Privacy Policy

Effective date: October 10, 2026 Last updated: October 11, 2026

This Privacy Policy describes how Chrono Admin LLC ("ChronoAdmin," "we," "us") collects, uses, and shares personal information in connection with the ChronoAdmin platform — our websites, web application, mobile applications, and check-in tools (the "Service"). It is incorporated into our Terms of Service.

Contact: privacy@chronoadmin.com · Chrono Admin LLC, Sacramento, California. Our full mailing address is available on request at that address.

1. Two roles: our data, and data we process for Organizations

ChronoAdmin serves two kinds of people, and our role differs between them:

• We act as the "controller" (or "business") for information about visitors to our websites, people who create accounts, and Organizations' administrative users — the information described in Section 2 that you give directly to us.
• We act as a "service provider" (or "processor") for participant information that an Organization (for example, a dance studio or tutoring service) enters or collects through the Service — rosters, enrollments, attendance, waiver records, and similar records. We process that information according to the Organization's instructions and our Terms of Service. The Organization is responsible for that data, including for having the right to enter it. If you are a participant and want to access, correct, or delete information your Organization manages, contact the Organization directly; if you contact us instead, we will forward your request to the Organization and assist as their service provider.

2. What we collect

Information you provide:

• Account information — name, email address, username, and password (stored only in hashed form, never as plain text). If you sign in with Google, we receive your name, email address, and profile image reference from Google, along with the sign-in tokens needed to operate the connection.
• Profile information (optional) — phone number, mailing address (street, city, region, postal code, country), and preferred language.
• Waiver signatures — when you sign an Organization's waiver through the Service, we record which waiver version you signed and when.
• Messages you send us — for example, through the contact form (name, email, and your message).
• Interest-list information — if you ask us to email you when ChronoAdmin launches, we record the email address you give us, the organization name and the participant-count range you may optionally add, which pricing option you came from, and a record of your consent: when you gave it, which version of the consent wording you agreed to, and the language you read it in. We are the controller of this information — you gave it to us, for us, before any Organization of yours exists, and no Organization collects it, sees it, or is responsible for it.

Information entered by Organizations (processed on their behalf — see Section 1): participant roster records (name, initials, phone number), enrollments, attendance and check-in records, waitlist entries, Package and purchase records, and the content of the Organization's own forms and waivers. Organizations may include information about minors in these records; see Section 9.

Payment information: when you pay by card, your card details are entered directly with our payment processor, Stripe — card numbers never touch ChronoAdmin's servers. We receive and keep transaction records: amount, currency, payment method type, status, and Stripe transaction identifiers.

Information collected automatically:

• Login session data — the IP address and browser/device identifier (user agent) associated with each sign-in session.
• Server logs — standard technical logs generated by operating the Service. For abuse prevention (rate limiting), we process IP addresses transiently and log only a truncated cryptographic hash, not the raw address.
• Performance telemetry — first-party page-performance measurements (metric name, value, rating, a random per-page-view metric identifier, and page path) sent to our own servers, with no user identifier attached.
• Product analytics (web app only) — our web app sends usage events to our product-analytics provider, PostHog, so we can see where people get stuck and improve the Service. The events record which pages you visit, which buttons and links you click (including their visible text), and when you change or submit a form, but not what you type into it. We also send five steps by name: creating an account (with the account's role and chosen language), signing in (with the role), creating an organization, completing a session registration (with the payment method type, the amount, and whether a coupon applied), and joining a session's waitlist. Each event carries standard browser details: the page address, the referring page, your browser and operating system, device type, and screen size. Before an event leaves your browser, we cut both addresses down to the page itself, removing anything added after it such as an email address or a one-time link code, and we replace the code in a check-in link with a placeholder. We do not tell PostHog who you are, and PostHog builds no profile of you. PostHog sets no cookies and stores nothing in your browser. It counts unique visitors with a one-way hash of your IP address, browser details, our website, and a random value that changes daily and is then deleted, so PostHog cannot link your visits from one day to the next. PostHog removes your IP address before it processes the events further, so it does not work out your location from it. We do not record your screen or sessions, and we do not send error reports to PostHog. Our mobile app sends no analytics.

We do not collect precise geolocation, biometric information, or government identifiers, and we do not run advertising trackers or tracking pixels (see Section 5).

3. How we use information

We use personal information to: provide and operate the Service (accounts, sign-in, scheduling, enrollment, check-in, waitlists, waiver records); process payments and refunds and maintain transaction records; send service emails (currently email verification and administrator invitations) and display notices in the Service; provide support and respond to messages; secure the Service, prevent fraud and abuse, and enforce our Terms; comply with legal obligations; and maintain and improve the Service, including through aggregated or de-identified information that no longer identifies anyone and through the product analytics described in Section 2. We do not use product analytics for advertising, and we do not use it to follow you across other websites.

Interest-list information is used narrowly, and for nothing else. We send the two emails you asked for — a confirmation when you join the list, and the launch announcement when ChronoAdmin launches — and we count the list in aggregate, by organization size and pricing option, to plan the launch. That is the whole of it: the list receives no other message, and we do not add it to any other mailing.

We do not use personal information for automated decisions with legal or similarly significant effects, and we do not use customer or participant personal information to train artificial-intelligence models. If we ever propose to do either, we will update this policy first and obtain any consent the law requires — such a change will never be applied retroactively to previously collected data without notice and, where required, fresh consent.

4. How we share information — and what we don't do

We do not sell personal information. We do not share personal information for cross-context behavioral or targeted advertising. We show no third-party ads.

We share personal information only with:

• The relevant Organization. Your enrollments, attendance, and roster information are visible to the Organization you interact with — that is the Service's purpose — and records of the waivers you signed are retained and can be provided to that Organization. Organizations can also see, in their administrator console, the transaction records for payments made to them through the Service: the date, the payer's name as it appears on their account, the amount and currency, the payment method type (card, cash, invoice, or Package credit), and the status (pending, completed, failed, or refunded). Organizations do not see your payment card details (we never have them). Participant-facing surfaces are designed to expose the minimum necessary — for example, anonymous check-in screens show first names and initials only.
• Service providers (subprocessors) who process data on our instructions to run the Service: Stripe (payment processing), Google (optional sign-in), PostHog, Inc. (product analytics for the web app, in PostHog's U.S. region), our email delivery provider (Amazon Web Services, using Amazon SES), and our hosting and infrastructure providers (currently Amazon Web Services, Supabase, and GitHub). We require service providers to protect personal information with protections equivalent to those described in this policy and to use it only to provide services to us.
• Legal and safety recipients — where required by law, subpoena, or legal process, or where reasonably necessary to protect the rights, safety, or property of users, Organizations, ChronoAdmin, or the public.
• A successor — in a merger, acquisition, or sale of assets, personal information may transfer to the successor, which must honor this policy or provide notice and choices as required by law.

No Organization sees the interest list, and we disclose it to no one to market to you. The outside parties that handle it are the ones already named in this section: our hosting and infrastructure providers, which store it, and our email delivery provider, which sends the two messages described in Section 11 on our instructions. The legal-process and successor cases above apply to it as they do to everything else here.

5. Cookies, local storage, and "Do Not Track"

The Service uses:

• A session cookie (strictly necessary) to keep you signed in.
• Stripe's cookies on payment pages — Stripe may set its own cookies for payment processing and fraud prevention, governed by Stripe's privacy policy.
• Browser storage (local storage and IndexedDB) for functional preferences (theme, language, layout) and, on Organization-operated check-in kiosks, offline storage. So that a kiosk keeps working through a network drop, the device stores a snapshot of the session it is checking people into: the organization and session details, and for each enrolled participant their first name and initials, internal record identifiers, and their check-in status, attendance mode (in person or online), and check-in time. Check-ins recorded while offline are also stored on the device until they can be synced. Cached roster snapshots are not used after 24 hours, but are not automatically erased before then — including when a device is un-registered — so Organizations are responsible for physically securing, and wiping, the devices they operate as kiosks.
• Device storage in the mobile app. If you use the Chrono app for iPhone or Android, it stores your sign-in session in the operating system's secure storage (the iOS Keychain or the Android Keystore) so you stay signed in between launches. Signing out clears it. It also stores a record of an in-progress payment there — internal identifiers for the payment attempt and what it is for, never your card details, which go directly to Stripe — so that a payment interrupted by your bank's verification step can be resumed rather than double-charged. That record is erased as soon as the payment is resolved; if you abandon the attempt instead, it remains on the device until the next payment replaces it.

We use no advertising cookies, and our product analytics (Section 2) sets no cookies and uses no browser storage. Because we do not track users across other sites or over time for advertising, there is nothing for a "Do Not Track" browser signal or opt-out preference signal (such as Global Privacy Control) to switch off — we do not sell or share personal information regardless of signal. We honor such signals to the extent applicable law requires.

6. Sensitive information and health-related information

We do not seek to collect sensitive personal information and the Service has no fields designed for it. Two cases deserve plain words:

• Organization forms and waivers. An Organization's waiver or notes may invite health-related disclosures (for example, an injury acknowledgment). We process the content of Organization-authored documents solely as the Organization's service provider, we do not use it for any purpose other than providing the Service, and we never use it for advertising, profiling, or model training. The Organization is responsible for its decision to collect such information and for the consents that collection requires.
• Children's information in rosters — see Section 9.

We do not sell sensitive information; where a law requires consent or strict necessity for processing sensitive information, we process it only on that basis.

7. Retention

We keep personal information for as long as it is needed for the purposes described in this policy, and no longer.

• Account information is kept for as long as your account exists. When you ask us to delete your account we set a deletion date 30 days ahead and sign you out. The 30 days are there so that a request made by mistake can still be withdrawn, and on that date we de-identify the records that name you.
• Transaction and payment records are kept for seven years and are then purged, because that is the period financial-record retention asks of us. We cannot delete a payment record on request: an Organization's financial history is its own record and one participant must not be able to erase it. What deletion does instead is remove the names, so that after the 30 days the payment record points only at records that identify nobody and the ledger survives without you in it.
• Organization roster and attendance records are kept for as long as the Organization uses the Service and as our service-provider terms with that Organization require.
• Records of the terms you accepted — which document, which version, and when — are kept for at least three years, because consumer-protection law requires us to be able to show what you agreed to.
• Interest-list entries are kept for as long as the list is open, which ends when the launch announcement has been sent. We delete an entry as soon as you ask to come off the list.
• Security logs are kept for a short operational window.
• Product analytics events are kept by PostHog for us, for the period our PostHog plan provides. They are not linked to your account.

When information is no longer needed, we delete or de-identify it. We do not retain personal information indefinitely without a purpose.

8. Security

We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (HTTPS), hashed password storage, tenant-scoped authorization checks on every administrative operation, input validation, and abuse rate-limiting that stores only hashed IP addresses. Card data is handled entirely by Stripe. The interest list has no screen and nothing reads it back over the web: the form writes it, no page and no web address returns any part of it, and it can be read only by an operator with direct database access from a command line — so there is no read surface to authorize, and none to expose. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we learn of a breach of security affecting your personal information, we will notify affected users and Organizations and applicable regulators without undue delay, consistent with applicable law.

9. Children's privacy

The Service is a general-audience service not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. Children under 13 may not create accounts.

Organizations serving young participants (dance, gymnastics, tutoring) may enter a child's name and enrollment information into their rosters. That information is provided by adults — the Organization, or a parent or guardian — and we process it solely as the Organization's service provider. The Organization is responsible for obtaining any parental consents required by law before entering a child's information. A parent or guardian may review or request deletion of a child's roster information through the Organization, or by contacting us at privacy@chronoadmin.com (we will coordinate with the Organization). We do not use children's information for marketing or advertising of any kind, and we do not sell it. If we learn we have collected personal information directly from a child under 13, we will delete it.

10. Your rights and choices

Wherever you live, you may ask us to: access the personal information we hold about you; correct it; delete it; or provide a portable copy. We extend these requests to all users as a matter of practice, not only where a specific statute requires it. Depending on your state of residence, you may also have statutory rights to opt out of sales, targeted advertising, or profiling — we do not do any of those things, so there is nothing to opt out of.

• How to submit a request: email privacy@chronoadmin.com from your account email address, or use our account deletion page. We will verify your identity (normally by confirming control of the account email) and respond within 45 days, extendable once by 45 days with notice.
• Authorized agents may submit requests where the law provides; we will verify the agent's authority.
• Appeals: if we decline a request, you may appeal by replying to our decision; we will respond to appeals in writing within 60 days. If your appeal is denied, you may contact your state Attorney General.
• Non-discrimination: we will not deny you the Service or degrade it because you exercised a privacy right.
• Requests about Organization-managed data are handled as described in Section 1.
• If the interest list is your only relationship with us, there is no account to verify you against; Section 11 says how to come off it.

Account deletion: you may request deletion of your account and associated personal information at privacy@chronoadmin.com. We will honor verified deletion requests, except that we retain what the law requires us to keep (for example, payment and tax records) and information the relevant Organization is independently entitled to retain as controller of its own records, and we will tell you what was retained and why.

11. Communications

We send service communications as part of operating the Service; you cannot opt out of these while you have an account. Today these consist of email verification messages and administrator invitations, plus notices shown within the Service; we may add further service emails (such as enrollment or payment confirmations) as the Service develops. We send no SMS messages. The only email we send that is not a service communication goes to people who asked us to tell them when ChronoAdmin launches, and it is exactly two messages: a confirmation when you join the list, and the launch announcement itself — nothing else, ever. To come off the list, reply to either message; a person reads those replies and removes you. There is no link to click and no account setting to change, because joining the list creates no account. If we introduce any further marketing email — to some other audience, never to this list — it will be sent only with your consent where required, every message will include a working unsubscribe honored within 10 business days, and our postal address will appear in each message. Organizations are independently responsible for communications they send to their own participants.

12. United States service; international users

The Service is operated from the United States, directed to users in the United States, and hosted on U.S. infrastructure. We do not target the Service to individuals in the European Economic Area, the United Kingdom, or the Republic of Korea, and it is not intended to be subject to the GDPR, UK GDPR, or Korea's Personal Information Protection Act. We offer a Korean-language interface as a convenience for Korean-speaking users in the United States. If you use the Service from outside the United States, you understand your information is processed in the United States. Translations of this policy are provided for convenience; the English version controls. The consent wording on our interest form is likewise shown in English whatever language the surrounding page is in, and the form says so wherever the page is not in English.

13. State-specific disclosures

California. This policy serves as our notice under the California Online Privacy Protection Act: Section 2 lists the categories of personal information we collect; Section 4 lists the categories of third parties with whom it is shared; Section 10 describes how you may request changes to your information; Section 14 describes how we notify you of material changes; the effective date appears at the top; and Section 5 states our response to Do Not Track signals. We have not sold or shared personal information (as those terms are defined in the CCPA/CPRA) in the preceding 12 months, and we do not use or disclose sensitive personal information for purposes requiring a "limit use" right. We act as a "service provider" with respect to participant information processed for Organizations. To the extent the CCPA applies, California residents may exercise the rights in Section 10 and will not be discriminated against for doing so.

Other states. Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Texas, Oregon, Montana, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, and Rhode Island) may exercise the rights described in Section 10, including the appeal process. We do not sell personal data, process it for targeted advertising, or engage in profiling with legal or similarly significant effects.

14. Changes to this policy

We will post any changes here with a new effective date, and for material changes we will give advance notice by email or a prominent notice in the Service. Changes apply prospectively. We will not apply materially different practices to previously collected personal information without providing notice and obtaining any consent the law requires.

15. Contact us

Chrono Admin LLC, Sacramento, California privacy@chronoadmin.com Our full mailing address is available on request at that address.

If you have an unresolved concern we have not addressed satisfactorily, you may contact your state Attorney General's consumer protection office.