1. Who We Are
Audio Guest Books (“we”, “us”, “our”) is a hosted platform that helps photo booth and event companies (“customers”) deliver audio guest book recordings to their clients. This privacy policy describes how we handle personal data for customers, their team members, and the visitors of client pages they publish.
Audio Guest Books is operated from Ontario, Canada. You can reach us at [email protected].
2. Information We Collect
2.1 Account information
When you sign up, we collect your name, email address, and the company information you choose to provide (company name, slug used as a subdomain). Authentication is handled through Clerk, which may also process information needed to verify your identity (such as a hashed password or a one-time code).
2.2 Audio files and event content
You upload audio files (and optionally branding assets like a logo and cover image) to events you create. These files are stored in encrypted object storage and treated as your content. Client page metadata such as event names, client names, and event dates is stored alongside the files.
2.3 Analytics and diagnostic data
When a guest visits a client page you publish, we record minimal analytics events such as page view, audio play, audio download, and bulk-zip download. We collect a hashed IP, a coarse user-agent string, and the referrer for these events to help you understand engagement. We do not place third-party tracking pixels and we do not sell or share these analytics with advertisers.
2.4 Billing information
Paid subscriptions are processed by Stripe. When you upgrade, Stripe collects your payment information directly. We never see or store full credit card numbers; we only receive a customer ID, a subscription ID, the current plan and status, and the period end date.
2.5 Support and email correspondence
When you email us or receive transactional emails (such as billing receipts or retention reminders), we keep a record of the correspondence so we can support you and audit our communications.
3. How We Use Information
- To provide the service: storing your files, serving client pages, processing uploads and downloads.
- To send transactional emails: account events, billing notifications, retention reminders, and replies to support requests.
- To prevent abuse: investigating suspected violations of our Terms of Service and securing the platform.
- To improve the product: understanding aggregate usage patterns so we can make better features.
4. Service Providers We Share Data With
We use a small number of trusted vendors to operate Audio Guest Books. We share only the information each vendor needs to perform its role:
- Stripe — payment processing and subscription management.
- Clerk — user authentication and session management.
- Resend — sending transactional emails.
- Cloudflare R2 — encrypted object storage for audio files and branding assets.
- Neon — managed PostgreSQL database for application data.
- Railway — application hosting.
We do not sell personal data to third parties. We do not share your data with advertisers.
5. Data Retention
Audio files follow the retention period configured by the event owner based on their plan (6 months on Free, 18 months on Pro, 24 months on Ultimate by default). Owners can extend retention or delete files earlier from their dashboard.
When a customer cancels and downgrades, existing files keep their retention windows; new events follow the new plan’s limits.
When an account is deleted, we soft-delete it for 30 days to allow recovery, then permanently purge the company, its events, files, uploaded branding assets, and identifying audit log entries on or after the scheduled hard-delete date.
6. Your Rights
You can access most of your data directly from your dashboard: uploaded files, event details, branding assets, billing status, and recent billing audit history. You can export files by downloading them (individually or as zip bundles).
You can delete files, events, or your entire workspace at any time. If you would like a copy of your account data in a portable format, or if you would like us to delete data on your behalf, write to [email protected] and we will respond as quickly as we reasonably can.
7. Cookies and Local Storage
We use cookies only for what the product needs to function:
- Authentication. Clerk sets a session cookie when you sign in to the dashboard.
- Client page unlock sessions. When a guest unlocks a password-protected client page, we set a cookie scoped to that event so they don’t have to re-enter the password for up to 7 days.
We do not use third-party advertising or tracking cookies.
8. Security
Audio files are stored in encrypted object storage and served via signed, time-limited URLs. Access to your dashboard is protected by Clerk authentication. We follow reasonable technical and organizational measures to protect personal data, but no system is perfectly secure — please use a strong, unique password and email us right away if you suspect your account has been compromised.
9. International Transfers
Our infrastructure is operated by service providers based primarily in Canada and the United States. By using Audio Guest Books, you understand that your information may be processed in jurisdictions outside your country of residence.
10. Children
Audio Guest Books is intended for business use by adults. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us and we will delete it.
11. Changes to This Policy
We may update this policy from time to time. When we make material changes, we will update the “Last updated” date at the top of this page and, where required, notify customers by email.
12. Contact
For privacy-related questions or requests, write to [email protected]. For general support, see our contact page.