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Privacy Policy

This Privacy Policy explains how ArtistHub24 ("we", "our", or "us") collects, uses, and protects your personal information when you use our CRM system at https://artisthub24.com.

1. Information We Collect

We collect the following types of information:

1.1 Personal Information

  • Account information: name, email address, password (encrypted)
  • Profile information: job title, company, profile picture
  • Contact information: phone numbers, addresses

1.2 Artist and Contact Data

  • Information about your artists, leads, and contacts
  • Orchestra and performance venue details
  • Contract details and associated documents
  • Email communications and message templates

1.3 Usage Information

  • Log data: IP address, browser type, pages visited, time and date of access
  • Device information: hardware model, operating system
  • Activity data: actions taken within the system, feature usage

2. How We Use Your Information

We use your information for the following purposes:

  • To provide and maintain our CRM services
  • To authenticate your access to the system
  • To enable optional integrations you connect (email, calendar, file storage, and others described below)
  • To track and analyze system usage and improve our services
  • To detect and prevent security incidents
  • To communicate with you about service updates or respond to your inquiries

3. Information Sharing and Disclosure

We may share your information in the following circumstances:

  • Service Providers: We work with third-party service providers who help us operate our business and provide our services. These providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your information.
  • Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.
  • Business Transfers: If we are involved in a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

We do not sell your personal information to third parties.

4. Data Security

We implement appropriate technical and organizational security measures to protect your information, including:

  • CSRF protection across the application
  • Secure session handling with appropriate timeouts
  • Input validation and sanitization
  • Content Security Policy (CSP) headers
  • HTTP-only cookies for session management
  • Same-Site cookie attributes configured as "Lax"
  • Encrypted database backups using AES-256-CBC encryption

5. Third-party providers and what we access

ArtistHub24 runs on our servers and database. When you choose to connect external accounts, data is exchanged only to provide the feature you turned on. OAuth tokens and secrets are stored with encryption where applicable. You can revoke third-party access in your Google, Microsoft, or Apple account security settings as well as by disconnecting inside ArtistHub24.

5.1 Google (Google LLC)

We use Google OAuth 2.0. Depending on what you connect, we may request:

  • Account identity: email and profile — to identify the Google account and show basic profile information where the product uses it.
  • Gmail API: https://www.googleapis.com/auth/gmail.readonly (read messages for inbox and mailer features) and https://www.googleapis.com/auth/gmail.send (send email as you). We use this only for the email features you use (read threads, compose/send through your mailbox).
  • Google Calendar API: https://www.googleapis.com/auth/calendar.readonly — we read calendar events to import them into ArtistHub24. We do not create, update, or delete events in your Google Calendar from ArtistHub24. To show ArtistHub24 events in Google Calendar, use a webcal subscription link or another integration (for example Outlook) as offered in the product.
  • Google Drive API: https://www.googleapis.com/auth/drive.file — per-file access only (files the application creates or that you open with ArtistHub24). We do not request full access to all files in your Google Drive (drive scope is not used).

5.2 Microsoft (Microsoft Corporation)

  • Outlook / Microsoft 365 Calendar: When you connect Outlook, we use Microsoft sign-in and calendar permissions as configured (including read/write calendar access where the product pushes or updates events in Outlook).
  • Microsoft email (where enabled): We may use Microsoft Graph permissions such as User.Read and Mail.Send (and related mail scopes where configured) so you can send or read mail through Microsoft similarly to Gmail, only for the features you enable.

5.3 Apple iCloud Calendar (Apple Inc.)

If you connect Apple or iCloud calendar (for example via CalDAV), credentials or app-specific passwords you provide are used only to read or write calendar data for the sync features you turn on, and only as long as the integration stays connected.

5.4 AI processing (Novita AI)

When you or your organization use AI-assisted features, text you submit or emails we analyze may be sent to Novita AI Inc. (United States) and underlying model providers (for example DeepSeek, Meta Llama, Qwen) to extract structured fields, suggest labels, or generate draft text. We send only the content needed for the feature you use, truncated where possible. All AI features use Novita AI; we do not use Anthropic or other alternate LLM providers.

  • Automatic email labeling (optional): if your organization enables background AI and you enable it during onboarding or in Mail Pipeline settings, we send each message's subject, sender address, and up to 6,000 characters of body text to Novita AI for intent and entity labeling.
  • On-demand extraction: when you click actions such as "Extract with AI" on a pasted CV or personal form, we send the text you provide (up to 120,000 characters) to Novita AI to suggest profile fields. Review results before saving.
  • Other assisted tools: contract parsing, lead extraction, biography shortening, and similar features send only the text you submit for that action.

Organization administrators can disable background AI for the whole organization under Settings → Organization → Security. Individual users can also turn off automatic new-email AI notifications in their notification preferences. Do not submit information you are not permitted to share with such processors. Novita processes data under their terms and our data processing agreements.

5.5 Sub-processors

ArtistHub24 uses the following sub-processors to operate the service. Each processes personal data only on our instructions and for the purposes described below. We maintain data processing agreements where required by GDPR Article 28.

  • Novita AI Inc. (United States) — AI inference for email parsing, extraction, drafting, and enrichment. Underlying model hosts may include DeepSeek and other providers routed through Novita.
  • Google LLC (United States / global) — Gmail, Calendar, Drive, and account sign-in when you connect Google.
  • Microsoft Corporation (United States / global) — Outlook mail and calendar when you connect Microsoft 365.
  • Stripe, Inc. (United States / global) — payment processing for invoice payment links and checkout.
  • Resend (United States) — transactional email delivery (login verification codes, system notifications) where configured.
  • SerpAPI (United States) — flight search data for the optional Flight Assistant module.

We will update this list when we add or replace sub-processors. Enterprise customers receive advance notice per our Data Processing Agreement.

5.6 Payments (Stripe, Inc.)

If you use invoice or payment features that include Stripe payment links or checkout, payment details are collected and processed by Stripe. We receive only the information needed to display payment status and reconcile invoices inside ArtistHub24. Stripe's privacy policy governs their handling of card and transaction data.

6. Cookies and Similar Technologies

We use cookies and similar technologies to provide and improve our services. For detailed information about our use of cookies, please see our Cookies Policy.

7. Your Rights

Under Polish and EU data protection laws, you have the following rights regarding your personal data:

  • Access: You can request information about the personal data we hold about you.
  • Rectification: You can request that we correct inaccurate or incomplete information.
  • Erasure: You can request that we delete your personal data in certain circumstances.
  • Restriction: You can request that we restrict the processing of your data in certain circumstances.
  • Data Portability: You can request a copy of your data in a structured, machine-readable format.
  • Objection: You can object to the processing of your data in certain circumstances.

8. Contact Information

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us:

  • Email: support@artisthub24.com
  • Subject: Privacy Policy Inquiry

Last Updated: November 15, 2026