Privacy Policy
This Privacy Policy explains how the EasyStagecraft Suite ("EasyStagecraft", "the Suite", "we", "us", "our") collects, uses, stores, discloses and protects personal information when you use our websites and browser-based applications — including EasyOrchestra, EasyInventory, EasyScheduler, EasyRisk, the ESC Course platform, and related services.
We are bound by the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). The Suite is designed around data minimisation: we collect as little personal information as possible to run the service, and we never sell your data or use it to train AI models.
On this page
1What we collect
We deliberately keep the personal-information surface small. In normal use, the only personal information we hold about you is your email address, which we use as your account identifier and to send you transactional email.
| Information | Collected? | Why |
|---|---|---|
| Email address | Yes — your account identifier | Sign-in (magic-link / password), billing receipts, transactional email |
| Password (optional) | Only if you set one | Faster returning sign-in. Stored only as a salted PBKDF2-SHA256 hash, never in plain text, never logged |
| Stripe customer ID (paid plans) | Yes | A reference linking your account to your subscription. The underlying billing record lives at Stripe — see §6 |
| Payment / card details | No | Card data is entered directly into Stripe at checkout. It never touches our systems |
| Production content you create | Yes — stored to run the app | Stage layouts, inventory items (and any photos you take of set, props or costumes), schedules, risk records. This is operational content, not personal profiling data |
| Student names / student records | Not required, not collected by default | See §3 |
| Government identifiers (TFN, USI, Medicare) | No | We never collect or accept these |
| Technical / log data | Limited | Sign-in events, security audit logs, and IP address at sign-in (for fraud/security). Aggregate, privacy-preserving traffic stats via Cloudflare Web Analytics — no third-party ad trackers, no fingerprinting |
You may use an alias or relay email address (for example Apple Hide My Email) if you prefer. We do not require your real name, role, or organisation to use the product.
2How & where your information is stored
EasyStagecraft is built entirely on the Cloudflare platform. Your account data and the production content you create are stored in Cloudflare KV (an encrypted key-value store) and served through Cloudflare Pages and Cloudflare Workers. For Australian users, traffic is served from Cloudflare's Australian edge locations (Sydney, Melbourne, Perth) by default.
- In transit: all traffic is encrypted with TLS 1.3 over HTTPS.
- At rest: Cloudflare encrypts all stored values, including the photos you capture in EasyInventory.
- Photos: any image you take of set pieces, props or costumes in the app is stored inside your own account's Cloudflare storage — we do not hand your photos to a third-party image host.
- Payments: handled by Stripe. We never store your card number, CVC, or full payment instrument — Stripe (PCI DSS Level 1 certified) does that.
- Access controls: data is scoped to your account; mutating actions are recorded in a security audit log; destructive actions (deletions) are logged.
3Schools, students & minors
EasyStagecraft is used by schools, and we take the safety of student data seriously. The Suite is a teacher-and-crew production tool, not a student information system.
- You stay in control. A teacher may choose to type a student name into a crew roster or schedule for their own tracking — but the product never demands it, never transmits it for any secondary purpose, and never analyses student identity.
- No advertising, no behavioural profiling. There are no ad networks, no cross-app tracking, and no individual-behaviour analytics anywhere in the Suite.
- Child-safety posture. We align with the eSafety Commissioner's Basic Online Safety Expectations under the Online Safety Act 2021 (Cth). The Suite surfaces no public user-generated content, has no social or messaging features, and any future student-facing course material is limited to viewing content only.
- Deletion on request. If a school asks us to delete any personal information held in an account — including anything a teacher entered about a student — we will action it promptly (see §5). School administrators can request access, correction, or deletion on behalf of a user at [email protected].
- School IT review. We publish a Vendor IT Confidence brief mapping the Suite against the Australian Privacy Principles, the Notifiable Data Breaches scheme, the ACSC Essential Eight, and the Safer Technologies for Schools (ST4S) framework. School IT teams can request it at the contact below.
Where a school is the "APP entity" responsible for student data, EasyStagecraft acts in support of the school's own privacy obligations — including supplying technical detail to help the school meet its Notifiable Data Breach obligations if ever required (see §9).
4Cookies & sessions
We use the minimum storage needed to keep you signed in and the app working:
- Session tokens stored in your browser (
localStorage) so you stay signed in. These are functional, not tracking. - A "trusted device" cookie (HttpOnly, Secure) so returning users on the same browser can skip the email sign-in step. You can clear it by signing out or clearing your browser data.
- Magic-link tokens — short-lived, single-use sign-in links, deleted on use or expiry.
- Cloudflare Web Analytics — privacy-preserving, cookieless, aggregate-only traffic measurement. No advertising cookies, no third-party trackers, no fingerprinting.
5Data retention & deletion on request
We keep your information only for as long as we need it to provide the service:
- Account & content — kept while your account is active. If a subscription is cancelled, your account remains accessible and exportable for a grace period; after a sustained period with no active subscription, account data is removed (you receive an email with an export link before this happens).
- Self-service deletion — you can delete your account and all associated content (layouts, inventory, schedules, risk records, sessions, trusted-device records) from your account portal. We return a deletion confirmation.
- Deletion on request — you (or a school on your behalf) can email [email protected] to request deletion of your personal information. We will action verified requests promptly.
- Transient artifacts — sign-in tokens and magic-links auto-expire (typically within an hour).
- Backups — encrypted backups are retained on a short rolling cycle (around 30 days) and age out after deletion.
- Billing records at Stripe — Stripe retains transaction records to meet its own legal and tax obligations (commonly up to 7 years in Australia). This is outside our control; we can give you a template to request Stripe-side erasure where the law permits.
6Third parties / sub-processors
We share personal information only with the small set of service providers needed to run EasyStagecraft. We do not sell your data, and we do not disclose it for advertising.
| Provider | What it does | What it sees |
|---|---|---|
| Cloudflare, Inc. | Hosting, storage (Pages, Workers, KV), edge delivery, security | Your email and the content you store |
| Stripe, Inc. / Stripe Payments Australia Pty Ltd | Subscription billing & payments | Your email and payment method (card data never touches our systems) |
| Google (Gmail / Workspace API) | Sends our transactional email (sign-in links, receipts, account & refund notices) | Your email address and the content of that transactional email |
We may also disclose personal information where required by law, to comply with a valid legal request, or to protect the rights, safety and security of our users or the service. If we ever add a new provider that processes customer-identifiable data, we will update this policy and our published sub-processor list before activation.
7Cross-border disclosure (APP 8)
Our providers operate global infrastructure, so some information may be stored or processed outside Australia (Cloudflare KV is globally replicated for reliability; Stripe and Google operate internationally). Each of these providers maintains recognised security and privacy attestations (such as SOC 2, ISO 27001, ISO 27701, and — for Stripe — PCI DSS Level 1) that provide protection substantially equivalent to the APPs. By using the Suite you acknowledge this cross-border handling. If your organisation requires Australia-only data residency, contact us and we can discuss Cloudflare regional configuration.
8Your rights under the Australian Privacy Principles
- Access (APP 12) — you can export all of your account data as a file from your account portal, or request a copy from us.
- Correction (APP 13) — you can correct your account details yourself, or ask us to. We action verified correction requests within 30 days.
- Anonymity / pseudonymity (APP 2) — you may sign up with an alias or relay email; we don't require your real name.
- Limited use (APP 6) — we use your information only to run the service. No secondary use, no on-selling, no AI/ML training on your data.
- No spam (APP 7) — we send only transactional email. Any future marketing email would be opt-in with one-click unsubscribe.
- Deletion — see §5.
- Complaints — if you believe we've mishandled your information, contact us first (see §11). If you're not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
9Data breaches
We maintain security monitoring and an incident-response runbook. If a data breach occurs that is likely to result in serious harm, we will comply with the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth) — assessing the breach and notifying the OAIC and affected individuals as required. Where the breach affects data a school also holds (such as a teacher's account email), we will support the school's own notification obligations with technical detail. We aim to notify affected account holders promptly after becoming aware of a confirmed breach affecting their data.
10Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the current version. If we make a material change — for example, adding a new category of data collection or a new sub-processor that handles personal information — we will notify active account holders by email before it takes effect. Continued use of the Suite after an update means you accept the revised policy.
11Contact us
For any privacy question, access/correction/deletion request, or complaint:
- Email: [email protected]
- Operator: Gosling Productions · ABN 50 767 719 891 · Melbourne, Victoria, Australia
See also our Terms of Service.