Privacy Policy

Effective date: May 12, 2026  ·  Cinetracker LLC

1. Introduction and Scope

This Privacy Policy describes how Cinetracker LLC ("we," "us," or "Cine Tracker") collects, uses, and protects information through the Cine Tracker platform ("Service"). It applies to all users of the Service, including organization administrators, faculty, and students accessing through an institutional account.

For users at educational institutions subject to the Family Educational Rights and Privacy Act (FERPA), equipment checkout records associated with students are education records. Cine Tracker processes these records on behalf of your institution following FERPA best practices. See Section 9 for details.

2. Data We Collect — Platform Users

When you create a Cine Tracker account, we collect:

• Email address — your primary identifier; used for magic link authentication and service communications
• Name and photo URL — provided during profile setup
• Organization association and role — which organization you belong to and what permissions you hold
• iCal calendar token — a pseudonymous bearer credential for your personal booking feed; not a session token and not linked to your login state
• UI preferences — theme and dashboard layout settings stored server-side; no client-side tracking

3. Data We Collect — Organization Members

Student and instructor records maintained by Cine Tracker contain only FERPA directory information — information that would not generally be considered harmful or an invasion of privacy if disclosed. This is limited to:

• Name and email address
• Phone number and mailing address
• Instructor status
• Phone privacy preference (user-controlled; suppresses phone on printed checkout receipts)

All of the above fields are encrypted at rest using AES-256-GCM. Each value is individually encrypted with a unique random nonce before being written to the database. The encryption key is never stored in the database.

Member data is stored within your organization's isolated database schema and is not used by Cine Tracker for any purpose other than operating the Service on your institution's behalf.

4. Data We Collect — Billing

Billing information is collected at the organization level, not the individual user level:

• Billing contact email address
• PO number and payment terms (Net 30, etc.)
• Plan tier and payment cycle (monthly or annual)
• Stripe Customer ID — issued by Stripe when payment is set up; we do not store full card numbers or payment credentials

5. Authentication and Magic Links

We use passwordless authentication. When you request a login link, we generate a single-use token that expires in 15 minutes. The token is transmitted to you by email and is invalidated immediately upon use. We do not store the token after verification — only the fact that you authenticated. No passwords are stored.

6. How We Use Your Data

We use collected data to:

• Deliver and operate the Service (equipment tracking, booking management, conflict checking)
• Send transactional emails — magic links, booking notifications, and org invitations
• Process subscription billing via Stripe
• Respond to support requests

We do not sell your data. We do not use your data for advertising. We do not share data across organizations.

7. Third-Party Sub-Processors

We use a limited number of sub-processors to deliver the Service:

• Resend — email delivery for magic links and invitation emails. Receives the recipient's email address and the generated link.
• Stripe — payment processing. Receives billing contact email and organization billing metadata. Stripe's privacy policy governs data processed on their platform.

We do not use analytics platforms, tracking pixels, advertising networks, or CDNs that log user identifiers.

8. Per-Tenant Data Isolation

Each organization's data — equipment inventory, member records, booking history — is stored in a dedicated PostgreSQL database schema. This is a structural isolation guarantee, not merely a policy. Your data cannot be accessed by another organization, and Cine Tracker staff may only access your schema under a documented support request with your explicit consent, or as required by law.

9. FERPA

For institutions subject to FERPA, equipment checkout records associated with identified students are education records. Cine Tracker processes these records solely as a service provider acting on behalf of your institution. We do not disclose student education records to third parties except as directed by your institution or required by law.

Students wishing to exercise FERPA rights — including access, amendment, or restriction of their checkout records — should contact their institution directly. Your institution is the data controller for these records.

10. iCal Feed

Your personal iCal calendar feed is accessible via a unique bearer token. This token acts as a credential that grants read-only access to your bookings without requiring a session login. The feed contains only your own booking data. You can revoke and regenerate this token at any time in your profile settings. We are not responsible for unauthorized access resulting from a shared or exposed token.

11. Data Retention

• Active organizations — data retained for the life of the subscription
• Terminated organizations — data available for export for 30 days, then permanently deleted
• Magic link tokens — purged immediately on use or expiry, whichever comes first
• Authentication sessions — expire as configured per organization

12. Your Rights

You may request access to, correction of, or deletion of your personal data:

• Member data (name, phone, address) — contact your organization administrator, who controls records within your institution's account
• Platform user data (email, name, preferences) — contact us directly at privacy@cinetracker.app

We will respond to verifiable requests within 30 days.

13. Cookies and Local Storage

We use a minimal set of browser storage mechanisms:

• Session cookie — maintains your authenticated session; cleared on logout or expiry
• Theme preference — stored server-side in your user record, not in a cookie

We do not set third-party tracking cookies. We do not use advertising cookies.

14. Changes to This Policy

We may update this policy from time to time. Material changes will be communicated by email to your organization's billing contact at least 14 days before they take effect. The effective date at the top of this page reflects the most recent revision. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

15. Contact

Privacy questions or requests: privacy@cinetracker.app

Cinetracker LLC
United States