Privacy policy
Last updated 2026-11-11
Giglogik helps bands plan gigs, confirm who is playing, and find a substitute when someone cannot. To do that it processes personal data about band members, people invited to join a band, the substitutes and guests a band keeps as its people outside the band, and the contacts a band keeps for its gigs. This policy explains what is processed, why, for how long, and what you can do about it.
Who is responsible
The data controller is Pillipoisid OÜ, Särje tn 4-4, Harkujärve küla, 76912 Harku vald, Estonia. Privacy questions and requests: hello@giglogik.com.
Estonian Business Register, registry code 12505509 · VAT EE102109870
When a band's Owner, Managers, members or technicians enter details of other people (the substitutes and guests kept as the band's people outside the band, the people they invite, and organiser or venue contacts), the band, represented by its Owner, is the data controller for those details: it decides whose details are entered and what they are used for. Pillipoisid OÜ then acts as the band's data processor and handles them only to run the service, under the data processing terms in the terms of service. If a band entered your details, you can ask that band about them, or write to us: we pass your request on and help the band answer it.
For everything else in this policy, including your account, sign-in, billing, security records, notices sent to us and the stop list, Pillipoisid OÜ is the controller.
Our supervisory authority is the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon, aki.ee).
What we process, and why
| Data | Purpose | Lawful basis |
|---|---|---|
| Account: email, name, photo, phone, timezone, display preferences, and when you confirmed you are 16 or older and accepted the terms, with the date printed on the terms you accepted. The sign-in service (Supabase) also keeps the network address and browser of each sign-in session while it lasts, and a log of sign-in events | Signing you in, showing you your bands and gigs, contacting you about them | Contract (providing the service you signed up for) |
| Sign-in attempts, and notices sent without signing in: a hashed form of the network address they came from, kept for a day at most | Slowing down password guessing and unwanted email, without keeping any address | Legitimate interest (keeping accounts safe) |
| Band membership, roles, instruments, and which of a band's collectives you are in | Deciding what you can see and do in each band | Contract |
| Gigs and their rehearsals, line-ups, your answers (while a gig's date is not settled, also which of its possible dates work for you), timeline, setlists, attachments | Planning and running gigs. While a gig's date is not settled, everybody still on its line-up (also when answering by the link in their email) and the band's Managers see, for each possible date, who said it works, who said it does not and who has not answered; nobody outside the gig does. The answers are deleted when the date is settled or that date leaves the list | Contract |
| Contacts for a gig or a band: the organiser or venue contact a Manager adds, with name, phone and email, and notes on the band's own contacts | Running the gig: everyone who can see the gig, substitutes and guests included, can reach the right person on the day. A band's own contacts, and their notes, are seen by its members only | Legitimate interest of the band in running its gigs |
| Your fee per gig, a band's gross payout and its expenses | Earnings overview; fees are visible to you and to the band's Managers | Contract |
| Availability blocks and their private notes | Warning a Manager that you clash with a gig. Only the fact and the time window are shared; the note and any calendar detail stay yours | Contract |
| Google Calendar: the list of your calendars; from the calendars you select, each event's times, whether it shows you as busy, whether it was cancelled, and your own reply to an invitation, and its title only when you open your own Calendar or Calendar settings page (the automatic sync asks Google for no titles); the gigs written to your calendar, and whether you deleted one of them there. Only busy time windows are stored; event titles are shown to you alone and never stored | Automatic availability, and your gigs in your own calendar. Once a day Giglogik asks Google whether each gig it put in your calendar is still in it, and asks nothing else about the entry: a gig you delete there stays deleted until its date, time, place or title changes, or it is confirmed | Consent (you connect it, you can disconnect any time) |
| Private calendar links: for each link you make yourself under Calendar settings (one per band, and one over all your bands), a one-way fingerprint (SHA-256 hash) of its address, which band it is for, and the day it was made. The address itself is shown once and not kept | Your gigs and rehearsals in a calendar app that subscribes to the address, without connecting Google. A band's link is a calendar named after the band, with every gig and rehearsal of that band you may see; the link over all your bands holds the gigs and rehearsals you are on the line-up of. Anybody who has an address can read from it the title, the band, the time and the place of each, and nothing else. Each link is made, replaced and turned off on its own: “Make a new link” or “Turn off” stops the old address at once, and a band's link stops when you leave or are removed from the band | Consent (you make it, you can turn it off any time) |
| People outside the band (substitutes and guests) kept by a band: name, email, phone, role, notes, and who in the band added them | Asking a substitute to cover a slot, one at a time, by email, and sending a guest the gigs they play | Legitimate interest of the band in finding cover and filling its line-up. You can opt out through the link in any offer, or on the gig page a gig email opens, after which that band cannot contact you through Giglogik again |
| Requests to join a band through its join link: your account, the role you asked for, what you play or do, when you asked, and who answered. The band's join link: who made it and when | Letting the band's Managers see who asks to join, with their name and email address, and accept or decline. Until one of them accepts, the person asking sees only the band's name and the name of the Manager who made the link | Steps you ask for before joining a band (contract) |
| Visits to the site and the app: the page, the time, the name of the site you came from, the channel a campaign link names (kept only as one of a fixed list of channel words, or as “other”), your country, the kind of device and the page's language. No cookies, nothing stored on your device, and neither your account nor your sign-in is read for it. Your network address and browser are mixed into a code under a key that changes every day; the address and the browser are never stored, and the key is deleted the next day. The rows are pseudonymous: they name nobody, but the code and the time could, together with other records, point to a person, so they are treated as personal data | Counting how many people visit and which pages they read, to improve Giglogik. Only the people who run Giglogik see the counts, as totals. A browser that sends Do Not Track or Global Privacy Control is not counted. You can turn the counting off for your browser on the cookies page: one cookie then records that choice and nothing else, and it is tied to no account | Legitimate interest (knowing how the service is used). You have the right to object (Article 21 of the GDPR): turn the counting off, and nothing is counted from that browser |
| Businesses Giglogik writes to about the service, such as agencies and bands that take bookings: the business name, its website or the address it publishes for enquiries, or the name of its public Instagram or Facebook profile, and our messages to it (by email, through its contact form or on Instagram) with its answers. The contact comes from the business's own website, a public register, or its public Instagram or Facebook profile. Messages on Instagram are held by Meta, which acts for itself under its own terms | Telling a business about Giglogik: one message and at most one follow-up, with a plain way to say no: reply “no”, or write to hello@giglogik.com, and we do not write again. We write only where the law allows it without consent | Legitimate interest (telling businesses about a service that may help them). You can object at any time, and we stop at once |
| Stop list: the email address of somebody outside a band who asked that band to stop writing to them, with the band and the date | Keeping that promise. The address is checked before any email about that band's gigs is sent to it, and the band cannot add it again; the band's Managers see the addresses on its list and the date of each, and cannot change them | Legitimate interest (ours and the band's, in keeping to your wish not to be written to). To be taken off a stop list, write to us; the band could then add your address again |
| Invitations: email of the person invited | Letting a Manager invite someone into a band | Legitimate interest of the band; the link expires in 14 days |
| Notifications: what was sent to whom, when, by email or as a push to which device, whether it was delivered, and when you read it in the app | Sending gig proposals, changes, substitute offers and account emails, and not sending them twice. Every email the app sends is about your gigs, your bands or your account: the app sends no marketing email. A change to a gig waits a few minutes so that later changes join it in one message, and a message you have already read in the app is not emailed as well. Every email names the company that sends it, with its registry code and address, and a reply to one reaches us at our contact address | Contract, and legitimate interest in reliable delivery |
| Notification choices: which kinds of message you want by email and as a push notification, and the bands you made quiet, whether notifications show their details, and whether you answered the offer to turn push on | Sending you less: only what you chose, the way you chose. Nobody else sees these choices, your band’s Managers included | Legitimate interest in sending only what is wanted; you change it any time under Settings, Notifications |
| Push notifications, only if you turn them on for a device: the address your browser was given at its maker’s push service, the two keys a message is encrypted with, the browser and system (for example “Chrome, Android”), and when it was turned on and last reached | Telling you on that device what you chose to be told. A notification is encrypted for your device and travels through the push service of your browser’s maker (Google, Apple, Mozilla or Microsoft), which your own browser chose: that service sees the address, the size and the time, how urgent the notification is, and a topic that means nothing outside Giglogik and is different for every device, never the words. A notification can name the band, the gig, its date, time and place, and the band member or substitute it is about, with the start of a note they left for the Managers; never a fee. Whether it can be read on a locked screen is up to your phone’s own lock-screen setting, which Giglogik cannot change; with “Show the details in notifications” off, it only says that there is something to read | Consent (you turn it on for each device, and off again any time; signing out, or signing in there as somebody else, turns it off for that device) |
| Billing: Stripe customer and subscription ids, the band ids each payment is for, plan status | Running a band's subscription. Card details never reach Giglogik | Contract, and legal obligation for accounting records |
| Your agreement beside a paid button: each time you tick the box beside a button that starts a paid plan, or changes or keeps what renews, a record of your account, the time, which button, the band, the plan and the billing period, Stripe's id for the checkout or the subscription, which box it was, the language you read it in, the version of its text, and the date of the terms it links to | Proof that you agreed to how the plan renews and, when a plan starts, that you asked for it to start straight away; we must be able to show both. You can read your own records in “Download my data”; nobody can change one | Legal obligation (consumer law: the trader must be able to prove your express request and agreement), and proof of the contract |
| Who is buying: your answer, beside a button that starts a paid plan, to whether you buy for a band or business that plays for money or as a private person, with the time you gave or last changed it, and a copy of it on each record of your agreement beside a paid button. It is also sent to Stripe with the purchase | Deciding who accounts for the VAT on a purchase, and whether a paid plan may be sold to you: paid plans are not yet sold to private buyers in the United Kingdom. Kept as the proof tax law asks a seller for. You can read it in “Download my data” and change it on your Billing page; each change is recorded | Legal obligation (tax law: the seller must be able to show whether a buyer is in business), and proof of the contract |
| Free trial record: a one-way fingerprint (SHA-256 hash) of the email address of anyone who has started the free trial, and the date | Giving the free trial once per person, also after an account is deleted and made again. The address itself is not kept, and the record names no account or band | Legitimate interest (preventing misuse of the free trial) |
| Private gig notes | Your own notes on a gig. Nobody else can read them | Contract |
| Audit log: who changed what, when, with the previous and the new value of each changed field | Traceability of changes a band relies on and of changes to your own language and time settings, security investigations | Legitimate interest in integrity and security |
| Operator access: the people who run Giglogik can open account and band data in an admin console. Every change one of them makes, and every time one signs in as you to see what you see, is recorded: who did it, when, and the data before and after. You can see each time one of them signed in as you, and how many changes were made in your name, under Settings, Privacy and data, Support access; the changes made in your name are in your data export | Putting right what you cannot, such as an email that never arrived or a payment that did not finish, and being able to show exactly what was done. Operators are not shown a band's gross, fees or expenses, private gig notes, the notes on your busy times, or the titles of your calendar events, and one acting as you cannot change your password, your card or your calendar connection | Legitimate interest in supporting the service and in keeping privileged access accountable |
| Notices you send us: a withdrawal, a cancellation or a report of illegal content, with your name and email | Acting on it, confirming it to you, and keeping proof of what was asked and when | Legal obligation (consumer law, the Digital Services Act) |
| Support requests: what you write under “Report a problem”, the page you sent it from, the band you were looking at, and up to five images or PDFs | Answering you and fixing what went wrong. A request goes to the people who run Giglogik, in the admin console and by email, and to nobody in your band | Contract (supporting the service you signed up for) |
| Cookies and local storage | Keeping you signed in, and carrying a step you started from one page to the next, such as a sign-up or a new invitation's link (essential); remembering your active band, language, theme and calendar view, and keeping your next gigs on this device for when there is no signal (functional, only with your consent). See the cookie policy | Essential: contract. Functional: consent |
An email address is needed to have an account, and the two confirmations at sign-up are required; a name is asked so that your band knows you. A paid plan needs the card and billing details Stripe asks for. Phone, photo, a calendar connection and push notifications are optional, and Giglogik works without them.
Who sees what inside a band
- Members of a band see each other's name, photo, email, phone, instruments, and answers to gig proposals. While a gig's date is not settled, everybody still on its line-up and the band's Managers see, for each possible date, who said it works, who said it does not and who has not answered, with names as the line-up shows them; a member who is not on that gig does not.
- A gig of one of a band's collectives (a duo, a trio) is seen only by that collective's people, by whoever is on its line-up, and by the band's Managers. While several collectives may play a gig, only their people and the Managers see it.
- Managers additionally see every member's fee, the gross payout, and the people outside the band. Each of those people shows who in the band added them. A member or a technician sees, changes and removes only the people outside the band they added themselves.
- A plain member sees the gross payout only if the band switches that on.
- Nobody in a band ever sees the titles, descriptions, attendees, or locations of your personal calendar events. Giglogik stores only busy time windows from the calendars you select, and shows a Manager only that you are busy, not why. On your own Calendar and Calendar settings pages you see your event titles, read from Google when you look, held in the server's memory for at most a minute and never saved here, so you can tell your own entries apart. They are not shown to anybody acting as you.
- A substitute who accepts a gig sees the gig details and the files attached to it, not the band's other data.
Who we share data with
These companies work for us as processors under data processing agreements and act on our instructions only, except where the table says a company acts for itself.
| Processor | Role |
|---|---|
| Supabase | Database, sign-in (password, email link or Google), file storage |
| Resend | Sending every email: gig proposals and changes, invitations, substitute offers, receipts, sign-in links and password resets |
| Stripe | Subscription billing. It receives the paying Owner's email address and account id and the id of the band a subscription is started from, and collects the card and billing details itself. Stripe is an independent controller for payment data |
| Vercel | Hosting the application and its request logs |
| Zone Media (Estonia) | The mailbox of hello@giglogik.com: what you write to us and our answers, and our messages to businesses about Giglogik |
Push notifications, on a device you turn them on for, are carried by the push service of your browser’s maker: Google, Apple, Mozilla or Microsoft. Your browser chose that service, not Giglogik, so it is a recipient of the notification rather than one of our processors. It receives the device’s push address and the notification, encrypted so that only your device can read it, with its size and time, how urgent it is, how long it may wait to be delivered, and a topic: a value that means nothing outside Giglogik, different for every device, which lets a newer notification about the same gig replace one not yet delivered.
Google, if you sign in with it or connect its calendar, acts for itself, as an independent controller under its own terms with you: it is a recipient, not one of our processors. Signing in with Google brings us your name, email address and Google profile photo (you can change or remove the photo); a calendar you connect brings what this policy lists under Google Calendar; and we send Google the gigs you asked to have in your calendar.
Billing records are also seen by our accountant and, where one is appointed, our auditor, and we give personal data to a public authority where the law requires it.
We do not sell personal data, and we run no third-party advertising or analytics trackers: Giglogik counts visits itself, as described above.
Giglogik’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements: calendar data is used only to show your band when you are busy, to show you the titles of your own events, and to put your own gigs in your calendar, is never used for advertising, and is never sold or passed to anyone else.
Transfers outside the European Economic Area
Giglogik's database, sign-in and file storage (Supabase) and its application servers (Vercel) run in data centres in the European Union.
Several of our processors are companies based in the United States, or belong to groups that are: Supabase, Vercel, Resend, Stripe and, where it is switched on, Sentry. Personal data can therefore be transferred to, or be reached from, the United States and other countries outside the European Economic Area (EEA), for example when an email is sent through Resend, when a processor's support staff look into a fault, or when a page is delivered through a processor's network.
Every such transfer is covered by a safeguard under Chapter V of the GDPR: the European Commission's adequacy decision for the EU-U.S. Data Privacy Framework where the recipient is certified under it, and otherwise the European Commission's Standard Contractual Clauses (Implementing Decision (EU) 2021/914), with additional measures where they are needed. Transfers to any other country rely on an adequacy decision or on the same clauses.
Google, where you sign in with it or connect its calendar, is not one of our processors: data passes between us and Google as between two controllers, under the Google Controller-Controller Data Protection Terms that are part of the terms of its APIs.
Push notifications are different, because the push service is chosen by your browser and is not our processor: Google, Apple, Microsoft or Mozilla, which may be in the United States. We send it the notification, encrypted so that only your device can read it, and your device's push address. Where the company is certified under the EU-U.S. Data Privacy Framework, the transfer relies on that adequacy decision. Where it is not, it relies on your explicit consent, given when you turn push on, to a transfer that no adequacy decision or contract clauses cover: the company's own privacy terms then apply, and authorities in its country could ask it for the data it holds, which is your device's push address and when a notification was sent, not what it said. You can turn push off at any time.
Write to hello@giglogik.com to learn which safeguard covers a processor, or for a copy of the clauses.
How long we keep data
| Data | Kept |
|---|---|
| Account and band data | While your account exists. When you delete your account, your profile is anonymised and your private data is erased from the live database at once (see “Your rights”) |
| Backups of the database | Daily backups are overwritten on a rolling basis: what has been deleted from the live database is gone from every backup within 30 days at the latest. A backup is used only to restore the service after a failure |
| Notifications (sent messages) | 180 days |
| Notification choices and quiet bands | Until you change them; deleting your account removes them |
| Push notification devices | Until you turn notifications off for the device, remove it under Settings, sign out there, or sign in there as somebody else; removed automatically when the push service reports the address dead, after five failed deliveries in a row, or after 90 days without one arriving; deleting your account removes them all; at most ten devices are kept per person, and adding another removes the oldest |
| Invitation and substitute offer links | Links expire automatically; the secret that makes them work is erased 90 days after expiry. The invitation itself, with the address it was sent to, has no fixed period: it stays with the band, also after it expires or is withdrawn, until the band is deleted or the person invited deletes their account. The record that an offer was made stays with the gig |
| Calendar busy windows | Replaced on every sync; windows older than 30 days are deleted |
| Private calendar links (fingerprint of each address) | Each until you make a new link for it or turn it off; a band's link also ends when you leave or are removed from the band; deleting your account removes them all |
| Audit log, with the previous and the new value of a changed field | 24 months |
| Record of operator access | For as long as you have your account, so that you can see each time somebody at Giglogik acted as you; deleting your account removes it. The record of a change an operator made to a band's data, with the data before and after, has no fixed period: it is kept as the proof of what was done |
| Billing records | 7 years from the end of the financial year they belong to, as Estonian accounting and tax law requires, also after you delete your account. Invoices and payment records are held at Stripe and in our accounting records: they carry the paying Owner's name, email address, billing address and what was paid, never a card number. The list of Stripe events we have handled (each event's id, kind and time, no name) has no fixed period |
| Your agreements beside a paid button | Until you delete your account, which removes them |
| Who is buying (your answer, and its copies on your agreements beside a paid button) | Until you delete your account, which removes them; the copy sent to Stripe stays with the billing records |
| Free trial record (fingerprint of an email address) | 24 months from the day the trial started, also after the account is deleted |
| People outside the band (substitutes and guests) | Until the band removes them or you opt out. The name stays in the history of the band's searches, and the address in the searches they were asked in, until the gig or the band is deleted |
| Requests to join a band, and the band's join link | A request until a Manager answers it or you withdraw it, then 90 days. A join link until the band makes a new one or is deleted; it turns itself off after 14 days |
| Visits to the site and the app | 13 months, as pseudonymous rows. The key of each day's code is deleted the next day |
| Businesses Giglogik writes to | 12 months from our last message, then deleted. If you said no, only the address and the date stay, so that we never write again |
| Contacts for a gig or a band | While the gig or the band's contacts hold them: until a Manager removes them, or the gig or the band is deleted; a saved gig template keeps its contacts until it is changed or deleted |
| Stop list (addresses that asked a band to stop writing) | For as long as the band exists in Giglogik. Erasing an address from the list would let the band write to it again |
| Notices (withdrawals, cancellations, reports) | 3 years, the time within which a claim about them can be brought |
| Support requests and their attachments | 24 months after you sent them, or sooner if you delete your account, which removes them |
Your rights
You can access, correct, export, and delete your data, object to processing based on legitimate interest, withdraw consent, restrict processing, and complain to a supervisory authority. In Giglogik:
- Correct: your name, phone, and preferences are on the Settings page, under your account. Band data is edited inside the band.
- Export: Settings, Privacy and data, “Download my data” gives you a JSON file with what your account holds. For anything else we keep about you, write to hello@giglogik.com.
- Delete: Settings, Privacy and data, “Delete my account”. Your profile is anonymised, your private data is erased, and your sign-in is removed. Gigs you played keep a line-up row without your name or account, with your role, your answer and any note you left with it, and your fee, so the band's history and money still add up; people who were in the band may still know it was you. If you own a band that still has members, transfer ownership or delete the band first. If you have had the free trial, a one-way fingerprint of your email address is kept for 24 months from its start, so the trial is not given twice.
- Withdraw consent: disconnect Google Calendar, or turn off a private calendar link, on the Calendar settings page; turn push notifications off for a device under Settings, Notifications; change cookie consent on Settings.
- Object: turn visit counting off for your browser on the cookies page. To be taken off a band's stop list, or to object to anything else that rests on legitimate interest, write to hello@giglogik.com.
- Substitutes who are not users: every offer message and the offer page carry a link that removes your details from that band's list and blocks further offers from it. For anything else, write to hello@giglogik.com.
We answer requests within one month. If you are in the EU/EEA you can also complain to your local data protection authority.
Security and breaches
Access rules are enforced in the database for every request, integration credentials are encrypted at rest, files open only through the app, which checks who is asking every time, changes are audited, and the database is backed up daily. No system is completely secure. We report a personal data breach to the supervisory authority and tell the people affected as the GDPR requires: what happened, what data was involved, and what we and you can do about it.
Your part: keep your mailbox and device secure, do not share your password, and write to hello@giglogik.com if you think your account has been used by someone else.
Automated decisions
Giglogik makes no automated decisions with legal or similarly significant effects about you, and builds no profiles. The substitute search asks people one at a time, in the order a Manager set.
Children
Giglogik is for people aged 16 and over, and signing up asks you to confirm it. Nothing is kept for somebody who says they are younger: an account that says so is deleted with everything in it, at once or, if it owns a band that has other members, as soon as that band has been handed over. If you believe a child under 16 uses Giglogik, write to us and we will delete their data.
Changes
We will post changes here with a new date above and, for material changes, tell signed-in users in the app.
Language
The English version of this policy is the only legally binding one. Translations, including those made by machine or with artificial intelligence, are provided for convenience only, and if a translation differs from the English version, the English version controls. This does not limit any right that data protection law gives you.