Privacy Policy

At GuestsMadeSimple, accessible from https://guestsmadesimple.com, one of our main priorities is the privacy of our visitors and customers. This Privacy Policy document describes the types of information that is collected and recorded by SoundMadeSeen (ABN 20 198 657 950) in connection with the GuestsMadeSimple Web App, and how we use it.

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

This Privacy Policy applies only to our online activities and is valid for visitors to our website and users of the Web App with regards to the information that they share or that we collect through GuestsMadeSimple. This policy is not applicable to any information collected offline or via channels other than this website.

Consent

By using our website and Web App, you hereby consent to our Privacy Policy and agree to its terms.

Information we collect

The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

When you register for an account, we may ask for your contact information, including items such as name, team or business name, email address, and timezone. We do not store full payment card details — these are collected and held by our payment processor (Stripe).

When you (as a host) invite guests to complete an intake form or book a recording time, we collect the information those guests submit through the forms you publish — including (depending on the form fields you have enabled) name, email, bio, headshot, social handles, timezone, and answers to your custom questions. Hosts are responsible for obtaining the necessary consents from their guests before collecting this information through GuestsMadeSimple.
When a guest signs a Release Form through the Web App, we additionally collect the typed signature, the IP address from which the signature was submitted, the browser and user-agent string, and the date and time of signing in UTC. This information is captured as evidence of the guest's consent and forms part of an audit record associated with

the signed document.

How we use your information

We use the information we collect in various ways, including to:

• provide, operate, and maintain the Web App;
• improve, personalise, and expand the Web App;
• understand and analyse how you use the Web App;
• develop new products, services, features, and functionality;
• communicate with you, either directly or through one of our service providers, including for customer service, transactional emails (intake invitations, booking confirmations, reminders, billing receipts), and product updates;
• process payments and manage subscriptions;
• detect and prevent fraud, abuse, and security incidents;
• comply with our legal obligations.

Data Sharing and Third-Party Services

We do not sell your personal data. However, we may share your data with the following third-party service providers in order to deliver our core services:

• Stripe, Inc. — payment processing and subscription management.
• Cloudflare, Inc. — hosting, content delivery, and storage of uploaded files via Cloudflare R2.
• Amazon Web Services — transactional email delivery.
• Podcast Index — podcast metadata lookups (no personal information of guests is sent to this service).
• Google / GlitchTip — usage analytics and error monitoring, where enabled.

Purpose Limitation: Your data is only used for the specific purposes for which it was collected, to provide and improve the Web App's services directly to you.

No Generalised AI/ML Training: SoundMadeSeen does not contribute your data to train generalised AI or machine learning models.

Service Provider Compliance: Our third-party service providers may process your data only for the purpose of providing their specific service to SoundMadeSeen. We have agreements in place requiring these providers to handle your data in compliance with applicable privacy laws and this Privacy Policy.

Data Protection for Sensitive Information

SoundMadeSeen implements the following data protection mechanisms to safeguard sensitive user information:

• Encryption: We utilise industry-standard encryption protocols (TLS/SSL) for data in transit and encryption at rest for stored data.
• Access Controls: We implement strict access controls, ensuring only authorised personnel can access personal data on a need-to-know basis.
• Data Minimisation: We collect only the information necessary to provide our services and limit retention to the period required for service delivery.
• Secure Third-Party Transfers: When we share data with our third-party service providers, we ensure data is transferred securely using encrypted channels.
• Regular Security Assessments: We conduct regular assessments of our security practices and those of our third-party service providers.
• Data Processing Agreements: We maintain appropriate data processing agreements with all third-party services that process personal data on our behalf, ensuring they maintain comparable levels of data protection.

Cross-border disclosure

Some of the third parties listed above are located outside Australia, including in the United States and the European Union. By using the Web App, you consent to your personal information being disclosed to recipients in those countries for the purposes described in this policy. We take reasonable steps to ensure overseas recipients handle personal information consistently with the Australian Privacy Principles.

Data Retention and Deletion

SoundMadeSeen retains user data only as long as necessary to provide our services or as required by law. Upon receiving a deletion request, we will delete your personal information from our active systems within 30 days, except where retention is required by law or for legitimate business purposes.

Guests whose information was uploaded by a host may, in the first instance, contact the host directly to request deletion or correction of their data. We will assist where appropriate.
Signed Release Forms and their associated audit records are retained for the duration of the host's subscription period. After subscription cancellation, signed Release Forms may be deleted in accordance with our standard retention policies. Hosts are encouraged to download and retain copies of signed Release Forms outside the Web App.

Log Files

GuestsMadeSimple follows a standard procedure of using log files. These files log visitors when they visit websites, and are part of standard hosting and analytics services. The information collected by log files include internet protocol (IP) addresses, browser type, internet service provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not generally linked to information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users' movement on the website, and gathering demographic information.

Cookies and Web Beacons

Like any other website, GuestsMadeSimple uses cookies. These cookies are used to keep you signed in, to remember your preferences, and to record the pages on the website that you accessed. The information is used to optimise your experience by customising web page content based on your browser type and other information.

You can choose to disable cookies through your browser options. Disabling cookies may prevent parts of the Web App from working correctly.

Australian Privacy Principles and Notifiable Data Breaches

SoundMadeSeen is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). If a data breach occurs that is likely to result in serious harm to affected individuals, we will notify those individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

If you believe we have breached the APPs, please contact us at rane@guestsmadesimple.com. If you are not satisfied with our response, you may lodge a complaint with the OAIC at oaic.gov.au.

CCPA Privacy Rights (Do Not Sell My Personal Information)

Under the CCPA, among other rights, California consumers have the right to:

• request that a business that collects a consumer's personal data disclose the categories and specific pieces of personal data that a business has collected about consumers;
• request that a business delete any personal data about the consumer that a business has collected;
• request that a business that sells a consumer's personal data, not sell the consumer's personal data.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

• The right to access – You have the right to request copies of your personal data.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate or complete the information you believe is incomplete.
• The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

Children's Information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

GuestsMadeSimple does not knowingly collect any personally identifiable information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. Thus, we advise you to review this page periodically for any changes. We will notify you of any changes by posting the new Privacy Policy on this page. These changes are effective immediately, after they are posted on this page.

Contact Us

If you have any questions or suggestions about our Privacy Policy, do not hesitate to contact us — you can email us at rane@guestsmadesimple.com.