this kind are sent to it. The list is kept by address and is the same for clients and collaborators: unsubscribing applies to both, and an address that unsubscribed by itself cannot be included again by the team.
• An email scheduled for a later time is kept, with copies of its attachments, until it leaves; it can be cancelled until then.
• When the server of a recipient refuses an email, BandCalendar records the address, the error code and the reason given by the server, taken from the delivery-failure notice read in the connected mailbox. The team is warned, and that address is left out of emails to several people until the team dismisses the notice.
• On the plans that include it, the team can switch on an automatic email to its clients some days after an event. It is sent to clients only, never to collaborators, and contains the same unsubscribe link.
• The user/team is the data controller for the data of its clients and collaborators and remains responsible for writing to them on a lawful basis; BandCalendar acts as data processor.

How account deletion works

Deletion is immediate and irreversible. The behaviour depends on the role:

• Team owner: the team is dissolved, all members receive a notification email and are automatically moved to a new personal team (their accounts remain active and their data is preserved).
• Invited member: the account is deleted along with all associated data.
• Google OAuth users: no password is required, just confirm the intention.

How data export works

The team owner can download a backup of team data (events, clients, collaborators, fees, etc.) in JSON format directly from the app: Settings → Backup → Download Backup. The backup also includes collaborator notification settings, preferences and technical logs when present. Full public-link and unsubscribe tokens are not stored in plaintext and therefore are not exported. From the same page, Full archive with files downloads a ZIP that also holds the uploaded files and the emails exchanged with clients and collaborators, with pages to browse in a browser, without BandCalendar. No need to contact us.

To request data in a different format, write to info@bandcalendar.it.

Newsletter

The BandCalendar newsletter is sent only to users who have given explicit consent via the subscription form on the website. We collect the email address, preferred language, and technical data (IP address and browser) for security and anti-spam purposes.

You can unsubscribe at any time by clicking the unsubscribe link at the bottom of every newsletter email, or by writing to info@bandcalendar.it. Upon unsubscription, your data is retained for 30 days and then permanently deleted.