Legal
Privacy Policy
This policy explains what data Sheencast collects across the marketing site, the admin console, and paired screens, how it is used, and the controls you have over it.
Information we collect
Account & organization data
When you or a teammate create or are invited to an account, we store the email address used to sign in, your display name (if provided), your role within an organization, and the organizations you belong to. You sign in with a password. We also email one-time links for invitations, password resets and some sign-ins. Your password is sent over an encrypted connection to our authentication provider (at sign-up, by way of our servers, which pass it on without keeping it). We never store your password.
Screen & device telemetry
Each paired screen produces operational telemetry for the Device Health view. No additional tracking runs on the screen. For every screen we keep a single current-state snapshot of:
- Browser name and major version
- Operating system name and version
- Language / locale
- ISP / network operator
- Connection security
These are low-sensitivity operational facts. They contain no IP address and no location.
IP address & location — opt-in only
The following are captured only when an organization admin enables “Collect IP address & location” in Admin → Settings → Organization (default off):
- Client IP — stored in masked form; the full address is never stored in Device Health
- Country — approximate
- Region / state — approximate, and often unavailable
Precise coordinates, city, and postal code are deliberately never stored. Turning the option off stops capture immediately and scrubs any already-captured masked IP, country, and region from every device in the organization.
Usage & playback analytics
To provide proof-of-play reporting we record which content played on which screen and when, along with impression counts, playback completion, and error events. This is tied to your organization and its screens, not to individual viewers of a display.
Diagnostic & error logs
Players and services emit logs used to diagnose faults. Personal data is scrubbed from error and crash reports before they leave our systems. A full IP address is retained in a separate security audit log for events such as sign-in, pairing, and settings changes, under that log’s own retention.
How you found us
When you sign up, we record how you reached Sheencast: the website that linked you here (its
domain only, never the full address of the page), the first page of ours you visited, and any
campaign tags in the link you followed (such as utm_source). It is stored with your
organization so we can learn which channels bring new customers. This record is not shared with
anyone and is not used for advertising. If you accepted Google Analytics, it separately sees the
site that referred you and the campaign tags in the link, as described under
Website analytics below.
Cookies & local storage
We use the minimum needed to run the product: an authentication session for the admin console,
and small local-storage values for preferences (such as your light/dark theme) and player state.
On our marketing site, the first page you visited in a visit and how you arrived are kept in your
browser’s session storage until you close the tab, so a sign-up can say how you found us; it
leaves your browser only if you sign up. We do not use cookies for this, and we do not use
third-party advertising or cross-site tracking cookies. With your consent, or where the law does
not require it unless you opt out, Google Analytics sets its own cookies on our marketing site
(_ga and _ga_*, lasting up to 13 months) to count visits, as described
under Website analytics below. Your choice is remembered in your
browser’s local storage (sheencast:analytics-consent).
How we use data
- To operate the service — pair screens, deliver content, and keep playback running.
- To show you the health and status of your screens.
- To provide analytics and proof-of-play reporting to your organization.
- To secure the platform, investigate abuse, and maintain the audit trail.
- To communicate with you about your account and service-related notices.
- To bill you for a paid plan. Our payment provider acts as the merchant of record for those purchases: it collects your name, email, and billing address (needed to calculate sales tax), processes the payment, and issues the receipt. We never receive or store your card number.
How data is shared
We do not sell personal data. We share it only with the service providers that run the platform on our behalf (“sub-processors”), each acting under contract and only as needed to provide their function. Those categories are: cloud infrastructure providers, managed database and authentication providers, application monitoring providers, email delivery providers, and a payment provider that acts as merchant of record for paid plans.
Customers who need the specific providers named — for a vendor or security review — can request the current list by contacting us.
Our public marketing pages also count page views with our hosting provider’s analytics, served from our own domain, so it is one of those sub-processors. It sets no cookies and stores nothing on your device. It records the page, the referring site, your browser and device type, and an approximate location derived from your IP address (which can be as precise as the city), and it tells one visitor’s views apart from another’s within a day using a hash of the request that it discards after 24 hours. It needs no consent. Google Analytics, described below, does where the law requires it, which is why some visitors are asked before it loads.
Separately from those sub-processors, a few parts of the dashboard and of this website load resources directly from third parties in your browser, which means those parties see the request. We list them because they are not acting on our behalf and are not covered by the paragraph above:
- Video thumbnails. Preview images for YouTube and Vimeo items are loaded from those services rather than copied onto our servers, so they can see that someone at your organization viewed a page listing that video.
- Location lookup in weather templates. When you type a place name while editing a weather template, that text is sent to a third-party geocoding service to turn it into coordinates.
- Live template previews. On our public template pages and the live demo, some previews show live sample data: weather and air quality, exchange rates and cryptocurrency prices, tides, earthquakes, public holidays, trivia, QR codes and similar. Your browser fetches that data directly from the public services that provide it, so those services see your IP address and that a preview was shown. We send them nothing else about you.
- Website analytics. Our public marketing pages — not
the admin console and not the screens — load Cloudflare Web Analytics, a privacy-focused script
that counts page views. It sets no cookies, stores nothing on your device, does not follow you
across sites, and does not build a profile of you; it records the page, the referring site, and
coarse device and country information derived from your IP address, which is not retained.
With your consent, they also load Google Analytics, provided by Google, to tell
us how visitors find and use the site: the pages you view, the site that referred you, and
coarse device and location information. It sets cookies (
_ga,_ga_*) that last up to 13 months. We use it for site statistics only, with advertising features and Google signals turned off. If you accepted Google Analytics and then sign up, we tell Google that the visit led to a sign-up, using only Google Analytics’ own identifier for your browser; we send Google no name, email address or organization. Where the law requires consent first (the European Economic Area, the United Kingdom, Switzerland, Brazil and Quebec), Google Analytics does not load until you choose Accept; elsewhere it loads by default and you can opt out. In every case your browser’s Global Privacy Control signal is honoured, and “Analytics choices” at the foot of every page changes or withdraws your choice at any time. To decide whether to ask, we look up your country from your IP address using our hosting provider; the address is not stored.
Screens themselves load YouTube, Vimeo and Google Slides content directly from those services when you schedule it, for the same reason.
Data retention
We keep operational and diagnostic records only as long as they are useful for running the service — at most 90 days, and in most cases far less. Device logs are kept for 7 days, and error-level device logs for 30 days. Security audit records, which log events such as sign-in, pairing and settings changes, are kept for up to one year. For Device Health we keep the most recent value for each screen plus an hourly history for up to 14 days, used to show storage and memory trends and to investigate a fault reported after the fact. Both are deleted when the screen is deleted.
The records that make up your account — your organization, users, screens and content — are retained for as long as your account remains open, or as needed to meet legal obligations. Playback and impression analytics are kept in full detail for 60 days, with daily summaries retained while your account is open; reporting queries and exports cover the most recent 30 days. When an organization is deleted, its data is deleted with it.
Security
Data is encrypted in transit, and access is scoped to your organization so that one organization cannot read another’s data. No system is perfectly secure, but we work to protect data using industry-standard measures.
Your choices and controls
We describe here what you can actually do today, rather than listing rights in the abstract:
- See and change your data. Your organization, screens, content, playlists, schedules, and analytics are all visible and editable directly in the admin console.
- Control device telemetry. The IP address & location option is off by default. An admin can turn it on or off at any time in Settings → Organization; turning it off also erases what was already captured.
- Export your analytics. Content and screen reporting can be exported to CSV from the Analytics page.
- Delete content and screens. Deleted content goes to Trash and can be restored for 30 days; deleting a screen removes its device data with it.
- Request a copy or deletion of your account data. Contact us and we will handle it promptly. We may need to verify that you control the account first.
We do not sell or share your personal information, and we do not use it for advertising or cross-site tracking.
Where data is processed
Sheencast is operated from the United States and your data is processed there by us and by the categories of service providers described above.
Children
Sheencast is a business product and is not directed to children, and we do not knowingly collect personal data from them.
Changes to this policy
We may update this policy from time to time. Material changes will be reflected by an updated effective date, and where appropriate we will notify account admins.
Contact
Questions or requests about this policy or your data — including a copy or deletion of your account data, or the names of our service providers — reach us at support@sheencast.com. We aim to respond promptly.