Privacy Policy

1. Introduction

PipeBandHQ provides digital management tools for pipe bands, organisations, committees and their members.

This Privacy Policy explains how personal information is collected, used, stored and protected when you use the PipeBandHQ website, applications and related services.

By using PipeBandHQ, you acknowledge that your information will be handled in accordance with this Privacy Policy.

Who we are. PipeBandHQ is operated by Matthew Taylor, a sole trader based in Scotland, trading as PipeBandHQ, of Flat 1/1, 7 McFarlane Street, Paisley, PA3 1RY, United Kingdom. For your account and the running of the service, PipeBandHQ is the data controller.

Information that a pipe band or organisation enters about its own members is generally controlled by that band or organisation, and PipeBandHQ processes it on their behalf to provide the service.

2. Information we collect

The information processed through PipeBandHQ may include:

• Your name, email address and account information.
• Information relating to your membership of a pipe band or organisation.
• Committee positions, roles and access permissions.
• Event and rehearsal attendance responses.
• Contact details and other member information entered by you or your organisation.
• Documents, notices, music, financial records and other information uploaded to the service.
• Technical information such as IP address, browser type, device information and usage information.
• Communications sent to PipeBandHQ for support or general enquiries.
• Payment information when you pay your band or organisation online, such as the amount, date, what the payment was for, and limited card details provided by our payment provider (for example the card type and country). We do not receive or store your full card number.
• Records of payments and refunds entered by your band or organisation, such as how a refund was paid and its reference.

3. Information entered by organisations

Pipe bands and organisations using PipeBandHQ may enter information relating to their members.

The organisation is responsible for ensuring that it has an appropriate lawful basis for entering, maintaining and using member information within PipeBandHQ.

Access to organisation information may be restricted according to membership, committee roles and permissions configured within the service.

4. How we use information

We may use personal information to:

• Create and manage user accounts.
• Provide the PipeBandHQ service.
• Allow users to access their bands and organisations.
• Provide event, rehearsal, attendance and communication functionality.
• Maintain security and prevent misuse of the service.
• Provide customer support.
• Improve the reliability and functionality of PipeBandHQ.
• Process subscriptions and payments where applicable.
• Meet legal, accounting or regulatory requirements.

5. Legal basis for processing

Where applicable data protection law requires us to identify a lawful basis for processing personal information, this may include:

• Processing necessary to provide the service you have requested.
• Our legitimate interests in operating, securing and improving PipeBandHQ.
• Compliance with legal obligations.
• Consent, where consent is required by law.

6. Service providers

PipeBandHQ uses third-party service providers to operate the platform. These providers may process information on our behalf where necessary to provide their services.

The main providers we use are:

• Stripe — processes card payments made to bands and organisations, passes the money on to them, and handles PipeBandHQ subscriptions. Bands that take online payments also give information directly to Stripe when setting up their Stripe account. Stripe also uses payment information for its own purposes, such as fraud prevention and meeting its legal obligations, as described in Stripe's own privacy policy.
• Supabase — database, file storage and sign-in.
• Vercel — website and server hosting.
• Resend — sending emails, such as sign-in and account emails.
• Expo — delivering push notifications to the PipeBandHQ app, via Apple and Google.

PipeBandHQ does not store complete payment card details itself.

7. Data security

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss.

However, no internet-based service can guarantee absolute security. Users are responsible for keeping passwords and account credentials confidential.

8. Data retention

Personal information is retained for as long as reasonably necessary to provide the service, maintain legitimate business records, resolve disputes and comply with legal obligations.

Information may also remain within backups for a limited period after deletion from the active service.

9. Your rights

Depending on your location, you may have rights relating to your personal information, including the right to:

• Request access to your personal information.
• Request correction of inaccurate information.
• Request deletion of certain information.
• Request restriction of certain processing.
• Object to certain uses of your information.
• Request a portable copy of certain information.
• Withdraw consent where processing is based on consent.

Some information held within PipeBandHQ may be controlled by your pipe band or organisation. In those circumstances, we may direct your request to the relevant organisation.

10. Cookies and similar technologies

PipeBandHQ may use cookies or similar technologies where necessary for authentication, security, session management, preferences and operation of the service.

Additional analytics or marketing technologies will be used only where appropriate and subject to applicable consent requirements.

11. International data transfers

Some service providers used by PipeBandHQ, such as those listed above, may process information outside the United Kingdom, including in the European Economic Area and the United States.

Where required, appropriate safeguards will be used for international transfers of personal information.

12. Children

Pipe bands may include junior members. Where an organisation enters information relating to children or young people, that organisation is responsible for ensuring that it has the appropriate authority, permissions and safeguards to do so.

PipeBandHQ should not be used to enter unnecessary sensitive information relating to children.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the service, legal requirements or our business practices.

The date shown at the top of this page indicates when this policy was last updated.

14. Contact us

If you have questions about this Privacy Policy or wish to make a privacy-related request, please contact:

Or write to: Matthew Taylor, PipeBandHQ, Flat 1/1, 7 McFarlane Street, Paisley, PA3 1RY, United Kingdom.

If you are unhappy with how your information has been handled, you have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk. We would appreciate the chance to put things right first, so please contact us.