How RehearsalReady handles your information

1. Information we collect

• Account and profile information: your name, email address, teaching levels, program types, state or region, and how you heard about RehearsalReady, plus basic Google account identifiers if you choose Google sign-in. If you create a password, it is handled by our authentication provider and is not visible to RehearsalReady.
• Project content: uploaded music PDFs, titles, composers, instrumentation, page assignments, recording links, selected measures, scan results, corrections, notation edits, and guide preferences.
• Technical and activity information: browser and device details, page and project identifiers, scan status, diagnostics, queue activity, errors, and security logs.
• Support information: the message, technical details, scan diagnostics, and optional documents or images included when you use Report a problem or contact support.
• Billing information: subscription and payment status received from Stripe. RehearsalReady does not receive your full payment-card number.

2. How we use information

We use information to authenticate users; process scores; detect parts, notes, and musical details; create and save guides; provide YouTube recording search; process subscriptions; answer support requests; monitor reliability and security; prevent misuse; and comply with law.

3. Uploaded scores and retention

Source PDFs are kept in private active storage for up to 24 hours so the scanner can finish and an interrupted job can resume. They are then scheduled for deletion from active storage. Private disaster-recovery backups may contain a temporary copy and may be retained for up to 12 months under our backup schedule. Backups are used for recovery, not routine access or scanner training.

An administrator may explicitly designate an administrator-owned project as a verified calibration answer key. In that case, its source PDF is retained in private storage until the answer-key designation or project is removed so scheduled scanner rescans can be compared with the approved answers. This exception is not applied to ordinary user projects or ordinary scanner-improvement opt-in data.

Project records, scan results, corrections, saved notation, and guide settings remain until you delete the project or request account deletion, unless a longer period is required for security, billing, legal compliance, or backup recovery.

Files optionally attached to a problem report are stored privately, shared with support through time-limited links, and scheduled for deletion after seven days.

4. Optional scanner improvement

If you opt in, RehearsalReady may retain structured comparisons between scanner results and director-approved answers for title, composer, key signature, time signature, instrument labels, page groupings, and note inventories. Note-inventory feedback is limited to compact detected and approved pitch sets and the pitches added or removed. It does not include note order or duration.

The improvement record does not contain terms or symbols, fingerings, melody or rhythm content, uploaded PDFs, page images, header crops, notation, MusicXML, large OCR excerpts, reconstructive embeddings, source-file contents, or signed storage links. You can change this choice in Settings. Turning it off stops future collection and removes your account’s stored structured feedback. Declining does not reduce scanning functionality.

5. When information is shared

We do not sell personal information. We share information only as needed with service providers that operate the Service, including:

• Supabase for authentication, database, and private file storage;
• Vercel and Render for hosting and score processing;
• Google for optional Google sign-in, YouTube search, email, and private disaster-recovery storage;
• Stripe for subscription billing;
• Flat for the embedded notation editor; and
• monitoring and support providers used to diagnose failures and protect the Service.

We may also disclose information when required by law, to protect users or the Service, or as part of a business transfer with appropriate safeguards.

6. YouTube and external services

YouTube searches are sent to the YouTube Data API. If you select a video, its URL is saved with the project and may appear as a link, embedded player, or QR code. YouTube features are also governed by the YouTube Terms of Service and the Google Privacy Policy. Following any external link may allow that provider to collect information under its own policy.

7. Security

We use access controls, private storage, encrypted network connections, restricted operational access, backups, and monitoring designed to protect information. No online service can guarantee absolute security.

8. Your choices and requests

• Delete individual guides from the Guides page.
• Change optional scanner-improvement participation in Settings.
• Request access, correction, export, or deletion of account information by emailing support.

Some records may remain temporarily in backups or where retention is legally required. We may need to verify your identity before completing a request.

9. Schools and children

RehearsalReady accounts are intended for adult directors and other authorized school personnel, not children under 13. Students do not need accounts to use printed guides. Do not upload student names, contact details, education records, or other student personal information. A school using the Service is responsible for its own notices, permissions, and legal obligations.

10. International processing

RehearsalReady and its providers may process information in the United States and other locations where they operate.

11. Changes and contact

We may update this policy as the Service changes. The date above will identify the latest version. Material changes may also be announced in the Service.

Email privacy questions or requests to support@rehearsalready.com.