How RehearsalReady handles your information

1. Information we collect

• Account information: your name, email address, and basic Google account identifiers used to sign you in.
• 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 and technical details 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.

Project records, scan results, corrections, saved notation, and generated-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.

4. Optional scanner improvement

If you opt in, RehearsalReady may retain structured corrections and performance information, such as confirmed title and composer, instrument labels and order, page groupings, confidence categories, scanner version, and aggregate error counts.

The improvement record does not contain uploaded PDFs, page images, header crops, notation, MusicXML, note inventories, 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 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 projects from the Projects 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.