Soundhouse ONE Privacy Notice

1. Scope and operator

This Privacy Notice describes information handled through Soundhouse ONE, the private application operated by Chapman Music Inc., doing business as Caleb Chapman's Soundhouse. It describes the current app and the choices available to its users.

The app supports Artists, Parents and guardians, Producers, and Administrators. Separate public websites, enrollment processes, payments, and outside services may have their own notices. Acknowledging this notice is not permission for every possible use of personal information.

2. Information handled by the app

Account and access information includes names, email and contact details, account identifiers, assigned roles, invitation status, notification preferences, and family or band relationships. Sign-in and password recovery are handled through the authentication service.

Program information includes band membership, instruments and approved profile images where supplied, schedules and locations, announcements and acknowledgements, attendance and correction history, rehearsal notes and their sharing status, assignments, intended recipients, and completion history.

Content may include authorized documents, images, music references or charts, and typed notes or text pasted or imported by staff. A pasted transcript can include personal information even if the app did not record the original conversation.

Operational records include account and administrative activity, document-version acceptances and timestamps, file metadata, and technical information needed to serve the app or diagnose failures. Hosting and authentication providers may receive network and device information such as IP addresses and browser details. Provider logs and backups can have separate retention periods; Soundhouse is still documenting those settings.

3. Where information comes from and why it is used

Information comes from you, authorized Soundhouse staff, an authorized Parent or guardian, and the app's operational systems. Staff may add or correct membership and scheduling information; your family link and role determine which features become available.

Soundhouse uses this information to authenticate accounts, grant appropriate access, coordinate rehearsals and events, communicate program information, record responsibilities and completion, provide authorized materials, support users, correct errors, and protect the service. Audit and acceptance records help establish what action occurred and the policy version submitted with an acceptance.

4. Who can see information

Artists receive information made available to their account and authorized bands, including relevant schedules, announcements, responsibilities, and assignments. Limited roster details and deliberately shared band content may be visible to other authorized members of the same band.

Parents receive the information made available through their verified links to Artists. Producers receive authorized information for the bands they manage. Administrators and explicitly authorized staff may access broader operational records to administer the program, support accounts, or investigate a problem.

Private rehearsal notes are intended for authorized staff, rather than ordinary Artist or Parent views. A Producer may deliberately share a note with its authorized band audience. Private does not mean inaccessible to all Administrators, service providers, or legally authorized requests. No online system can promise absolute security.

5. Service providers and outside links

Soundhouse ONE uses Supabase for authentication, application data, and private file storage, and Lovable for the application platform and hosting. Google Fonts receives browser requests for typography. In the preview environment, Lovable error reporting can receive error details and the page path when the reporting service is present.

A linked music file, recording, or other resource may open a separate provider, such as a file host or recording service. That service can receive a request when you follow the link and operates under its own terms. A reference link does not itself prove that the app copied a file to that provider.

Hosting, authentication, email delivery, diagnostics, and backup services process information needed to operate the app. Soundhouse is still completing its detailed provider and retention inventory. Contact info@ccsoundhouse.com for questions about a provider or where your information is processed; this notice does not promise a particular processing country or backup expiry.

Soundhouse's policy is not to sell Soundhouse ONE information or use it for targeted advertising. App access terms do not authorize optional marketing, publicity, or new external AI processing. Information may be disclosed when required by law or reasonably needed to address a specific safety or security issue, limited to the information necessary for that purpose.

6. Browser storage and communications

The app uses browser storage for sign-in state, an unfinished invitation, and password-recovery state. Clearing storage can require signing in again or restarting an invitation or recovery process. Sign out when using a shared device and do not share private links.

Notification preferences can be viewed in Account settings. The current interface keeps urgent operational email enabled; selecting a preference does not guarantee delivery. App setup is not an SMS marketing opt-in. Any marketing or SMS program must use its own appropriate notice and consent process.

7. Children and Parent choices

Soundhouse serves young Artists. Parents and guardians should contact Soundhouse before a child begins using an individual account. Where required, direct Parent notice and verifiable parental consent must precede collection or use of the child's information. The app does not currently provide automated parental-consent verification. A Parent role, a staff-entered family relationship, or an Artist's acceptance checkbox is not proof by itself.

Parents and guardians may contact info@ccsoundhouse.com to request review or correction of a child's information, deletion, or withdrawal of permission for further collection and use. Soundhouse will verify the requester's authority using information reasonably necessary for that purpose and explain any effect on app access. Do not email identity documents or sensitive information unless given an approved secure method.

Acknowledging this Privacy Notice does not replace a required parental-consent process or waive a Parent's or child's rights. Contact the team promptly if a child has submitted information before the required consent was obtained.

8. Retention, deletion, and account closure

Information is retained to support the program activities, account access, follow-up, security, and applicable recordkeeping purposes described in this notice. Soundhouse is still formalizing category-specific retention periods and provider backup expiry. Automatic deletion after a fixed period is not currently implemented.

Removing a role, ending band membership, archiving an assignment, or signing out does not delete the underlying record. You may request review, correction, account closure, or deletion by contacting info@ccsoundhouse.com. Soundhouse will verify your authority, identify any specific reason for continued retention, and explain the outcome, including limitations affecting provider copies or backups.

Children's information must not be kept indefinitely or beyond the purpose for which it is needed. Applicable deletion and other privacy rights take precedence over a general retention practice. This interim notice does not claim that a complete retention and deletion program has already been implemented.

9. Recording, AI, updates, and contact

The current rehearsal-note suggestion tool uses pattern matching on entered text; that tool does not record rehearsals or send notes to an external AI service. Recording, transcription, external AI processing, advertising, and public portfolio uses require separate review and applicable notice and permissions before they are introduced.

This notice carries an effective date and version identifier. Material changes will be explained before the changed practice begins, with additional consent where required. Historical acceptance records will not be relabelled as acceptance of a newer notice.

Privacy questions and requests: info@ccsoundhouse.com or (801) 763-0200. Mailing address: Chapman Music Inc., doing business as Caleb Chapman's Soundhouse, 2415 W 700 S, Suite S, Pleasant Grove, UT 84062.