Legal
Privacy Policy
Last updated: August 1, 2026
This Privacy Policy explains how SessionTrack, LLC ("SessionTrack," "we," "us," or "our") collects, uses, shares, and protects information when you use our website at sessiontrack.app (the "Site") and the SessionTrack mobile application (the "App," and together with the Site, the "Service").
By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.
1. Information We Collect
Information you provide on the Site
When you submit our contact form, we collect the name, email address, and message you enter so we can respond to your inquiry.
Account information
When you create an account in the App, we collect your name, email address, and password (stored in hashed form, never in plain text), and your role within the Service (for example, session leader or administrator).
Session and payroll data you enter
The App is a tool for managing recording sessions and generating the related paperwork. As part of that, you may enter or upload information about sessions and the people involved, including:
- Session details, dates, studios, producers, and song titles;
- Musician and contractor details, including names and contact information;
- Sensitive personal information, including Social Security numbers, where you choose to enter it for the purpose of union payroll, time cards, contracts, and tax reporting;
- Wage, pension, health & welfare, and other payment figures.
About Social Security numbers and other sensitive data. Some union payroll documents require a Social Security number. When you enter information about another person (such as a musician or contractor), you are responsible for ensuring you have the authority and any consent required to do so. We use this data only to provide the Service and to generate the paperwork you request, and we restrict access to it.
Information collected automatically
When you use the Service, we and our service providers automatically collect certain technical information, such as your IP address, device and browser type, app version, and log data about your interactions with the Service. The App and our administrative tools also keep activity logs for security and audit purposes.
2. How We Use Information
We use the information we collect to:
- Provide, operate, and maintain the Service;
- Generate session paperwork, including time cards and contracts, and calculate wages and related amounts;
- Create and secure your account and authenticate you;
- Respond to your inquiries and communicate with you about the Service;
- Send transactional messages, such as password-reset emails and documents you choose to email from the App;
- Monitor, detect, and prevent fraud, abuse, and security incidents;
- Comply with legal obligations and enforce our terms.
3. How We Share Information
We do not sell your personal information. We share information only as described below:
Service providers
We rely on a small number of third-party providers to run the Service. They process data on our behalf and only as needed to provide their services:
- Cloudflare - website hosting and storage of contact-form submissions;
- Render - hosting of our application backend and database;
- Resend - delivery of transactional email;
- Apple - distribution of the App, including beta distribution via TestFlight.
At your direction
When you generate a document such as a time card or contract and choose to send it - for example, by emailing it to a union or a record label - we transmit that document and its contents as you instruct.
Legal and safety
We may disclose information if required to do so by law, or if we believe in good faith that disclosure is necessary to comply with legal process, protect our rights or property, or protect the safety of any person.
Business transfers
If SessionTrack is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your information.
4. Data Retention
We retain personal information for as long as your account is active or as needed to provide the Service, and afterward as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.
Deleting your account
You can delete your account at any time from the Settings screen in the App, or by contacting us at privacy@sessiontrack.app. Deletion is not immediate: your request begins a 30-day grace period, during which you can still sign in and cancel it. We stop sending you Service email as soon as you make the request.
When the grace period ends, we permanently delete:
- Your sign-in credentials, including your stored password and any pending password-reset tokens;
- Your own profile information, including your name, email address, phone number, address, AFM card number, and Social Security number;
- Your personal musician address book - the musician records you created for your own use;
- Your collaboration links with other users.
Shared records that other users are still working from - studios, companies, producers, and the sessions themselves - are not removed. Neither are our security and audit logs, which record events such as sign-ins, password changes, and administrative actions along with the associated IP and email address; those are append-only and retained for security and fraud prevention.
Session records are retained. The sessions you created, and the paperwork data attached to them - dates, studios, song titles, musician names, and wage, pension, and health & welfare figures - are not deleted. These records document union filings and amounts owed to other musicians, who have their own interest in them and no way to recreate them. We disassociate the records from you: your name and email address are removed and the sessions are attributed to a deleted account.
When the grace period ends we also remove Social Security numbers from those retained records - yours and those of every other person appearing in them. The wage and contribution figures remain; the Social Security numbers do not.
The length of the grace period and the scope of what is retained may change to match the requirements of the union locals we work with. We will update this policy if they do.
5. Security
We take reasonable measures to protect your information, including encryption of data in transit, hashed storage of passwords, scoped access controls, and audit logging. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.
6. Your Rights and Choices
Depending on where you live, you may have the right to access, correct, or delete the personal information we hold about you, or to object to or restrict certain processing. You can delete your account yourself from the Settings screen in the App - see "Deleting your account" above for exactly what is removed and what is retained. For any other request, contact us at privacy@sessiontrack.app. We will respond consistent with applicable law. You may also update much of your account and session information directly within the App.
7. Children's Privacy
The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it.
8. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes may be communicated through the Service. Your continued use of the Service after an update constitutes acceptance of the revised policy.
9. Contact Us
If you have questions about this Privacy Policy or our data practices, contact us at privacy@sessiontrack.app.
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