Privacy Policy

Last Updated: January 3, 2026

1. Information We Collect

Personal Information

When you create an account and use SongSmartAI, we collect:

• Account Information: Email address, name, and password (encrypted)
• Google OAuth Data: If you sign in with Google, we receive your email, name, and profile picture
• Payment Information: Processed securely through Stripe (we do not store your full payment card details)

Content You Upload

• Sheet Music PDFs: The PDF files you upload to our platform
• Generated Metadata: Song titles, composers, keys, genres, and page numbers extracted by our AI
• Individual Song PDFs: Automatically created separate PDF files for each detected song
• Setlists: Your created setlists and their contents
• Annotations: Notes and marks you add to your sheet music

Usage Information

• Activity Data: Features you use, pages you visit, and actions you take within the platform
• Device Information: Browser type, operating system, IP address, and device identifiers
• Share Analytics: Information about setlists you share and email opens/clicks

2. How We Use Your Information

We use the collected information to:

• Provide Our Services: Process your PDFs with AI, organize your music library, and enable setlist sharing
• AI Processing: Send your uploaded PDFs to Google's Gemini API for automatic song extraction and metadata generation
• Billing & Payments: Process subscription payments and manage your trial period through Stripe
• Communications: Send transactional emails via AWS SES (account updates, trial expiration reminders, shared setlists)
• Platform Improvement: Analyze usage patterns to enhance features and user experience
• Security: Detect and prevent fraud, abuse, and technical issues
• Legal Compliance: Comply with applicable laws and enforce our Terms of Service

3. How We Store and Protect Your Information

Data Storage

• File Storage: Your PDF files are stored securely in cloud storage (AWS S3 or compatible services)
• Database: Your account information and metadata are stored in encrypted PostgreSQL databases
• Encryption: Data is encrypted both in transit (TLS) and at rest

Security Measures

We implement industry-standard security practices including:

• Encrypted password storage using bcrypt
• Secure HTTPS connections for all data transmission
• Regular security audits and updates
• Access controls and authentication mechanisms
• Secure API communication with third-party services

4. Third-Party Services

We use the following third-party services to operate our platform:

Google Gemini AI

• Purpose: Process uploaded PDFs to extract song metadata and create individual song files
• Data Shared: Your uploaded sheet music PDFs
• Privacy Policy: Google Privacy Policy

Stripe

• Purpose: Process subscription payments and manage billing
• Data Shared: Payment information, email address, subscription status
• Privacy Policy: Stripe Privacy Policy

AWS SES (Simple Email Service)

• Purpose: Send transactional emails and setlist sharing emails
• Data Shared: Email addresses, email content, delivery analytics
• Privacy Policy: AWS Privacy Notice

Google OAuth

• Purpose: Provide convenient sign-in option
• Data Shared: Email, name, profile picture (with your consent)
• Privacy Policy: Google Privacy Policy

5. Data Retention

We retain your information for as long as your account is active or as needed to provide you services. When you delete your account:

• Your uploaded PDFs and generated files are permanently deleted within 30 days
• Your account information and metadata are removed from our active databases
• Some information may be retained in backups for up to 90 days for disaster recovery purposes
• We may retain certain information as required by law or for legitimate business purposes

6. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Update or correct inaccurate information in your account settings
• Deletion: Request deletion of your account and associated data
• Data Portability: Request an export of your data in a machine-readable format
• Opt-Out: Unsubscribe from marketing emails (transactional emails cannot be disabled)

To exercise these rights, contact us at privacy@songsmartai.com.

7. Cookies and Tracking

We use cookies and similar technologies for:

• Maintaining your login session
• Remembering your preferences
• Understanding how you use our platform
• Security and fraud prevention

You can control cookie settings through your browser, but disabling certain cookies may limit platform functionality.

8. Children's Privacy

SongSmartAI is not intended for users under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. Your continued use of SongSmartAI after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

• Email: privacy@songsmartai.com
• Support: support@songsmartai.com