notedesk is a tool music teachers use to run their studios. This policy explains what information notedesk holds, why, who else handles it, and the choices you have. It is provided by PVT Studio LLC ("notedesk", "we", "us").
The short version
- A studio puts its students' and families' information into notedesk to run lessons, billing and messages. That information belongs to the studio. We look after it for them and use it only to provide the service.
- We do not sell personal information, show ads, or use analytics or tracking cookies.
- Card and bank numbers are held by Stripe, not by us.
- Our servers and database are in the United States (Virginia).
1. Two roles
- For studio records (students, families, lessons, notes, invoices, messages), the studio decides what to collect and why, and we handle it on the studio's behalf. If you are a parent or student, your studio is your first point of contact for your information. We will help them with any request.
- For studio accounts (the teachers who sign up and pay for notedesk), we decide how that information is used, as described below.
2. What we hold
About teachers and studio staff
- Name, email, phone, address, title, bio, photo, languages, teaching details and availability.
- Sign-in details. Passwords are handled by our authentication provider and stored only in hashed form.
- Pay rates, payroll records and mileage, where a studio uses those features.
- The studio's notedesk subscription: plan, number of teachers and billing status. Payment card details for the subscription are held by Stripe.
About families and students, entered by the studio or by the family
- Names, email addresses, phone numbers and home addresses of parents, guardians and students.
- Student details the studio chooses to record, such as birthday, gender, school, instrument, and notes.
- Lessons and attendance, lesson notes (some visible to the family, some private to the teacher), practice logs, repertoire, files and recordings the studio or family uploads, and reviews families write.
- Invoices, payments, balances and credits. For saved payment methods we keep only the card brand and last four digits, expiry, bank name and the last four digits of the account, plus Stripe's reference numbers. Full card and bank account numbers are held by Stripe.
- Messages and emails sent through notedesk, and a record of each delivery (who it went to, when, and whether it was delivered). Delivery records do not store the email body.
Technical information
- Sign-in session cookies (see section 6).
- When something goes wrong, an error report reaches us. We remove private link tokens from these reports.
- We do not keep logs of your IP address in our database. Our hosting and authentication providers may process IP addresses to deliver and protect the service.
3. How we use it
- To run the service: show records to the people allowed to see them, schedule lessons, create invoices, send the messages a studio asks us to send, and process payments.
- To keep it secure: prevent unauthorized access, detect abuse, and fix errors.
- To run our business with studios: trial and billing emails, service notices, and support.
- To meet legal obligations.
We do not use studio records to advertise, we do not sell or rent personal information, and we do not use it to train artificial intelligence models.
4. Who else handles it
We use a small number of providers to run notedesk. Each receives only what it needs for its job.
| Provider | What for | Where |
|---|---|---|
| Vercel | Hosting the application | United States (Washington, D.C. area) for our servers; its global network delivers pages |
| Supabase | Database, file storage and sign-in | United States (AWS US East, Virginia) |
| Stripe | Card and bank payments for studios, and studios' notedesk subscriptions | United States and elsewhere |
| Resend | Sending email | United States |
| Photon (komoot), using OpenStreetMap data | Suggesting addresses as a teacher types one | komoot's servers; only the typed text is sent |
| Anthropic | Tidying up a lesson note a teacher wrote, and answering a teacher's question in Ask, only when the teacher asks | United States |
When a teacher presses Tidy up on a lesson note, the text of that note and the student's first name are sent to Anthropic to write a cleaned-up version the teacher then checks, edits or undoes; nothing is sent to Anthropic unless a teacher presses it, and nothing else from the studio's records (no surname, contact detail or family information) is added to it. Under its commercial terms Anthropic does not use this data to train its models. A studio can switch drafts off in Settings.
When a teacher asks a question in Ask, the question, the most recent questions and answers of the same conversation (so a follow-up can be understood), and the studio records the answer needs (such as students' names, lesson times, recorded attendance and logged practice, and, for teachers who handle billing, family balances) are sent to Anthropic to answer it. Only records that teacher can already see are read, and Ask cannot change anything. notedesk does not save chat history: the conversation exists only in the teacher's open browser tab, and is gone when the tab is reloaded or closed, when the teacher signs out, or when they switch studio. notedesk keeps only a count of questions asked, to apply the monthly limit. What is sent to Anthropic is handled under Anthropic's standard data retention terms for its API (how long Anthropic stores data), and under its commercial terms Anthropic does not use it to train its models. Ask is off unless a studio owner turns it on, and the AI features switch in Settings turns Tidy up and Ask off together.
When a teacher presses Speak on a lesson note, the teacher's own browser turns their speech into text using the browser's speech service, which may process the audio on the browser maker's servers under that browser's terms. notedesk does not receive or store the audio; the text is added to the note and is stored only if the teacher saves the note.
If a studio turns on text messaging, messages are sent through Twilio (United States). If a studio subscribes to calendar feeds from another service, we fetch those feeds on the studio's behalf.
Text messages. When a studio uses text messaging, notedesk texts a family or student only after the studio has recorded their consent to be texted at that number, which the studio collects, usually when the student enrolls. Texts come from notedesk's toll-free number on the studio's behalf and are about the student's lessons and account: lesson reminders, canceled or changed lessons, invoices, payments, receipts and refunds. They are not marketing. How often you receive them depends on your lessons and your account. Message and data rates may apply. Reply STOP to stop receiving texts or HELP for help; you can also ask your studio to turn texts off. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third party, and the sale or merger exception below does not apply to them.
We may also share information if the law requires it, to protect someone's safety, or as part of a sale or merger of our business, in which case this policy would continue to apply to your information.
5. Payments and Stripe
When a family pays a studio, the payment is made directly to the studio's own Stripe account, and Stripe processes it under its own privacy policy (stripe.com/privacy). When a family saves a bank account, Stripe may use Stripe Financial Connections to verify it. notedesk never holds family funds.
6. Cookies and similar storage
- We use only the cookies needed to keep you signed in. They cannot be used to track you on other sites.
- Your browser also stores a few settings on your own device, such as your calendar view, table column choices, and unsent lesson note drafts, so they are there next time. This stays on your device.
- We do not use advertising, analytics or tracking cookies.
- Do Not Track. Because we do not track you across other websites, a browser's Do Not Track signal does not change anything we do.
7. Children
Many notedesk students are children. Their information is entered by their studio, which uses notedesk to teach them. Studios agree in our Terms to obtain a parent's or guardian's consent where the law requires it before adding a child's information. We use children's information only to provide the studio's lessons and services, never for advertising.
Portal links for students under 13 should be sent to a parent or guardian. A parent or guardian can ask their studio, or us, to review or delete their child's information at any time.
8. How long we keep it
- Studio records are kept while the studio's account exists, including after a subscription ends, when the studio becomes read-only, so a studio does not lose its history.
- A studio owner can ask us to delete the studio and its records. We delete them within 30 days of confirming the request, except records we must keep by law, such as billing records for our own subscription.
- In-app notifications are removed automatically after 180 days.
- Copies in backups are removed as those backups are replaced.
9. Your choices and rights
- Teachers: you can view and correct your details in My profile, and export records from the service.
- Families and students: contact your studio to see, correct, export or delete your information. If you cannot reach them, contact us and we will help.
- Emails: announcements and reminders include an unsubscribe link. Messages you need, such as invoices and receipts, are still sent.
- Depending on where you live, you may have further rights, such as to know what we hold about you or to ask us to delete it. Contact us at support@notedesk.studio. We will not treat you differently for using these rights.
10. Security
We protect information with measures including encrypted connections (HTTPS) for all traffic, encryption of stored data by our database provider, access controls that keep each studio's records separate and limit what each teacher can see, private file storage with short-lived links, and signature checks on payment notifications. No system is perfectly secure. If a breach affects your information, we will tell the affected studios without undue delay and as the law requires.
11. Where information is processed
notedesk's servers and database are in the United States. Some providers, such as Stripe, may also process information in other countries. If you are outside the United States, your information is transferred to and stored in the United States. We choose providers that protect information with appropriate safeguards.
12. Changes
If we change this policy in a way that matters, we will tell studio owners by email or in the service before the change takes effect, and update the date above.
13. Contact
PVT Studio LLC
Pasadena, California
support@notedesk.studio