Privacy Policy

Project Binder LLC • projectbinder.io

Effective Date: April 23, 2026 | Last Updated: April 23, 2026

This Privacy Policy supersedes the previous version dated May 27, 2024.

1. Introduction

Project Binder LLC (“Project Binder,” “we,” “us,” or “our”) operates the projectbinder.io website and the Project Binder cloud-based software-as-a-service platform (collectively, the “Service”). This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, create an account, or use our Service.

By accessing or using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

We may update this Privacy Policy from time to time. If you have a registered account, we will notify you of material changes via email. The updated policy will be posted on this page with a revised “Last Updated” date. Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when you register for an account, use the Service, or communicate with us:

• Account registration information: your name, email address, phone number, company name, and password.
• Company and billing information: company address, billing address, and payment details. Payment information is processed securely by Stripe; we do not store your full credit card number on our servers.
• Project and production data: client contact details, estimates, budgets, crew information, equipment inventory (including serial numbers and barcodes), tasks, notes, internal messages, documents, deliverables, questionnaire responses, and other content you upload or create within the Service.
• Communications: messages sent through the Service’s internal messaging and chat features, SMS messages sent via the Service, email communications, and correspondence with our support team.

2.2 Information Collected Automatically

When you access the Service, we automatically collect certain technical information:

• Device and browser information (browser type, operating system, device identifiers)
• IP address and approximate geographic location
• Usage data (pages viewed, features used, click patterns, timestamps, referring URLs)
• Cookies and similar tracking technologies (see Section 8)

Our cloud application platform provider may collect additional technical data as described in its privacy policy.

2.3 Information Collected by Google Analytics

We use Google Analytics to analyze how users interact with the Service. Google Analytics collects information such as:

• Pages visited, time spent on pages, and navigation patterns
• Browser type, screen resolution, and operating system
• Referring URLs and search terms
• Approximate geographic location based on IP address
• Device type and identifiers

Google Analytics uses cookies and similar technologies to collect this data. The information is processed by Google in accordance with Google’s Privacy Policy. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-Out Browser Add-on (available at tools.google.com/dlpage/gaoptout).

2.4 Information from Third-Party Services

When you connect third-party services or when the Service accesses external APIs on your behalf, we may receive or retrieve the following information:

• Google Calendar: When you link your Google Calendar account via OAuth 2.0, we access calendar event data to provide scheduling and project management functionality. See Section 5 for details.
• Google Places & Google Maps: We use the Google Places API and Google Maps to auto-populate client business information (company name, address, phone number, and location data) to reduce manual data entry.
• Clearbit: We use Clearbit’s data enrichment API to automatically retrieve publicly available business information (such as company logos, addresses, and contact details) for your client records.
• Google Programmable Search: We use Google Programmable Search to retrieve publicly available images (such as company logos and equipment photos) to enhance records within the Service.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, operate, maintain, and improve the Service and its features
• To process your account registration and manage your subscription
• To process payments through Stripe
• To send transactional SMS messages via Twilio (e.g., task assignments, crew booking notifications, project updates)
• To send transactional emails via SendGrid and our platform’s built-in email system (e.g., account notifications, password resets, project updates)
• To generate AI-powered content such as Statements of Work using third-party AI services (currently OpenAI and Anthropic Claude)
• To auto-populate client and contact information using Clearbit, Google Places API, Google Programmable Search, and publicly available data
• To shorten URLs for SMS messages and notifications using Short.io
• To provide Google Calendar and Google Maps integration for scheduling and location services
• To analyze usage patterns and improve the Service using Google Analytics
• To generate and export PDF documents, CSV files, and other reports
• To provide customer support and respond to inquiries
• To detect, prevent, and address fraud, security issues, and technical problems
• To comply with legal obligations

We will not sell, rent, or lease your personal information to any third party. We do not use your personal information for third-party advertising purposes.

4. How We Share Your Information

We share your information only with the following categories of third-party service providers who perform services on our behalf:

4.1 Infrastructure and Platform

Cloud Application Platform Provider — The Service is hosted on a cloud application platform that processes and stores application data on Amazon Web Services (AWS) infrastructure. Our platform provider’s data practices are governed by their privacy policy and data processing agreement.

4.2 Payment Processing

Stripe — Payment and subscription management. Stripe processes all payment transactions. Your payment information is sent directly to Stripe and is subject to Stripe’s privacy policy. We do not store full credit card numbers.

4.3 Communications

Twilio — SMS messaging for task notifications, crew communications, and project updates. See our separate SMS Terms and Conditions at projectbinder.io/sms-terms for details.

SendGrid — Transactional email delivery for notifications, password resets, and service communications.

Short.io — URL shortening for links included in SMS messages and notifications.

4.4 Data Enrichment and Search

Clearbit — Business data enrichment to auto-populate client company information.

Google Places & Google Maps — Location data, business details, and mapping services.

Google Programmable Search — Image search for client logos and equipment photos.

4.5 Analytics

Google Analytics — Website and application analytics. Google Analytics collects anonymized usage data to help us understand how users interact with the Service and improve the user experience. See Section 2.3 for details on data collected and opt-out options.

4.6 Authentication and Calendar

Google OAuth 2.0 — Secure user authentication for Google service integrations.

Google Calendar API — Calendar synchronization for production scheduling. See Section 5 for full details on Google user data handling.

4.7 Artificial Intelligence

OpenAI — AI-powered document generation (e.g., Statements of Work). When you use AI features that are currently powered by OpenAI, relevant project data is sent to OpenAI’s API. OpenAI’s API terms prohibit using API inputs for model training.

Anthropic (Claude) — AI-powered document generation and assistance. When you use AI features powered by Claude, relevant project data is sent to Anthropic’s API. Anthropic’s API terms prohibit using API inputs for model training.

We may update our AI service providers from time to time. In all cases, we send only the minimum data necessary to generate the requested output. Google user data is never sent to any AI service provider (see Section 5).

4.8 Legal and Business Transfer Disclosures

We may also disclose your information:

• As required by law, regulation, subpoena, or court order
• To enforce our Terms of Service or protect our legal rights
• To protect the safety and security of our users and the public
• In connection with a merger, acquisition, reorganization, or sale of assets, in which case affected users will be notified via email and/or a prominent notice on the Service

4.9 Aggregated or De-identified Data

We may share aggregated or de-identified information that cannot reasonably be used to identify you for analytics, benchmarking, or industry research purposes.

5. Google Calendar Data

When you link your Google account to Project Binder using Google’s OAuth 2.0 authentication, we request the following permissions:

• See the list of Google calendars you’re subscribed to (https://www.googleapis.com/auth/calendar.calendarlist.readonly): Used solely to display a list of your calendars during onboarding so you can select which calendars to connect (typically your personal calendar, a shared company production calendar, and a shared equipment calendar). No events are read using this permission.
• View and edit events on all your calendars (https://www.googleapis.com/auth/calendar.events): Used to create, update, and delete shoot events and equipment reservations on the calendars you have explicitly connected. Project Binder does not read or modify events on calendars you have not connected.

How we use this data

• To display your connected calendars and their events within Project Binder to support production scheduling and gear tracking.
• To create, modify, and delete events on your connected calendars when you or a teammate schedules, edits, or cancels a shoot through the Project Binder interface.

What we do NOT do with Google user data

• We do not use Google user data for any advertising purposes.
• We do not sell, rent, or transfer Google user data to third parties.
• We do not send Google Calendar data to any AI service, including OpenAI, Anthropic Claude, or any other AI provider. Google user data is never used as input to AI-powered features described in Section 7 of this policy.
• We do not use Google user data to train any AI or machine learning models.
• We do not allow humans to read your Google user data, except (a) with your explicit consent, (b) for security purposes such as investigating abuse, (c) to comply with applicable law, or (d) when data is aggregated and anonymized and used for internal operations.
• We do not use Google user data for any purpose unrelated to the features you use in Project Binder.

Data storage and retention

Your Google OAuth tokens (access and refresh tokens) are stored securely and used only to interact with Google Calendar on your behalf. Google Calendar event data itself is not persistently stored by Project Binder; we retrieve it from Google only when needed to display or modify events within the app.

How to disconnect and delete

You may disconnect your Google account at any time from Project Binder’s Settings page, which will delete the stored OAuth tokens. You may also revoke Project Binder’s access directly through your Google Account at https://myaccount.google.com/permissions. Upon account deletion or disconnection, all Google user data and OAuth tokens associated with your Project Binder account are permanently deleted within 30 days.

Changes made to your Google Calendar through Project Binder (such as events created, modified, or deleted) will remain in your Google Calendar after you disconnect — disconnection only revokes Project Binder’s future access.

Compliance

Project Binder’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

6. SMS Messaging and Communications

Project Binder uses Twilio to send SMS messages for operational purposes, including task assignments, crew booking notifications, project updates, equipment reservation notifications, and other service-related communications. URLs in SMS messages may be shortened using Short.io. Full terms governing SMS messaging are available in our SMS Terms and Conditions at projectbinder.io/sms-terms.

By using the Service and providing phone numbers (your own or those of your crew and subcontractors), you acknowledge and agree that:

• SMS messages will be sent to the phone numbers provided for service-related notifications only.
• You are responsible for obtaining appropriate consent from any individuals whose phone numbers you enter into the Service before those individuals receive SMS messages.
• Standard message and data rates may apply. Message frequency varies based on project activity.
• Recipients may opt out of SMS messages at any time by replying STOP to any message. Recipients may also manage SMS preferences within the Service’s notification settings or by emailing admin@projectbinder.io.
• We do not send marketing or promotional SMS messages unless you have separately and explicitly opted in.
• We do not share phone numbers or SMS opt-in data with third parties for their marketing purposes.

For questions about SMS messaging, contact us at admin@projectbinder.io or reply HELP to any SMS message.

7. AI-Powered Features

Project Binder offers AI-powered features, including automated generation of Statements of Work (SOW) and other production documents. These features are currently powered by OpenAI’s API and Anthropic’s Claude API.

When you use AI-powered features:

• Relevant project data (such as project scope, deliverables, and client information) is sent to the AI service provider’s API to generate the requested content.
• We send only the minimum data necessary to generate the requested output.
• AI-generated content is provided as a draft for your review. You are responsible for reviewing, editing, and approving all AI-generated content before using it professionally.
• Our AI service providers’ API terms prohibit using API inputs for model training. We do not use your data to train AI models.
• We may update or change our AI service providers from time to time. Any such changes will be reflected in updates to this Privacy Policy.

Google Calendar data and other Google user data are excluded from AI features and are never sent to AI service providers. See Section 5 for full details on Google user data handling.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to operate and improve the Service.

8.1 Types of Cookies We Use

• Essential cookies: Required for the Service to function (e.g., authentication, session management, and cookies set by our underlying cloud platform provider). These cannot be disabled.
• Functional cookies: Remember your preferences and settings to enhance your experience.
• Analytics cookies: Google Analytics cookies that help us understand how users interact with the Service. These track pages visited, session duration, navigation patterns, and other usage metrics. See Section 2.3 for opt-out information.

8.2 Managing Cookies

You can control cookies through your browser settings. Disabling certain cookies may limit your ability to use some features of the Service. You can opt out of Google Analytics specifically by installing the Google Analytics Opt-Out Browser Add-on.

Note: Certain essential cookies set by our underlying cloud platform provider are required for the Service to function and cannot be disabled.

9. Data Storage and Security

Your data is stored on cloud infrastructure running on Amazon Web Services (AWS) data centers located in the United States. We implement industry-standard security measures to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Role-based access controls within the Service, limiting data visibility based on user permissions
• Secure authentication and session management
• Regular security assessments and monitoring

Payment information is processed and stored by Stripe in accordance with PCI DSS (Payment Card Industry Data Security Standard) requirements.

While we strive to use commercially acceptable means to protect your personal information, no method of electronic storage or transmission over the Internet is 100% secure. We cannot guarantee absolute security.

10. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the Service. We may also retain and use your information as necessary to:

• Comply with legal obligations (e.g., tax and accounting records)
• Resolve disputes and enforce our agreements
• Maintain backups for disaster recovery purposes

Upon account deletion, we will delete or anonymize your personal information within 90 days, except where retention is required by law or for legitimate business purposes. Google user data and OAuth tokens are deleted within 30 days of disconnection or account deletion, as described in Section 5.

11. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to certain legal exceptions.
• Data portability: Request your data in a structured, machine-readable format (e.g., CSV export of your project data).
• Opt-out of marketing: Unsubscribe from promotional emails by clicking the unsubscribe link in any email or by contacting us.
• SMS opt-out: Reply STOP to any SMS message or adjust notification preferences in your account settings.
• Analytics opt-out: Install the Google Analytics Opt-Out Browser Add-on to prevent analytics tracking.

To exercise any of these rights, please contact us at admin@projectbinder.io. We will respond to your request within 30 days (or as required by applicable law). We will not discriminate against you for exercising your privacy rights.

12. Children’s Privacy

The Service is designed for business use by professionals in the photography and video production industry and is not directed at children under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected personal information from a child under 16, we will take steps to delete that information promptly. If you believe a child under 16 has provided us with personal information, please contact us at admin@projectbinder.io.

13. International Data Transfers

Project Binder LLC is based in the United States, and your data is stored and processed in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your jurisdiction.

13.1 European Economic Area (EEA) and United Kingdom

If you are located in the EEA or UK, we process your personal data under the following legal bases: performance of a contract (to provide the Service), legitimate interests (to improve and secure the Service), and consent (where applicable). For data transfers from the EEA or UK to the United States, we rely on the EU-U.S. Data Privacy Framework and/or Standard Contractual Clauses as appropriate.

EEA and UK residents have additional rights under the GDPR, including the right to lodge a complaint with a supervisory authority in their country of residence.

13.2 California Residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including:

• The right to know what personal information we collect, use, and disclose
• The right to request deletion of your personal information
• The right to opt out of the sale or sharing of personal information (note: we do not sell your personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise your California privacy rights, contact us at admin@projectbinder.io.

14. Third-Party Links and Services

The Service may contain links to third-party websites or services not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access.

15. Data Breach Notification

In the event of a data breach that compromises the security of your personal information, we will notify affected users via email and/or prominent notice on the Service within 72 hours of becoming aware of the breach (or as otherwise required by applicable law). We will also notify relevant regulatory authorities as required.

16. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we make material changes, we will notify registered users via email and update the “Last Updated” date at the top of this page. We encourage you to review this Privacy Policy periodically.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Project Binder LLC
Email: admin@projectbinder.io
Principal Place of Business: Salt Lake City, UT

For formal correspondence or to exercise data rights, contact admin@projectbinder.io and we will provide a mailing address as needed.

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