Privacy notice

Setdesk holds two kinds of personal information and stands in a different relationship to each.

For the people who sign in and use the product, we are the responsible party. We decide what is collected and why.

For everybody a workspace stores inside it, promoters, venue contacts, artists, demo submitters, the workspace is the responsible party and we are its operator. The agency decides what to record about its contacts. We process it on their instruction, and we do not use it for our own purposes.

Account details: name, email address

To sign you in and show who did what in a shared workspace. Source: you, when you sign up.

Contact records: names, email addresses, phone numbers, organisations

So bookings, advance sheets and invoices can reach the right person. Source: entered by the workspace, usually about promoters and venues.

Artist details: stage name, legal name, contact details, fees and commission

To run the diary and calculate what is owed. Source: entered by the workspace.

Banking and tax details: account number, branch, VAT number

So an invoice states where to pay. Source: entered by the workspace about itself.

Signature evidence: signer name, email, IP address, browser, timestamp

So a signed agreement can be shown to have been signed. Source: captured when somebody signs a contract.

Promo activity: whether a link was opened, plays, how far a track was heard, feedback given

So a label learns how a record is landing. Source: recorded as a recipient uses their private link.

Demo submissions: submitter name, email, and the audio sent

So an inbound demo can be listened to and answered. Source: the person submitting.

Each of these is an operator under POPIA. None of them is permitted to use the information for anything other than the service they provide to us.

It does. The database sits in Frankfurt, Germany, and several of the companies above operate from the United States. Section 72 of POPIA governs transferring personal information outside the Republic, and permits it where the recipient is bound by rules or a contract that give effect to protection substantially similar to POPIA.

We rely on the data processing terms of each company listed above. Where you need those terms for your own compliance, ask and we will provide them.

Information is kept for as long as the workspace holding it keeps it. Deleting a contact, a booking or a campaign removes it.

Three things are removed on a schedule, by a job that runs daily. Older versions of a generated document are deleted 30 days after a newer version replaces them. The audio attached to a demo submission is deleted 90 days after the submission is passed on or its link expires; the record that it was sent remains. And any file left in storage with nothing referring to it, which is what deleting a booking or a workspace leaves behind, is removed after 7 days.

Two things are shorter lived by design. A sign-in code is stored only as a hash and expires after ten minutes. A signed-in session lasts seven days.

Under POPIA you may:

• ask what personal information is held about you, and get a copy
• ask for anything inaccurate to be corrected
• ask for it to be deleted, where we are not required to keep it
• object to it being processed
• complain to the Information Regulator

If a workspace holds information about you, ask them first: they decide what to keep. The product gives every workspace a way to export everything it holds about one contact, and to erase it, so they can answer you. If you cannot reach them, write to us at privacy@setdesk.co.za and we will help.

The Information Regulator of South Africa can be reached at inforeg.org.za.

Every table enforces row level security in the database itself, so a workspace cannot read another workspace's rows even if the application asks it to. Fees and money sit behind a further permission, so a member without money access cannot read them at any layer.

Files are never public. Every link to a document or a track is short-lived, addressed to one recipient, and can be revoked, which takes effect on the next request. Sign-in codes and share tokens are stored only as hashes, so a copy of our database does not yield a working link.

If this notice changes materially, the version at the foot of the page changes with it, and account holders are told before the change takes effect.