Privacy Policy

1. Introduction & Scope

This Privacy Policy describes how Team Rollouts, Inc. ("Company," "we," "us," or "our") collects, uses, shares, and protects information when you use Team ("Service"), our music release planning and coordination platform.

This policy applies to all users of the Service, including artists, managers, label representatives, and team members who access the platform through web browsers or mobile devices.

By using Team, you agree to the collection and use of information in accordance with this policy. If you do not agree with our practices, please do not use the Service.

2. Information We Collect

Personal Information

When you create an account or use our Service, we collect:

• Account Information:Name, email address, profile picture, and authentication credentials
• Contact Information:Phone number (for SMS notifications), mailing address (if provided)
• Organization Information:Team name, role within organization, artist or label affiliation
• Payment Information:Billing address and payment method details (processed securely by our payment processor)

Release and Project Data

To provide our release planning services, we collect:

• Release Information:Artist names, release titles, genres, release dates, and promotional budgets
• Task and Timeline Data:Tasks, deadlines, assignments, comments, and completion status
• Uploaded Content:Documents, images, audio files, press materials, and other assets you upload
• Budget Information:Budget allocations, spending records, and financial planning data

Communications Data

• Email Integration:When you connect email accounts (Gmail, Outlook), we access email metadata and content to surface release-related communications within the platform
• AI Conversations:Messages exchanged with our AI assistant (Teammate) to provide personalized assistance
• Team Communications:Comments, mentions, and notifications shared within your organization

Usage and Technical Data

• Device Information:Browser type, operating system, device identifiers
• Log Data:IP address, access times, pages viewed, features used
• Analytics Data:Feature usage patterns, session duration, interaction data
• Performance Data:Error logs and diagnostic information

Third-Party Integration Data

When you connect third-party services, we may receive:

• Spotify:Artist profiles, streaming analytics, playlist placements
• Social Platforms:Account connections for posting and analytics
• Calendar Services:Event and scheduling data

3. How We Collect Information

Direct Collection

We collect information directly when you create an account, fill out forms, upload content, connect integrations, or communicate with us.

Automatic Collection

We automatically collect technical and usage data through cookies, analytics tools, and server logs when you interact with the Service.

Third-Party Sources

We receive information from third-party services you connect (email providers, streaming platforms, social networks) and from authentication providers (Clerk) when you sign in.

4. How We Use Your Information

We use collected information to:

• Provide the Service:Enable release planning, task management, team collaboration, and AI assistance
• Personalize Experience:Customize recommendations, suggestions, and AI responses based on your release context
• Process Transactions:Handle subscription payments and billing
• Send Communications:Deliver account notifications, task reminders, and customer support via email and SMS
• Improve the Service:Analyze usage patterns to enhance features, fix bugs, and develop new capabilities
• Ensure Security:Detect and prevent fraud, abuse, and unauthorized access
• Comply with Legal Obligations:Meet regulatory requirements and respond to legal requests

5. SMS Text Messages

If you provide your mobile phone number and opt in to receive text messages:

• Purpose:Text messages are sent solely for account-related notifications and customer support related to release planning, coordination, and execution. We do not send marketing or promotional text messages.
• Consent:You may opt in during account registration or within authenticated account settings. Consent is not a condition of purchase.
• Frequency:Message frequency varies depending on your activity and account interactions.
• Opt-Out:Reply STOP at any time to stop receiving text messages.
• Help:Reply HELP for assistance.
• Fees:Message and data rates may apply depending on your mobile carrier and plan.

Mobile phone numbers and SMS messaging data will not be shared with third parties for marketing or promotional purposes.

6. Data Sharing & Third Parties

We do not sell your personal information.We share data only in the following circumstances:

Service Providers (Subprocessors)

We use trusted third-party services to operate the platform:

• Cloud Infrastructure:Neon (database), Cloudflare (storage, CDN)
• Authentication:Clerk (user authentication and identity)
• AI Services:OpenRouter (AI model access for Teammate assistant)
• Analytics:Sentry (error monitoring), Umami (privacy-focused analytics)
• Scheduling:Calendly (demo booking and scheduling — when you book a demo, Calendly collects your name, email, and scheduling preferences per their own privacy policy)
• Advertising:Meta Pixel (conversion tracking and ad optimization for Meta/Facebook/Instagram advertising campaigns)
• Communications:Twilio (SMS), SendGrid (email)
• Payments:Stripe (payment processing)

Within Your Organization

Release data, tasks, and communications are shared with other members of your organization as part of the collaboration features.

Legal Requirements

We may disclose information when required by law, court order, or government request, or to protect our rights, safety, or property.

7. Cookies & Tracking Technologies

We use cookies and similar technologies for:

• Essential Cookies:Required for authentication, security, and core functionality
• Preference Cookies:Remember your settings and preferences
• Analytics Cookies:Help us understand how users interact with the Service
• Marketing Cookies:Used by Meta Pixel and similar advertising tools to measure ad performance, optimize campaigns, and build retargeting audiences. These cookies are only activated with your consent via our cookie banner

You can control cookies through your browser settings or our cookie preference banner. Disabling certain cookies may affect Service functionality. Marketing cookies are disabled by default and require your explicit consent.

8. Legal Bases & Global Privacy Laws

GDPR (European Users)

For users in the European Economic Area, we process data based on: contract performance, legitimate interests, consent, and legal obligations.

CCPA (California Users)

California residents have rights to know, delete, and opt-out. We do not sell personal information. To exercise your rights, contact us at legal@teamrollouts.com.

Other Jurisdictions

We comply with applicable privacy laws in jurisdictions where we operate and will honor reasonable requests from users worldwide.

9. Data Retention & Deletion

We retain your data for as long as your account is active or as needed to provide services:

• Account Data:Retained while your account is active; deleted within 30 days of account deletion request
• Release Data:Retained for the duration of your subscription; archived releases may be retained for 1 year after subscription ends
• AI Conversation History:Retained based on your subscription tier (1-30 days for standard tiers)
• Analytics Data:Aggregated and anonymized data may be retained indefinitely

To request data deletion, contact us at legal@teamrollouts.com or use the account deletion feature in Settings.

10. Your Rights

You have the right to:

• Access:Request a copy of your personal data
• Correction:Update or correct inaccurate information
• Deletion:Request deletion of your personal data
• Export:Receive your data in a portable format
• Restriction:Limit how we process your data
• Objection:Object to certain processing activities
• Withdraw Consent:Revoke previously given consent

To exercise these rights, contact us at legal@teamrollouts.com. We will respond within 30 days.

11. Security Practices

We implement industry-standard security measures to protect your data:

• Encryption:Data encrypted in transit (TLS) and at rest
• Access Controls:Role-based access and authentication requirements
• Infrastructure Security:Hosted on secure cloud infrastructure with regular security audits
• Monitoring:Continuous monitoring for suspicious activity and security threats
• Employee Training:Staff trained on data protection and security practices

12. Children's Privacy

The Service is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last Updated" date. For significant changes, we may also send an email notification. Your continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

For privacy-related questions or to exercise your rights, contact us: