Privacy Policy

Draft, under review. This policy applies during the public beta and may change before general release.

Setlist Organiser
Effective date: the start of the public beta, October 2026
Last updated: 7 October 2026

Sound Provider Limited, trading as Encorly ("we", "us", "our"), makes the
Setlist Organiser desktop application, its add-on tools, the Companion
(the phone and tablet remote), the Encorly Anywhere relay and the AI
Session Assistant (together, the "Software"). This policy explains what
personal data the Software and our servers handle, why, who else receives
it, how long we keep it, and your rights.

1. Who we are (the data controller)

Sound Provider Limited
Registered in England and Wales, company number 04075559
Registered office: 34 Haslin Crescent, Christleton, Chester, CH3 6AN
Email: support@encorly.com
Website: https://encorly.com

We have not appointed a Data Protection Officer. Send any privacy question to the email address above.

2. The short version

Your setlists, sessions, markers and audio stay on your Mac. The only exceptions are the AI Session Assistant (section 3.4) and Encorly Anywhere (section 3.6), and each of them only sends data when you use it.
Your audio is never uploaded by the Software.
The Software contains no advertising, no third-party analytics SDK and no automatic crash reporting.
Our own licence server receives one-way hashes of your licence key and machine identifier. It never receives the key itself. Our payment partner, Lemon Squeezy, does handle your licence key and your contact and payment details.
If you use the AI Session Assistant, your messages and details of your session are sent to our server and passed to Anthropic in the United States to generate replies.

3. What we collect, and why

3.1 Purchases (Lemon Squeezy)

Lemon Squeezy (Lemon Squeezy LLC, USA) is the merchant of record for every purchase. It processes your payment, billing address and tax details under its own privacy policy. We never see your card details.

When you buy, Lemon Squeezy sends us a record of the order: your name, email address, order and subscription details (product, price, dates, status), and the licence key issued to you. We keep this record to supply what you bought, to deal with support, refunds and disputes, and to meet our accounting and tax obligations.

Legal basis: performance of our contract with you, and legal obligation (accounting records).

3.2 Licence activation and check-ins

Activation and validation with Lemon Squeezy. When you activate a licence, the Software sends Lemon Squeezy your licence key and an instance name. The instance name is your Mac's network name (hostname). Hostnames often include a person's name, for example "Janes-MacBook-Pro". Lemon Squeezy uses this to count activations against your licence's limit of two machines. Lemon Squeezy returns your email address and purchase date, which the Software stores on your Mac in an encrypted file.

Check-ins with our licence server. About once every 7 days, when a connection is available, the Software contacts our server at api.encorly.com to confirm the licence and to get a signed licence token. It sends only:

a SHA-256 hash of your licence key
a SHA-256 hash of your Mac's hardware identifier
SHA-256 hashes of any add-on tool licence keys you have entered

It does not send the key itself, your name, your email, your hostname, the app version or your operating system. Our server records the hash of the machine identifier against your licence, together with the dates it was activated and last seen. We do this to apply the two-machine limit, to issue the signed token the Software runs on, and to prevent unauthorised use.

Managing a subscription. When you choose Manage subscription in Settings, the Software sends the hash of your licence key to our server. The server asks Lemon Squeezy for a link to your customer portal and returns it.

Legal basis: performance of our contract with you, and our legitimate interest in preventing licence misuse.

3.3 Update checks and the tool catalogue

About once a day, if automatic update checks are on, the Software downloads our update feed from encorly.com. It also downloads the add-on tool catalogue from encorly.com when you open the Tools marketplace. Like any web request, these reveal your IP address and a user-agent string that names the app and its version, and may include the macOS version. The Software does not send a system profile.

Our web server logs these requests. From those logs we produce daily totals: how many installs run each app version and each macOS version, and how many distinct networks they come from. The totals record the first three parts of an IP address (a /24 range), not individual addresses. We keep no record for each install.

Legal basis: legitimate interest in delivering updates and knowing which versions are still in use.

3.4 The AI Session Assistant (optional, paid with credits)

The Assistant only sends your session content when you send it a message, or when you have switched on "Auto-generate session suggestions" (off by default). In that case one request is sent when a session opens. Separately, when you open the Assistant or buy credits, the Software asks our server for your credit balance, current pricing or a checkout link. It identifies you only by the hash of your licence key.

What is sent. Each request contains:

the text you type
earlier messages in the same conversation
short one-line corrections you have given the Assistant with the thumbs-down button (your "lessons"). These are stored on your Mac and are included so that the Assistant can follow them.
details of your Pro Tools session that the Assistant reads to carry out your request. These can include the session name, marker names and positions, track and bus names, clip and playlist names, audio file names and their locations on your disk, timeline selections, transport state, routing, automation values, and measurements of audio files such as length, level, clipping and silence.

Marker, track and file names often contain the names of artists, clients, productions or other people.

What is not sent. Audio is never sent. Audio files the Assistant creates or measures stay on your disk. Only the measurements are sent.

Where it goes. Requests go over an encrypted connection to our server at api.encorly.com. The server checks your credit balance, then forwards the request unchanged to Anthropic, PBC (USA), which runs the AI model that generates the reply. The reply returns the same way. You have no separate account or relationship with Anthropic.

What we keep. Our server does not write the content of your messages, replies or session details to its database or logs. For each request it records the AI model used, the number of tokens processed, the cost and the time. This record is keyed to the hash of your licence key and is used for billing your credit balance. Our web server's access log records the IP address and time of each request, but not its content.

What Anthropic keeps. Anthropic processes the requests as our service provider under its commercial terms. Under those terms it does not use them to train its models, and it deletes them within 30 days of receipt or generation. The exceptions are requests that its automated systems flag as breaking its Usage Policy, which it may keep for up to 2 years, and cases where the law requires it to keep them longer.

Your chat history is stored only on your Mac.

Legal basis: performance of our contract with you. You ask for the service by sending a message.

3.5 Usage metrics

This version of the Software does not collect usage metrics. There is no setting to turn them on, and nothing about how you use the Software or the Assistant is sent to us for analytics. If a future version offers optional usage metrics, they will be off unless you choose to turn them on, and we will update this policy before they start.

3.6 Encorly Anywhere relay (optional subscription)

The Companion normally works only on your local network (section 3.7). Encorly Anywhere, which is off by default and needs a subscription, lets the Companion reach your Mac from anywhere. It does this through our relay server at companion.setlistorganiser.com.

When it is on, the Software keeps an encrypted (TLS) connection open to the relay. The relay passes data between your Mac and your paired phones or tablets. That data includes:

setlist and marker names and notes
current and next song
timecode and transport state
commands sent from the Companion

The data is encrypted in transit, but it is not end-to-end encrypted, so the relay server can technically read it. The relay does not store any of it. It forwards each message and keeps nothing.

To connect, the Software presents a room code, a room access token and a signed licence token. These are part of the connection address, and our relay server's web log records that address together with your IP address and the time. These logs are kept for 30 days.

Legal basis: performance of our contract with you.

3.7 Local network (Companion and multi-Mac sync)

The Companion and the sync between two Macs work over your local network. To do this the Software:

advertises itself using Bonjour/mDNS and local broadcast messages, under a name that includes your Mac's hostname and a random device identifier
uses your Mac's local IP address
sends setlist, marker, timecode and transport data between your own devices

None of this leaves your local network or reaches us, unless you turn on Encorly Anywhere. Local traffic is not encrypted. Use a trusted, password-protected network, and turn on the Companion access token in Settings if other people share the network.

3.8 Diagnostics and support email

Help > Report a Problem creates a ZIP file on your Mac. It contains application logs, with some information removed, and details of your system (macOS version, processor, app version). Nothing is uploaded. We only receive it if you choose to email it to us. We use what you send us, and your email correspondence, only to provide support.

Legal basis: legitimate interest in providing support.

3.9 Our servers' error reports

When our servers hit an error, they send an error report to Sentry (Functional Software, Inc., USA). Before a report leaves our server we remove request bodies, cookies, IP addresses and credentials.

4. What we do not do

We do not include advertising, advertising identifiers or third-party analytics SDKs in the Software.
We do not collect crash reports automatically.
We do not track your location.
We do not upload your setlists, sessions or audio, except as described in sections 3.4 and 3.6 when you use those features.
We do not sell your personal data or share it for advertising.
We do not use your data to train AI models, and Anthropic's terms do not allow it to use our requests for that purpose either.

5. Who receives your data

Lemon Squeezy LLC (USA). Payments, tax, licence keys and activations. Merchant of record, acting under its own privacy policy: https://www.lemonsqueezy.com/privacy
Anthropic, PBC (USA). Runs the AI model for the Assistant, as our service provider. https://www.anthropic.com/legal/privacy
Fasthosts Internet Limited (UK). Hosts the server for our website, update downloads and the Encorly Anywhere relay, and our encorly.com email, including support email.
IONOS. Hosts the server for our licence server and the AI service (api.encorly.com).
Dropbox, Inc. (USA). Stores our encrypted nightly database backups. The backups are encrypted before upload and Dropbox cannot read them.
Functional Software, Inc. (Sentry) (USA). Server error reports, with personal data removed as described in section 3.9.

We may also disclose data where the law requires it, or to protect our rights in a dispute.

6. International transfers

Lemon Squeezy, Anthropic, Dropbox and Sentry are based in the United States. When your data goes to them, it is transferred outside the UK. We rely on these safeguards to protect those transfers:

Anthropic: the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, which is part of Anthropic's Data Processing Addendum under its commercial terms.
Lemon Squeezy, Dropbox and Sentry: the safeguards in each provider's own data processing terms.

7. How long we keep data

Order and licence records (name, email, order details, licence key record, activations): for as long as the licence is in use, and then for 6 years after the last purchase, for tax and accounting.
AI credit balance and per-request billing records: for as long as the licence is in use, and then for 6 years.
Messages and session details sent to the Assistant: not stored by us. Anthropic keeps them as described in section 3.4.
Web server and relay logs (IP addresses, request addresses): 30 days.
Encrypted database backups: overwritten on a rolling basis after about 15 days.
Support emails: 2 years after the last contact.
Data on your Mac (settings, licence file, chat history, lessons, logs): stays until you delete it or uninstall the Software.

8. Security

Connections to our servers, Lemon Squeezy and Anthropic use TLS. Our servers receive licence keys only as one-way hashes when the Software checks in. The licence file on your Mac is encrypted. Backups are encrypted before they leave our server. No system is perfectly secure. If a breach puts your data at risk, we will tell you and the ICO where the law requires it.

9. Your rights

Under UK data protection law (the UK GDPR and the Data Protection Act 2018), and the EU GDPR if it applies to you, you have the right to:

access the personal data we hold about you
have inaccurate data corrected
have your data erased
restrict or object to our processing, including processing based on legitimate interests
receive your data in a portable format
withdraw consent at any time, where we rely on consent

To use any of these rights, email support@encorly.com. We will reply within one month. Because our licence server holds only hashes, we may ask for your licence key or order number to find your records. Erasing licence records ends the licence, and we may need to keep order records to meet tax law.

You also have the right to complain to the Information Commissioner's Office (ICO), https://ico.org.uk, telephone 0303 123 1113. We would appreciate the chance to put things right first.

10. Children

The Software is a professional tool and is not aimed at children under 13 (or under 16 in the EEA). We do not knowingly collect children's personal data. If you believe a child has given us personal data, contact us and we will delete it.

11. Changes to this policy

When we change this policy, we will update the "Last updated" date and publish the new version at https://encorly.com/privacy and in the Software (Help > Privacy Policy). If a change materially affects how we use data you have already given us, we will tell you before it takes effect.

12. Contact

Sound Provider Limited (trading as Encorly)
Email: support@encorly.com
Website: https://encorly.com