Privacy Policy

FixturePilot takes your privacy seriously. This privacy policy explains which personal data we process, why, how long we keep it and what rights you have. It applies to our website, our web shop and licence administration, and our software and apps, including the FixturePilot mobile app for iOS and Android.

Who is responsible?

FixturePilot is a sole proprietorship founded by Stan Koolbergen.

• Company: FixturePilot
• Chamber of Commerce (KVK) number: 98658115
• VAT number: NL005346627B93
• Address: Moestuinlaan 13, 1036 KD Amsterdam, the Netherlands
• E-mail: support@fixturepilot.com

If you have questions about this policy or about your data, e-mail us at support@fixturepilot.com.

What data do we process and why?

When you buy a licence When you buy a licence or subscription, we process your name, e-mail address and, where applicable, your company name, address and VAT number, as well as details about your licence and devices. We need this to create your licence, give you access, issue invoices and provide support (legal basis: performance of the contract and our legal obligation for invoicing).

Payments Payments are handled by our payment provider Mollie. Your payment details (such as bank or card details) are processed by Mollie; we only receive the payment confirmation and the details that belong on your invoice. We therefore never store full payment details.

Contact and support When you e-mail us or ask for support, we process your e-mail address and the content of your message so we can help you (legal basis: performance of the contract and legitimate interest).

Newsletter and mailing list When you sign up for our mailing list or waiting list, we process your e-mail address to send you updates (legal basis: consent). We first send you an e-mail to confirm your address; you're only added once you confirm. Unconfirmed sign-ups are deleted after 7 days. You can unsubscribe at any time using the link at the bottom of every e-mail.

Surveys and beta programme When you fill in a survey or sign up for the beta programme, we process your answers and the details you enter (such as name, e-mail address and motivation). In surveys, entering your e-mail address is usually optional (legal basis: consent).

Server connections When you visit our website or our software or app connects to our server, that server sees your IP address. We only use it to make the connection work and to prevent abuse; it is kept briefly in technical logs (legal basis: legitimate interest).

Website and cookies On our website we use Google Analytics, only with your consent, to understand how visitors use the site. See our separate Cookie Policy for details.

Our software and apps

Our software and apps are designed to keep your data with you as much as possible.

Your project data stays local. Your projects (such as fixtures, patch lists and documents) are stored on your own device. Data you share between our apps (for example between your computer and your phone) goes directly over your own network. The only exception is a project link: that does go through our server (see below).

Project links. With FixturePilot Desktop you can share a project with someone through a link. The project is then sent to our server so the recipient can download it with the link in the mobile app. For this we process the e-mail address of each recipient and the role and end date you choose and, if you switch this on, we e-mail the link to the recipient. You can stop a link early yourself. Legal basis: performance of the contract (for you) and legitimate interest (for the recipient, who only receives the link because you send it).

Licence check. To check your licence, our software sends your licence code and some technical details about your device (such as the name of your device and a random identifier) to our server. We do not use a unique hardware identifier of your system (legal basis: performance of the contract).

Problem reports. When the software crashes, or when you report a problem or send feedback yourself, a report is sent to our server. It contains the app version, the operating system, technical details about the error and the most recent lines of the software's technical log (access codes and e-mail addresses in that log are removed first). If you write a description or enter your e-mail address, those are included; we only use your e-mail address to reply to you or to let you know the problem has been fixed. Without an internet connection the report is sent later, or through your connected FixturePilot Desktop. Your project files are not included. We only use reports to fix problems and improve the software (legal basis: legitimate interest).

No usage statistics. Our software and apps contain no tracking, advertising or analytics software; we do not track how you use them.

The mobile app

The FixturePilot mobile app for iOS and Android works without an account.

Stored on your device. Projects, settings and a short technical log stay on your phone or tablet. You can remove a project in the app at any time; uninstalling the app removes everything.

Your local network. The app finds and controls lighting equipment on the network you are connected to (Art-Net, sACN, RDM and Bonjour/mDNS). On iOS this requires the "Local Network" permission. So that other FixturePilot devices can find it, the app announces itself on that network with your device name. This traffic stays on your local network.

Location. The app only asks for access to your location because the operating system requires it to show the name of your Wi-Fi network. We do not use GPS, and your location is never stored or sent.

FixturePilot Desktop and other phones. When you connect to FixturePilot Desktop, or share a project with another phone on the same network, the project data goes directly between those devices over your own network.

Opening a project link. When you open a project link, the app downloads that project from our server. To check that the link may be used on your device, we store a random identifier created by the app together with your access. This identifier is not linked to your name or to any account (legal basis: legitimate interest, to secure the link).

Camera streams. You view network cameras directly from the camera on your network. Nothing is recorded or sent anywhere else.

Who do we share data with?

We never sell your data. We do use a number of service providers to run our services. They process data on our behalf (as processors):

• Google (Firebase / Google Cloud) - for our database, hosting, storage (including project links and problem reports) and server functions, and for Google Analytics on the website.
• Amazon Web Services (Amazon SES) - for sending our e-mails, including the e-mails with project links.
• Google Workspace - for our business e-mail (support) and for storing our invoices and accounting records.

We also work with parties that process data under their own responsibility and their own privacy policy:

• Mollie - for handling payments.
• Apple (App Store) and Google (Google Play) - for distributing our mobile apps.

Apart from this, we only share data when the law requires us to.

Transfers outside the EU

Our back end runs on Google (Firebase) in the United States, and Google Analytics also processes data (partly) outside the EU. For transfers outside the EU we rely on the EU-US Data Privacy Framework and the Standard Contractual Clauses (SCCs) of the European Commission, as included in the data processing terms of our service providers.

How long do we keep your data?

• Invoices and financial records: 7 years (statutory tax retention period).
• Licence and customer data: for as long as your licence or subscription runs and a reasonable period afterwards.
• Mailing list: until you unsubscribe. After that we only keep your e-mail address and the dates of your sign-up and unsubscribe, so we can show what you chose and never e-mail you again by mistake.
• Unconfirmed mailing list sign-ups: 7 days.
• Surveys and beta sign-ups: for as long as the survey or beta programme runs and a reasonable period afterwards.
• Project links: the project file is only kept on our server for a few days; the details of the link (such as the recipient's e-mail address and the end date) are deleted no later than 30 days after the link has expired or been stopped.
• Problem and bug reports: for as long as needed to fix the problem and improve the software.
• We do not keep other data longer than necessary for the purpose for which it was collected.

Children

Our software and apps are intended for professional use and not for children under 16. We do not knowingly collect data from children.

Security

We take appropriate technical and organisational measures to protect your data. For example, sensitive local files (such as your licence) are stored encrypted on your device, and all connections to our servers use encrypted HTTPS.

Automated decision-making

We do not make decisions about you based solely on automated processing or profiling.

Your rights

You have the right to access, correct or delete your data, to restrict or object to its processing, to data portability, and to withdraw consent you have given. Send your request to support@fixturepilot.com. If you use the app without an account, please include, for example, the e-mail address or the date of your report so we can find your data. If you are not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl).

Changes

We may update this privacy policy from time to time. The latest version is always available on this page.