Privacy Policy

This Privacy Policy describes how Thought Cartography Studios LLC ("we," "us," or "our") collects, uses, and shares your personal information when you use our Sheet Music Manager service (the "Service"), including our website, web application, and mobile applications.

By using the Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, do not use our Service.

1. Information We Collect

1.1 Information You Provide Directly

• Sheet Music Files: When you upload sheet music files (PDF, JPEG, PNG, HEIC, HEIF) for conversion, we temporarily process these files to provide our optical music recognition service.
• Service Usage: We collect information about how you use the service, including file uploads and processing results.
• Account Information: If you create an account, we collect your email address, username, and password (encrypted).
• Payment Information: For paid services, we collect billing information through secure third-party payment processors. We do not store your payment card details.

1.2 Information We Collect Automatically

• Usage Data: Information about how you use our Service, including features accessed, processing time, and service performance metrics.
• Device Information: Information about your device, including device type, operating system, browser type and version, and unique device identifiers.
• Log Data: Server logs that may include your IP address, browser type, referring/exit pages, operating system, date/time stamp, and clickstream data.
• Cookies and Similar Technologies: We use cookies and similar technologies to improve your experience and analyze service usage.

1.3 Information from Third Parties

• Analytics Services: We may receive aggregated, anonymized data from analytics providers to understand how our Service is used.
• Payment Processors: We receive confirmation of payment transactions from our payment processors.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 Service Provision

• Process your sheet music files using optical music recognition technology
• Convert sheet music to MusicXML and MIDI formats
• Provide service functionality and process your requests
• Maintain and improve our Service functionality

2.2 Service Improvement

• Analyze usage patterns to improve our algorithms and user experience
• Monitor and analyze Service performance and reliability
• Develop new features and services
• Conduct research and analytics to improve optical music recognition accuracy

2.3 Communication

• Send you service-related communications, including updates and security alerts
• Respond to your comments, questions, and requests
• Send you technical notices, updates, and security alerts

2.4 Legal and Security

• Comply with legal obligations and government requests
• Protect our rights and prevent fraud or abuse
• Ensure the security and integrity of our Service

3. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:

3.1 Service Providers

We may share information with trusted third-party service providers who assist us in operating our Service, including:

• Cloud hosting and storage providers (with encryption and security measures)
• Payment processing services
• Analytics and monitoring services
• Service monitoring and analytics

3.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including:

• Compliance with legal process, such as subpoenas or court orders
• Protection of our rights, property, or safety, or that of others
• Investigation of fraud, security, or technical issues
• Enforcement of our Terms of Service or other agreements

3.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our website of any change in ownership or use of your personal information.

3.4 Consent

We may share your information with your explicit consent for any other purpose not described in this Privacy Policy.

4. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction:

• Encryption: We use industry-standard encryption to protect data in transit and at rest
• Access Controls: We implement strict access controls and authentication measures
• Regular Security Audits: We conduct regular security assessments and monitoring
• Secure Infrastructure: Our systems are hosted on secure, regularly updated infrastructure
• Employee Training: Our employees are trained on data protection and privacy practices

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

5. Data Retention

5.1 Uploaded Files

• Original Files: Uploaded sheet music files are automatically deleted from our servers within 15 minutes of processing completion
• Processed Files: Generated MusicXML and MIDI files are deleted within 24 hours unless you have an account and choose to save them
• Temporary Processing Data: Intermediate processing data is deleted immediately after conversion completion

5.2 Account Information

• Account information is retained as long as your account remains active
• You may request account deletion at any time by discontinuing use of the service
• Upon account deletion, personal information is removed within 30 days, except as required for legal compliance

5.3 Other Information

• Log Data: Server logs are retained for up to 90 days for security and service improvement purposes
• Analytics Data: Aggregated, anonymized usage data may be retained indefinitely for service improvement
• Service Logs: Service usage logs are retained for up to 2 years

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

6.1 Access and Portability

• Request access to the personal information we hold about you
• Request a copy of your personal information in a portable format

6.2 Correction and Updating

• Update or correct your account information at any time
• Request correction of inaccurate personal information

6.3 Deletion

• Request deletion of your account and associated personal information
• Request deletion of specific pieces of personal information

6.4 Restriction and Objection

• Request restriction of processing in certain circumstances
• Object to processing based on legitimate interests

6.5 Consent Withdrawal

• Withdraw consent for processing where consent is the legal basis
• Opt out of marketing communications (if applicable)

To exercise these rights, please discontinue use of the service. We do not provide contact information or support channels.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience and analyze how our Service is used:

7.1 Types of Cookies We Use

• Essential Cookies: Necessary for the Service to function properly
• Analytics Cookies: Help us understand how the Service is used and improve performance
• Functional Cookies: Remember your preferences and enhance functionality

7.2 Managing Cookies

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Service. Most browsers allow you to:

• View and delete cookies
• Block cookies from specific sites
• Block all cookies
• Get notified when a cookie is set

8. International Data Transfers

Our Service may be accessed from around the world. If you are accessing our Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States and other countries where our service providers are located.

We ensure that such transfers comply with applicable data protection laws through appropriate safeguards, including:

• Standard contractual clauses approved by regulatory authorities
• Adequacy decisions by relevant data protection authorities
• Other lawful transfer mechanisms

9. Children's Privacy

Our Service is not intended for children under the age of 13 (or the minimum age required in your jurisdiction). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13 without parental consent, we will take steps to delete such information.

If you are a parent or guardian and believe your child has provided personal information to us, please discontinue use of the service immediately.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this Privacy Policy
• Notify you of material changes through our Service
• Provide notice as required by applicable law

Your continued use of our Service after the effective date of the revised Privacy Policy constitutes your acceptance of the changes.

11. Service Disclaimer