Privacy Policy

1. Who this policy covers

• Visitors of plainsignage.com and its language versions.
• Customers and their users of the console at console.plainsignage.com and the player apps.
• Guests who interact with a customer's screen from their phone (polls, photo walls, games, requests). For Guest data the customer is the controller and PlainSignage the processor; the customer's own privacy notice applies in addition. We describe our processing here for transparency.
• People who e-mail us or apply for a partnership.

2. Website visitors: cookieless analytics

We measure the use of plainsignage.com with Umami, an open-source analytics tool that we host ourselves at stats.plainsignage.com on servers in the EU. Umami does not use cookies or local storage identifiers, does not store IP addresses and does not fingerprint devices. For each page view it receives the page URL, referrer, browser and operating-system family, screen size, language and country (derived from the IP address, which is then discarded). Visitors are counted using a hash of the IP address, user agent and a salt that changes every day; this hash cannot be reversed and is not stable across days, so no profile of a person is built.

Because no cookies are set and no personal data is stored, this measurement does not require consent under the Dutch Telecommunications Act and the ePrivacy rules; the legal basis is our legitimate interest (Art. 6(1)(f) GDPR) in understanding how our website is used. We nevertheless honour the browser's Do-Not-Track signal and offer an opt-out in the cookie banner ("Anonymous statistics") and in the footer under "Cookie settings". Analytics data is kept in aggregate form indefinitely; raw page-view records are deleted after 12 months.

The consent choice you make in the banner is itself recorded as an anonymous event so that we can see how many visitors accept, reject or customise — without knowing who you are.

3. Website visitors: server logs, security and contact

Our web server keeps access logs with IP address, time, requested URL, status code and user agent for security, abuse prevention and troubleshooting (legitimate interest). Logs are rotated and deleted after 30 days. Security tooling on the server (firewall, malware scanning) may temporarily block IP addresses that behave abusively.

If you e-mail info@plainsignage.com we process your name, address details and the content of your message to answer you (legitimate interest or pre-contractual steps). Correspondence is kept for up to 2 years after the last contact, or longer if it concerns a contract.

4. Customers: account, billing and console

To provide the Service (performance of a contract, Art. 6(1)(b) GDPR) we process:

• Account data: name, e-mail address, password (stored as a salted bcrypt hash), preferred language, account creation and login times, and a session cookie (ps_session, 7 days).
• Billing data: subscription, number of screens, invoices, payment status and your Stripe customer ID. Card details are entered directly with Stripe and never reach our servers. Stripe also receives your billing address, VAT ID and e-mail address to issue invoices and calculate VAT. Stripe acts as an independent controller for fraud prevention; see stripe.com/privacy.
• Screen and device data: a device identifier, device model, operating-system version, resolution, orientation, IP address at connection time, online/offline status, screenshots you request, and proof-of-play records (which content played when). This data is needed to deliver content and to show you fleet health.
• Content: media you upload (images, video, audio, PDF, 3D models), layouts, menus, text, feeds and widget settings. Content may contain personal data you enter (for example names in a birthday widget); you are responsible for that data and we process it on your behalf.
• Support and e-mails: messages you send us and transactional e-mails we send you (welcome, plan changes, payment issues, security notices). We do not send marketing e-mails without your consent; you can opt out of any newsletter at any time.
• Usage logs: actions in the console and API calls, with IP address and timestamp, kept for 12 months for security and to resolve disputes about billing or content (legitimate interest).

5. Guests interacting with a screen

When a Guest scans a QR code on a screen and uses a phone page (poll, song request, wheel, shout-out, Q&A, photo wall, game), we process on behalf of the customer: the content the Guest submits (vote, text, photo, song choice, spin, question, game input), a random identifier stored in a first-party cookie (ps_gid) to enforce limits such as one vote per device, a hashed IP address for rate limiting, and the time of the submission. Guests are not asked to create an account; names are optional where offered.

Guest data is visible to the customer in their console for moderation and is deleted when the customer clears it, removes the screen or widget, or terminates their account, and at the latest 12 months after submission. Photos uploaded to a photo wall are stored in the customer's media storage in the EU. The ps_gid cookie expires after 12 months. Guests can ask the venue (controller) or us to delete their submissions.

6. Live widgets and third-party data

Widgets such as weather, news, sports, exchange rates, air quality, prayer times, departures, YouTube and calendars fetch public data from third-party providers. In most cases requests are made by our server through a caching proxy, so the provider sees only our server's IP address. Some data (for example weather and air quality from Open-Meteo) is fetched directly by the player device; the provider then sees that device's IP address, but no account or guest data. Embedded YouTube players are loaded from YouTube and are subject to Google's privacy policy. We do not sell or share your data with these providers for their own purposes.

7. Legal bases

• Performance of a contract (Art. 6(1)(b)): account, console, players, billing, support.
• Legitimate interest (Art. 6(1)(f)): cookieless website analytics, security logging, abuse prevention, product improvement based on aggregated usage, defending legal claims. You may object at any time (see your rights).
• Legal obligation (Art. 6(1)(c)): tax and accounting retention of invoices (7 years).
• Consent (Art. 6(1)(a)): optional embedded media cookies on the website, marketing e-mails. Consent can be withdrawn at any time without affecting earlier processing.

8. Recipients and processors

We share personal data only with the parties needed to run the Service:

• Contabo GmbH, Germany — hosting of the website, console, database and media on servers located in the European Union.
• Stripe Payments Europe, Ltd., Ireland (and Stripe, Inc., USA) — subscription payments, invoices and VAT. Transfers to the USA are covered by the EU-US Data Privacy Framework and Standard Contractual Clauses.
• E-mail delivery runs from our own EU mail server; no third-party e-mail marketing platform is used.
• Third-party data providers for widgets as described above (no account data is shared).
• Authorities, when we are legally obliged to disclose data.

We do not sell personal data and do not use it for advertising.

9. International transfers

All our own infrastructure is in the European Union. Where a processor is established outside the EU/EEA (currently only Stripe, Inc. as part of the Stripe group), the transfer is safeguarded by an adequacy decision (EU-US Data Privacy Framework) and/or Standard Contractual Clauses.

10. Retention

• Account data: for the duration of the account and 90 days after deletion (to allow reactivation), then removed; invoices 7 years (tax law).
• Content and media: until you delete them or 30 days after account termination.
• Screen device data and proof of play: 12 months.
• Console and API logs: 12 months. Web-server logs: 30 days.
• Guest submissions: until deleted by the customer, at most 12 months. ps_gid cookie: 12 months.
• Analytics: raw page views 12 months, aggregates indefinitely (no personal data).
• E-mail correspondence: up to 2 years after last contact.

11. Security

We protect data with TLS encryption for all connections (website, console, players, API), salted password hashing, scoped API keys, role-based access to the infrastructure, firewalls and malware scanning, regular updates and backups stored in the EU. Players connect outbound only; nothing listens on your network. Despite these measures no system is completely secure; if a breach affects your data we will inform you and, where required, the Dutch Data Protection Authority within 72 hours.

12. Your rights

Under the GDPR you have the right to access your personal data, to have it rectified or erased, to restrict or object to processing, to data portability and to withdraw consent. Customers can update account data, export media and reports, and delete screens and their account in the console. For any request, e-mail info@plainsignage.com; we respond within one month. We may ask you to verify your identity.

You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens, autoriteitpersoonsgegevens.nl) or the supervisory authority of your EU country of residence.

13. Children

The Service is directed at businesses and organisations; accounts may only be created by persons aged 18 or over. Guest features may be used in venues where minors are present; we collect no more than the anonymous device identifier and the content the Guest chooses to submit, and customers should moderate accordingly.

14. Automated decision-making

We do not make decisions with legal or similarly significant effects based solely on automated processing. Automated filters (profanity filter, rate limits, fraud checks by Stripe) only hold content for review or protect the Service.

15. Changes and contact

We may update this Privacy Policy; the date at the top shows the current version. Material changes are announced on the website and, for customers, by e-mail. Questions or requests: Kurdbits, trade name plainsignage.nl, Binnendelta 11 M, 1261 WZ Blaricum, the Netherlands, KVK 96243554, info@plainsignage.com.