Privacy Policy

This Privacy Policy explains what information FirstChair Apps LLC (“FirstChair Apps,” “we,” “us”) collects, why, who it is shared with, and what you can ask us to do with it. It is incorporated into our Terms of Service by reference, and applies to Ensemble by FirstChair Apps and to any other product we operate.

1. Who this covers

Two groups of people use the Service, and we hold different information about each:

• Customers — the ensemble, and the administrators who run it. They create the account and decide what member information to record.
• Members — the people in that ensemble, and where a member is under 18, their parent or guardian.

For member information, the ensemble is the data controller and FirstChair Apps is a data processor: we hold and process that information on the ensemble’s instructions in order to provide the Service.

2. What we collect

2.1 From administrators. Name, email address, and a password. Passwords are stored only as a one-way hash — we cannot read them and cannot tell you what yours is. We also record the ensemble’s name, type, location, and description.

2.2 From members. What an ensemble records varies, because administrators choose which fields to use. It can include:

• Name, email address, phone number, city
• Date of birth — required, because it determines the protections described in section 6
• Instrument, experience level, years of experience, previous ensembles
• A profile photograph, if uploaded
• Attendance and availability, season enrolment, and dues acknowledgement
• Custom fields defined by the ensemble’s administrators

2.3 From parents and guardians. Where a member is under 18, we hold the name and email address of a parent or guardian, and a record of whether they have given permission for us to contact their child.

2.4 From incomplete signups. If you begin creating an ensemble account and do not finish, we keep the name, email address, and ensemble details you entered so we can contact you about completing registration. We do not keep any password entered during an incomplete signup.

2.5 Automatically. Usage analytics through PostHog; technical logs including IP addresses recorded against sign-in attempts, which exist to detect and investigate unauthorised access; and cookies as described in section 7.

2.6 Payment information. Card details are entered directly with Stripe and are never sent to, or stored on, our servers. We hold a Stripe customer reference, your plan, and your billing status.

3. Why we use it

• To provide the Service — accounts, rehearsals, attendance, sheet music, scheduling, and communication within an ensemble.
• To send transactional email: sign-in links, password resets, announcements and other messages an ensemble sends its members.
• To take payment and manage subscriptions.
• To keep the Service secure, including detecting unauthorised access attempts.
• To contact you about an incomplete signup.

We do not sell personal information, and we do not use member information to advertise to them.

4. Who we share it with

We use a small number of service providers, each of which processes information only to perform its function:

• Amazon Web Services — hosting and storage, in the United States. All Service data.
• Stripe — payment processing. Billing contact and card details, entered directly with Stripe.
• Resend — email delivery. Recipient addresses and message contents.
• PostHog — product analytics. Usage events, associated with an ensemble and with an internal account number. We do not send your name or email address to PostHog.
• Anthropic — optional AI assistance for writing an ensemble’s public description. Only the text an administrator submits for that purpose.
• Slack — internal notifications to FirstChair Apps staff. Three cases: when an ensemble signs up, the administrator’s name and email address; where you submit feedback, your name, email address and what you wrote; and where an email to you fails to send, your email address and the reason given, so we can put it right.

We otherwise disclose information only where the law requires it, or to protect the rights and safety of users of the Service.

5. Where it is held

The Service runs on Amazon Web Services in the United States. If you are outside the United States, using the Service means your information is transferred there.

6. Members under 18

Ensembles frequently include young musicians, and we treat their information differently.

Nobody under 13 may hold an account. The Service refuses a date of birth below that age wherever one is entered — when applying to join, when an administrator adds a member, and when a member edits their own profile. This is not a setting an ensemble can change.

Where a younger musician plays with an ensemble, their parent or guardian holds the membership instead. We contact the parent, and they pass on whatever the child needs. We hold no information about the child at all — no name, no date of birth, no photograph, nothing. Below 13 the law requires verifiable parental consent of a kind an emailed permission request is not, so we do not collect the information rather than collect it under a weaker process.

• An under-18 member must have a parent or guardian recorded before they can be contacted.
• We email that parent or guardian to ask permission first, explaining who the ensemble is and what will be sent. Until they agree, we send the member nothing at all — not even a link to set up their account, which goes to the guardian instead.
• Once permission is given, the parent or guardian is copied on every message we send that member.
• Permission can be withdrawn at any time, and we will stop.
• Members under 18 are not listed on the roster that other members can see.

If you believe we hold information about a child without the necessary permission, contact us at firstchairapps@gmail.com and we will remove it.

7. Cookies

We use cookies only to operate the Service — there are no advertising or cross-site tracking cookies.

• Session cookies keep you signed in. They are HTTP-only, sent only over HTTPS, and restricted to our own site.
• PostHog sets an analytics cookie to distinguish sessions.

Blocking cookies entirely will prevent you from signing in.

8. Your choices and rights

You can ask us to show you what we hold, correct it, delete it, or stop contacting you about an incomplete signup. Administrators and members can also edit most of their own details directly in the Service. Where an ensemble holds the information, we may need to direct the request to that ensemble, which controls it.

Email firstchairapps@gmail.com for any of these. Every message about an incomplete signup also includes an unsubscribe link.

California residents have rights under the CCPA to know what is collected, to have it deleted, and to opt out of its sale. We do not sell personal information.

If you are in the EU or EEA, the ensemble you belong to is the controller of your information; we process it on their behalf, and requests are best directed to them in the first instance. We will assist them in responding.

9. How long we keep it

• While an ensemble’s subscription is active, for as long as they keep the information in the Service.
• After a subscription ends, we retain the ensemble’s data for 90 days, after which it is permanently deleted (Terms §7.1).
• Incomplete signup records are kept until you ask us to delete them, or until we no longer have a reason to hold them.
• Security logs are kept for a limited period for investigation purposes.

10. Security

We take reasonable technical and organisational measures to protect information, including encrypted connections, one-way password hashing, restricted network access to our servers, and separation of each ensemble’s data from every other’s.

No system is completely secure, and we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you as required by law.

11. Changes to this policy

We may update this policy. Where changes are significant we will give notice through the Service or by email. The “last updated” date above always reflects the current version.

12. Contact

FirstChair Apps LLC
Saratoga Springs, Utah
firstchairapps@gmail.com