How Afterstage handles project and contact information.

1. Scope

Afterstage is operated by Neon Fox Inc., 145 1/2 Church Street, Unit 5, Toronto, Ontario, M5B 1Y4, Canada. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website, contact us, request a quote, work with us on a project, use our review or delivery workflows, upload or share event materials, or communicate with our team.

Afterstage provides business-to-business post-event production services. Our services are intended for organizations, event teams, AV partners, and their authorized representatives, not for children or personal household use.

2. Information we collect

We collect information you choose to provide, including name, work email, phone number, company, role, event details, project requirements, budget or timeline information, messages, uploaded files, shared links, brand assets, speaker or sponsor information, comments, approvals, and other information included in production materials.

We may collect account, access, and workflow information such as invited users, login or authentication details, review activity, comments, timestamps, approvals, download activity, support requests, and communications with our team.

We may collect technical information from website and service use, including IP address, device and browser details, pages visited, referring pages, approximate location derived from IP address, cookie or similar identifiers, logs, error reports, and usage data.

3. Event footage and project materials

Project materials may include event recordings, audio, slides, transcripts, captions, speaker names and titles, sponsor references, employee or attendee images, customer stories, internal communications, brand guidelines, campaign plans, edits, proofs, final assets, and review notes.

We use project materials to evaluate inquiries, prepare quotes, organize source files, identify usable moments, create transcripts or captions, produce proofs and final deliverables, support review and revision, maintain project history, troubleshoot issues, and provide related client service.

4. Sensitive information and minimization

Some event materials may include sensitive or higher-risk information, such as internal employee communications, images of attendees, accessibility needs, minors, protected characteristics, health or safety references, financial or business-confidential information, or other context that needs careful handling. Please avoid sending sensitive information unless it is needed for the project.

When sensitive information is needed for a project, we use it only for the purposes described in this policy, the applicable project documents, your instructions, or as otherwise permitted or required by law.

5. How we use information

We use information to respond to inquiries, prepare quotes, provide production services, manage projects, authenticate users, run review and delivery workflows, communicate with clients and partners, process payment or accounting records, improve quality, secure our systems, debug errors, prevent misuse, enforce agreements, and comply with law.

We may also use business contact information to send service updates, project communications, relationship messages, and relevant marketing or partnership communications. You can ask us to stop sending marketing emails, although we may still send transactional or project-related messages.

6. Legal bases where applicable

Where privacy laws require a legal basis for processing, our bases may include performance of a contract, steps taken before entering a contract, legitimate interests in operating and improving a B2B production service, consent where required, compliance with legal obligations, and protection of rights, safety, security, or fraud-prevention interests.

Our legitimate interests may include responding to business inquiries, managing client and partner relationships, producing and delivering event content, maintaining secure systems, improving services, keeping business records, and protecting Afterstage, clients, users, and others.

7. AI-assisted workflows and automation

Afterstage may use AI-assisted and automated tools to support transcription, captioning, search, source organization, rough summaries, draft edit planning, quality control, workflow routing, and production operations. These tools support our production team; they are not a substitute for client approval or required human review of final work.

We do not intentionally use client project materials to train public foundation models unless a written project agreement or explicit client instruction permits it. We may use service providers whose systems process materials to provide requested functionality, subject to their applicable service and privacy terms.

8. Cookies, analytics, and similar technologies

We use Google Analytics and basic analytics tools to understand website traffic, pages visited, referring pages, approximate location, device and browser information, and general engagement with our website. These tools may use cookies, pixels, local storage, log files, and similar technologies.

Browser settings may let you block or delete cookies. Some parts of the website, forms, review workflow, or account access may not work properly without necessary cookies or similar technologies.

9. How we share information

We do not sell personal information. We may share information with vendors, contractors, subprocessors, and service providers who help us operate the website, host files, process media, transcribe or caption content, provide AI-assisted workflow support, send email, process payments, manage analytics, secure systems, provide customer support, and deliver production services.

We may share information with your organization, project owners, invited reviewers, AV partners, referral partners, or other people you authorize or direct us to include in a project. We may also disclose information to comply with law, enforce agreements, protect rights or safety, respond to legal process, prevent abuse, or as part of a merger, financing, acquisition, reorganization, or sale of assets.

10. International processing

Afterstage and its service providers may process and store information in Canada, the United States, and other countries where we or our providers operate. Those countries may have privacy laws different from the laws where you live or work.

When required, we use appropriate contractual, organizational, and technical safeguards for cross-border transfers, such as service provider contracts, data processing terms, and other legally recognized transfer mechanisms.

11. Security

We use reasonable administrative, technical, and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure. These measures may include access controls, private links or authenticated access, encryption in transit where appropriate, vendor review, least-privilege practices, logging, and retention controls.

No website, file-transfer process, cloud service, or production workflow is perfectly secure. You should avoid sending unnecessary sensitive information and should notify us promptly if you believe a project link, account, upload, or communication has been accessed without authorization.

12. Retention

We keep information for as long as reasonably needed to provide services, manage the client relationship, support review and revision, maintain business and accounting records, resolve disputes, enforce agreements, improve services, comply with law, and protect rights and security.

Retention periods vary based on the type of information, project requirements, client instructions, legal obligations, backup cycles, and operational needs. You may ask us about deletion or return of project materials, but we may retain certain records where required or permitted by law, contract, accounting obligations, dispute needs, security, or legitimate business records.

13. Your choices and privacy rights

Depending on where you live and which privacy laws apply, you may have rights to request access, correction, deletion, portability, restriction, objection, withdrawal of consent, information about processing, or review of certain automated decisions. Some rights are subject to limits, identity verification, legal exceptions, and the role Afterstage plays for the relevant information.

If we process information on behalf of a client organization, we may direct your request to that organization or work with that organization to respond. To make a privacy request, contact us at the email address below. We will respond within the time required by applicable law.

14. California and other U.S. state notices

Some U.S. state privacy laws provide rights for residents of those states and require disclosures about categories of personal information, purposes of use, categories of recipients, and sales or sharing. The categories we may collect are described in this policy and may include identifiers, commercial information, internet or network activity, professional or employment-related information, audio, visual or similar information, inferences related to project needs, and other information you provide.

Afterstage does not sell personal information for money. We also do not knowingly sell or share personal information of people under 16. If we ever use advertising or analytics technologies that are considered a "sale," "sharing," or targeted advertising under an applicable state law, we will provide the opt-out method required by that law.

15. European, U.K., and Canadian privacy rights

If European, U.K., or Canadian privacy laws apply, you may have additional rights to receive transparent information, access or correct personal information, withdraw consent where processing is based on consent, object to or restrict certain processing, request deletion, request portability, and complain to a privacy regulator.

Where required, we will identify the controller for the relevant processing, the legal bases we rely on, the categories of recipients, retention criteria, and transfer safeguards. In many client projects, the client organization may be the controller or organization responsible for determining how event participant, employee, speaker, sponsor, or attendee information is used.

16. Children

Afterstage is not directed to children and does not knowingly collect personal information directly from children. Client-provided event materials may sometimes include minors if the client has recorded an event involving them. In that case, the client is responsible for obtaining any required permissions, notices, consents, and publication approvals before providing the materials to us.

17. Changes to this policy

We may update this Privacy Policy from time to time. The updated version will be posted on this page with a new last-updated date. If we make material changes, we will provide additional notice when required by law or when reasonably appropriate for the nature of the change.

18. Contact and complaints

For privacy questions or requests, contact Neon Fox Inc., 145 1/2 Church Street, Unit 5, Toronto, Ontario, M5B 1Y4, Canada, or email hello@afterstage.io. If you are not satisfied with our response, you may have the right to contact the privacy regulator or data protection authority where you live or work.