Data Processing Agreement

This agreement is between you — the studio or artist using Linebook (the “Controller”, or “business” under US state law) — and Linebook (the “Processor”, or “service provider”). You decide what client data to collect and why; Linebook processes it only to run the service for you.

Definitions. Personal data is any information about an identifiable person (e.g. a client's name, email, phone). Sensitive / consumer health data includes the health screening, waivers and placement photos your clients submit. Processing is anything done with the data (storing, displaying, deleting). A sub-processor is a third party we use to help provide the service. A breach is a security incident leading to unauthorised access, loss or disclosure of personal data.

Linebook processes your clients' personal data only to provide the booking and records service, and only on your documented instructions (which include your configuration of the product and this agreement).

We will never: use your clients' data for Linebook's own marketing or advertising; sell or “share” it; profile your clients; use it to train machine-learning models; or combine it with personal data from any other source. We use only aggregated, de-identified metrics to operate and improve the product.

Everyone at Linebook who can access personal data is bound by confidentiality obligations and only handles it as needed to run the service or support you.

We maintain technical and organisational safeguards appropriate to the sensitivity of the data, including: encryption at rest (AES-256-GCM); per-studio encryption keys for sensitive intake — including health screenings, waivers, date of birth and intake placement photos — so that, under the current implementation, intake data is decrypted for signed-in members of that studio through authenticated, studio-scoped workflows; removal of location metadata (EXIF/GPS) from intake placement photos before storage; and tenant isolation and access controls so one studio can never see another's data.

Linebook's ordinary admin and support interfaces are designed without a routine product path to read this encrypted intake content under the current implementation. This is a statement about tooling and access design, not a representation that hosted systems can never process encrypted data when necessary to provide the service back to the authorised customer, comply with law, preserve security, or operate backups, logs or other limited service infrastructure.

More detail is on our Security page, which is informational and does not expand this agreement beyond its terms.

Linebook uses the sub-processors listed on our public Subprocessors page, which identifies each sub-processor's role, data categories and region information. Each is bound by contract to protections at least as strong as those in this agreement, and may only use the data to provide their service to us. We keep that page current.

We will provide notice before a new sub-processor begins processing your clients' personal data. You may object in writing on reasonable data-protection grounds within the notice period; if we cannot reasonably resolve the objection, either party may terminate the affected services on written notice.

Linebook and its sub-processors may process your clients' personal data in the jurisdictions identified on the Subprocessors page, which currently include the United States and may include other jurisdictions depending on the provider used. We maintain contractual and technical safeguards intended to protect your clients' data to an equivalent standard wherever it is processed. For studios in Quebec, we can provide a transfer-assessment summary of our hosting and security posture to help you meet your obligations under Law 25.

Your clients may have rights to access, correct or delete their data. Linebook provides the tools and reasonable assistance you need to respond to those requests — including retrieving or permanently deleting a client's records on your instruction. Where a request relates to sensitive intake or consumer health data, we will provide reasonable assistance appropriate to our role as processor, including assistance needed for access, deletion, export or restriction where required by applicable law.

If Linebook becomes aware of a breach affecting personal data processed for you under this agreement, we will notify you without undue delay, and no later than 72 hours after becoming aware of it. Our notice will include the information reasonably available to Linebook that you reasonably need to meet your own obligations to regulators and affected individuals — what happened, the data involved, the likely consequences, and the steps we're taking. Public statements on Linebook's website about security incidents are informational only and do not modify this Agreement's breach-notification standard.

We retain your clients' data for as long as you keep your account, and sensitive intake records for the retention period you configure — by default around 7 years from the last service, chosen to align with typical liability and limitation windows — after which it is deleted. Other data classes may have different retention periods. You can export your data, and delete individual client records, at any time.

On termination, Linebook will make your clients' personal data available for export for a reasonable period, after which we may delete or de-identify it in the ordinary course — subject to the service's documented retention settings, backup cycles, legal obligations, and the need to retain limited records for security, fraud prevention, billing, tax, dispute resolution or compliance. For sensitive intake, where deletion is implemented through deletion of an intake key or similar cryptographic mechanism, deletion of the relevant key may satisfy deletion by rendering the encrypted sensitive intake content unreadable in the ordinary service environment, subject to backups, logs, legal retention requirements and the then-current implementation.

On reasonable request, Linebook will make available the information you reasonably need to demonstrate compliance with this agreement — such as a description of our security controls, sub-processors and data flows.

This agreement takes effect when you start using Linebook and continues for as long as we process personal data on your behalf — it mirrors the term of your subscription under the Terms of Service. It ends when your account is closed and we've returned or destroyed the data as set out above.

This agreement is governed by the laws of the Province of Ontario and the federal laws of Canada that apply there. Questions, or want a countersigned copy for your records? Reach us at our contact page or hello@linebook.ink.