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. Sign-in is by password or one-time magic link. We never see or 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.
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. We do not use third-party advertising or cross-site tracking cookies.
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.
Separately from those sub-processors, a few parts of the dashboard 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.
- Website analytics. Our public marketing pages — not the admin console and not the screens — load a privacy-focused analytics 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. This is why the site has no cookie banner: there is nothing to consent to.
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. 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 and its reporting history — your organization, users, screens, content, and playback analytics — are retained for as long as your account remains open, or as needed to meet legal obligations. 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 service providers listed 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 the providers listed above — reach us at support@sheencast.com. We aim to respond promptly.