Choir Master CMS Privacy Policy
Last updated: October 9, 2026
This policy explains how Jeremy Andrews, operating Choir Master CMS ("we", "us"), collects, uses, shares and protects personal information. It applies to the choirmastercms.com website, Choir Master CMS cloud accounts, and license keys for the self-hosted software. A French version of this policy is available at https://choirmastercms.com/fr/confidentialite.
1. Person in charge of privacy
The person in charge of the protection of personal information is Jeremy Andrews. You can reach him at legal@choirmastercms.com with any question, request or complaint about this policy or your personal information.
2. Our role
Our customers' information. When you visit our website, create an account, register a license key or buy a plan, we decide how your personal information is used, and this policy applies.
Information choirs collect. Choirs and other organizations use Choir Master CMS to manage their own websites, members, donors and ticket buyers. For cloud customers, we host and process that information on the choir's behalf and under its instructions; the choir is responsible for it and for its own privacy policy. If you are a member, donor, ticket buyer or visitor of a choir's site, please contact that choir about your information. If you contact us instead, we will refer your request to the choir and help it respond.
Self-hosted installations. Choirs that host the software themselves control their own data. We do not have access to it, except the license check information described in section 3.
3. Information we collect
| Category | Examples | Where it comes from | Why we use it |
|---|---|---|---|
| Account information | Name, email address, organization name, password (stored only in hashed form) | You, or the person who invites you to an account | To create and manage your account and let you sign in |
| License key registration | Name, email address, organization name, website domain | You, when you request a license key | To issue license keys and enforce license terms |
| License checks (self-hosted) | License key, website domain, software version, server IP address | The self-hosted Software, when it checks its license key | To validate license keys and prevent misuse |
| Billing information | Billing name and address, plan, invoices, payment status, last four digits and expiry of your card | You, and Stripe | To bill for paid plans and keep accounting records |
| Stripe Connect information | Your Stripe account ID, account status, transaction and refund records for ticket sales and donations | Stripe, when you connect your Stripe account | To provide ticketing and donation features and show transaction reports |
| Communications | Support emails and messages, and our replies | You | To answer you and improve the Service |
| Technical information | IP address, browser and device type, pages requested, timestamps, security logs | Your browser, through our hosting provider | To operate, secure and troubleshoot the website and Service |
We do not receive or store full payment card numbers. Card payments for our plans, and payments to choirs for tickets and donations, are handled directly by Stripe.
Cookies. We use only the cookies needed to sign you in, keep your session secure and remember your settings. We do not use advertising or cross-site tracking cookies. Choirs' own sites may use other cookies, as described in their privacy policies.
4. How we use personal information
We use personal information to:
- provide, maintain and secure the website and Service;
- issue and validate license keys;
- process payments, send invoices and keep financial records;
- send service messages, such as receipts, security notices, billing reminders and changes to our terms;
- respond to support requests;
- detect and prevent fraud, abuse and violations of our terms; and
- meet our legal obligations.
We send marketing emails only to people who have consented to receive them, as required by Canada's Anti-Spam Legislation (CASL). Every marketing email includes a way to unsubscribe.
We do not sell personal information, and we do not use it to make decisions about you based solely on automated processing.
5. Consent
We collect, use and share personal information with your consent, or as permitted or required by law. Consent may be express, such as when you register for an account, or implied by the nature of the service you request. You may withdraw your consent at any time, subject to legal or contractual restrictions, by contacting us. Withdrawing consent may mean we can no longer provide some or all of the Service.
6. Who we share it with
We share personal information only with the following service providers, and only as needed to provide the Service:
| Provider | What they do for us | Where data may be processed |
|---|---|---|
| Cloudflare, Inc. | Hosting, content delivery, data storage and security for the website and cloud Service | Canada, the United States and other countries where Cloudflare operates |
| Amazon Web Services, Inc. | Sending email through Amazon Simple Email Service (SES) | Canada (AWS Canada Central region, Montréal) |
| Stripe, Inc. and its affiliates | Payment processing for our plans, and Stripe Connect payments for choirs' ticket sales and donations | Canada, the United States and other countries where Stripe operates |
| Google LLC (Google Cloud) | Storing encrypted backups of the Service, and processing files uploaded to choirs' sites in order to back them up | Canada (Google Cloud Toronto region) |
| Google LLC (Google Fonts) | Supplying the web fonts used on choirs' sites. A visitor's browser requests the fonts directly from Google, which receives the visitor's IP address | The United States and other countries where Google operates |
| Anthropic, PBC | The writing assistant offered to site administrators. It receives the text and the details about the choir that an administrator submits when using it | The United States |
These providers are bound by contract to protect personal information and use it only to provide their services. Stripe also processes payment information as an independent organization under its own privacy policy.
We may also disclose personal information if required by law or legal process, to protect the rights, safety or property of us or others, or to a buyer or successor if the business is sold or reorganized, subject to this policy.
7. Storage outside Canada and Québec
Our service providers may store and process personal information outside Canada and outside Québec, including in the United States. While there, it is subject to the laws of those countries, and their authorities may be able to access it. Before communicating personal information outside Québec, we assess whether it will be adequately protected, including through our providers' contractual and security commitments.
8. How long we keep it
We keep personal information only as long as needed for the purposes described in this policy or as required by law:
| Information | How long we keep it |
|---|---|
| Cloud account content | While your account is open, then up to 30 days after closure |
| Paid-plan data after conversion to the Free plan | At least 90 days, as described in our terms; we may delete it after that |
| License key records | For the life of the license, then up to 1 year |
| Billing and tax records | 6 years after the end of the tax year they relate to, as required by Canadian tax law |
| Technical and security logs | Up to 90 days, unless needed to investigate a security incident |
| Backups | Deleted data may remain in backups for up to 365 more days before being deleted |
When we no longer need personal information, we delete it or anonymize it.
9. How we protect it
We use reasonable administrative, technical and physical safeguards suited to the sensitivity of the information. These include encryption in transit, hashed passwords, access limited to people who need it, and providers that maintain recognized security certifications. No system is completely secure, so we cannot guarantee absolute security.
If a breach of security safeguards involving personal information creates a real risk of significant harm, or a risk of serious injury under Québec law, we will notify the affected people and the Office of the Privacy Commissioner of Canada or the Commission d'accès à l'information du Québec, as the law requires. We keep a record of all such incidents.
10. Your rights
Subject to legal exceptions, you have the right to:
- know what personal information we hold about you, and how we use and share it;
- access it and receive a copy;
- have it corrected if it is inaccurate, incomplete or out of date;
- withdraw your consent, as described in section 5;
- ask us to delete it when we no longer need it; and
- if you are in Québec, receive computerized personal information you provided in a structured, commonly used technological format, and ask us to stop disseminating information about you or to de-index links to it, in the cases provided by law.
To make a request, email legal@choirmastercms.com. We may need to verify your identity before responding. We will respond within 30 days.
If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada or, in Québec, the Commission d'accès à l'information du Québec.
11. Children
Our website and Service are intended for adults and organizations. Account holders must have reached the age of majority where they live, and we do not knowingly collect personal information directly from children.
Choirs may add information about youth members through the Service. Administrators who add members are responsible for complying with the laws on minors' personal information that apply in their jurisdiction, including obtaining any consent required from a parent or guardian. In Québec, for example, the consent of a parent or tutor is required to collect personal information about a child under 14.
12. Changes to this policy
We may update this policy from time to time. We will post the updated version on this page with a new "Last updated" date. If we make material changes, we will also notify account holders by email or in the Service before the changes take effect.
13. Contact us
Jeremy Andrews, Choir Master CMS
Person in charge of the protection of personal information
legal@choirmastercms.com