1. Scope and Relationship to Other Terms
This Privacy Policy applies to personal information processed by Team Docs Inc. in connection with StagePanda.
This Privacy Policy should be read together with our Terms of Service, which govern your use of StagePanda. If you have questions, contact us at privacy@stagepanda.io.
2. Definitions
- Personal Information: information that identifies or can reasonably be linked to an individual (e.g., name, email, device identifiers).
- User Content: presentations, documents, videos, feedback, Q&A, and other materials you upload or submit.
- Organizer: a user who creates or administers events or workspaces.
- Attendee/Participant: a user who joins an event or interacts with event content.
- Processing: collecting, using, storing, sharing, or deleting information.
3. What We Collect
We collect information in three main ways: (a) you provide it, (b) we collect it automatically, and (c) we receive it from others (e.g., an organizer, or a payment provider).
3.1 Information you provide to us
- Account information: name, email, password (stored as a secure hash), role (e.g., speaker/organizer), profile details you choose to provide.
- Organization/workspace information: organization name, team members, event setup details.
- User Content: slides, files, videos, recordings, session assets, feedback, testimonials, Q&A, messages, and other materials you submit.
- Support communications: messages you send to support, bug reports, and related information you provide.
3.2 Information we collect automatically
- Device and technical data: IP address, device type, OS, browser/app version, language, approximate location (derived from IP), timestamps.
- Usage data: features you use, clicks, page views, session duration, referral URLs, crash logs, and performance metrics.
- Cookie and similar technology data (see Section 10): identifiers to keep you logged in, remember preferences, and improve reliability.
3.3 Information we receive from third parties
- Payment and billing (for paid plans): limited information from payment processors (e.g., billing status, last 4 digits, country, transaction IDs). We do not receive or store full card numbers if processed by third-party payment providers.
- Event invitations and organizer-provided data: if an organizer invites you, we may receive your name/email and role assignment.
- Integrations you enable: if you connect third-party services, we may receive data needed to provide that integration.
3.4 Sensitive information
StagePanda is not designed for collecting sensitive personal information (e.g., government IDs, biometric identifiers, detailed health data). Please do not upload sensitive personal information unless you have a lawful basis and it is necessary for your use case. If you do, you are responsible for ensuring you have the right to provide it.
4. How We Use Information
We use personal information to operate StagePanda and provide the Services, including to:
1. Provide and maintain the Platform
- Create and manage accounts
- Provide event and presentation functionality
- Enable access to content and collaboration
2. Authenticate and secure
- Verify logins and prevent unauthorized access
- Detect, prevent, and investigate fraud, abuse, or security incidents
3. Process subscriptions and transactions
- Manage billing, renewals, and payment confirmations
- Maintain records of purchases and subscription status
4. Provide support and communicate
- Respond to inquiries and support requests
- Send service notices (e.g., security alerts, changes to features/policies)
5. Improve reliability and functionality
- Debug, monitor performance, and maintain infrastructure
- Improve user experience and feature usability
6. Comply with legal obligations
- Meet tax/accounting requirements
- Respond to lawful requests by authorities where required
We do not sell personal information.
5. Legal Bases for Processing
Where required by applicable law (e.g., in the EEA/UK), we rely on one or more of the following legal bases:
- Contract: to provide StagePanda under our Terms of Service (e.g., account creation, event access).
- Legitimate interests: to secure, maintain, and improve the Platform, prevent fraud, and support operations (balanced against your rights).
- Consent: where required for certain cookies or optional communications.
- Legal obligation: to comply with laws, lawful requests, and regulatory requirements.
6. How We Share Information
We share information only as described below.
6.1 With service providers (processors)
We use trusted third-party vendors to help operate StagePanda (e.g., hosting, payments, email delivery, monitoring). These providers are authorized to process personal information only to perform services for us and must protect it.
Examples include:
- Cloud hosting (StagePanda data is hosted on Microsoft Azure)
- Payment processors
- Email and notification services
- Customer support tools
- Security and monitoring providers
6.2 With organizers and within events/workspaces
If you participate in an event or workspace:
- Organizers may access information necessary to administer the event (e.g., attendee lists, participation details, and content you submit in event context such as Q&A/feedback).
- Your profile information (e.g., display name) may be visible to other participants depending on event settings.
Organizers are independently responsible for how they use attendee information in their events. If you are an attendee and have questions about an organizer's use, you should contact the organizer directly.
6.3 With third-party integrations you enable
If you connect StagePanda to a third-party service, we share information as needed to provide that integration, according to your settings.
6.4 For legal and safety reasons
We may disclose information if we believe in good faith it is necessary to:
- Comply with applicable law or legal process
- Protect the rights, safety, and security of Team Docs Inc., our users, or the public
- Prevent fraud or address security issues
6.5 Business transfers
If Team Docs Inc. is involved in a corporate transaction (e.g., merger, acquisition, financing, reorganization, or sale of assets), personal information may be transferred as part of that transaction, subject to reasonable confidentiality protections.
7. Data Hosting, International Transfers, and Global Access
StagePanda is operated from Canada and is globally accessible. Your information may be processed in Canada and other jurisdictions where we or our service providers operate.
Where required, we use appropriate safeguards for international transfers (such as contractual protections) consistent with applicable data protection laws.
8. Data Retention
We retain personal information only for as long as necessary to:
- Provide the Services
- Maintain business records (e.g., billing, audit, security logs)
- Comply with legal obligations
- Resolve disputes and enforce agreements
If you delete your account:
- We will delete or de-identify personal information associated with your account within a reasonable period, except where we must retain certain data for legal, security, fraud prevention, or backup purposes.
- Backups may persist for a limited time before being overwritten.
9. Security
We use reasonable administrative, technical, and organizational measures designed to protect personal information, including access controls, encryption in transit where supported, and monitoring for suspicious activity.
However, no system is 100% secure. You are responsible for keeping your login credentials confidential and using strong passwords.
10. Cookies and Similar Technologies
We use cookies and similar technologies (e.g., local storage, SDKs) to:
- Keep you logged in and maintain sessions
- Remember preferences
- Improve performance and reliability
- Understand usage patterns to improve the Platform
You can control cookies through your browser settings and, where available, in-app settings. Disabling cookies may affect functionality.
11. Your Choices and Rights
Depending on where you live, you may have rights to:
- Access: request a copy of personal information we hold about you
- Correction: request correction of inaccurate information
- Deletion: request deletion of personal information (subject to exceptions)
- Restriction/Objection: request limits on processing or object to certain uses
- Withdraw consent: where processing is based on consent
Important alignment with StagePanda terms: StagePanda does not guarantee data portability (i.e., we may not provide a structured export of all data), though we may provide limited exports at our discretion or where required by law.
To exercise rights, email privacy@stagepanda.com. We may request verification before fulfilling requests.
12. Communications
We may send:
- Service communications (required): security alerts, billing notices, legal updates, operational messages
- Optional communications: product updates or newsletters (where offered)
You may opt out of optional communications via unsubscribe links or account settings. You cannot opt out of essential service communications.
13. Children's Privacy
StagePanda is not intended for anyone under 18. We do not knowingly collect personal information from minors. If you believe a minor has provided personal information, contact privacy@stagepanda.com.
14. Third-Party Links and Services
StagePanda may contain links to third-party sites or services. This Privacy Policy does not apply to those third parties, and we are not responsible for their privacy practices.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. If changes are material, we will provide notice via the Platform or other reasonable means.
Your continued use of StagePanda after updates means you accept the revised Privacy Policy.
