Privacy policy

The short version

• We collect what's needed to run your tours, and we don't sell personal information.
• Your company decides who is on a tour and what they can see. Crew never see costs.
• We never store passport numbers. Tax ID and bank numbers are encrypted, and only the last four digits are shown.
• Tour Runner's AI features run on our own servers. Your information isn't sent to an outside AI company.
• You can ask us to delete your account at any time.

Who controls your information

Tour Runner is used by companies (production companies, artists' teams and tour managers) to run their tours. When your company invites you, your company controls the tour information about you and we process it for them. For your own account and for visitors to this website, we are responsible for the information.

What we collect

• Account details: your name, email address, a securely hashed password, your company and your role.
• Crew details your company adds or you add: phone number, department and title, and who on the tour can see your phone and email (you choose).
• Tour details: schedules, venues, set lists, guest lists, documents, photos and messages posted in the app.
• Travel details: flights, hotels, rooms and ground transport; your legal name as it appears on ID, seat preference, airline and hotel loyalty numbers, Known Traveler and redress numbers, and the country and expiration date of your passport (never the passport number).
• Onboarding paperwork: W-9 details including your tax ID, bank details for payment, signed agreements, and documents such as a driver's license, CDL, medical card or insurance certificate with their expiration dates. Tax IDs and bank numbers are encrypted; your company's owner can view the full numbers, and each view is logged.
• Money: per diems, cash floats, receipts you upload, budgets, settlements and merch counts. These are visible to managers, not to crew.
• Electronic signatures: the name you type, the time and your IP address.
• Devices and use: sign-in sessions (with IP address and browser), the push notification address of your phone, app version, and a record of important actions such as approvals, so mistakes can be traced and undone.
• This website: what you enter in the demo or early-access form. The website uses no tracking or advertising scripts.

How we use it

• To run the service: build day sheets, send notices, plan travel and keep your tour's records.
• To keep accounts secure, prevent abuse and fix problems.
• To answer you, including demo requests and support emails.
• To bill your company, once paid plans begin.

We don't sell personal information, and we don't use it for advertising.

Who we share it with

Only with the services that make a feature work, and only when your company turns that feature on:

• Apple and Google deliver push notifications to your phone.
• Twilio sends and receives text messages, when texting is on.
• Resend sends email notices you've chosen to get.
• Stripe handles payments for paid plans.
• Duffel and the airlines receive travelers' names and contact details when a flight is booked through Tour Runner.
• Flight status and weather services receive flight numbers and venue locations, not personal details.
• Cloudflare carries traffic to our servers securely.

Inside Tour Runner, people on a tour see what their company allows. If your company shares a tour with a promoter or vendor, that company sees only the parts shared, such as the public schedule or approved guest names. We may also disclose information when the law requires it.

The shared venue library

Facts about venues and facilities (docks, power, rigging, capacity, contacts at the venue, photos and tech packs) are shared across all Tour Runner customers so every tour benefits. This never includes crew personal details, money, or anything your company marks private.

How long we keep it

We keep tour information for as long as your company's account is open, so past tours stay available. Encrypted onboarding records are kept as long as your company needs them for tax and payroll records. When an account is closed, we delete or anonymize its information within a reasonable time, except where the law requires us to keep it.

Your choices

• Change what others see about you in the crew directory, and which email notices you get.
• Turn notifications on or off in your phone's settings.
• Ask us for a copy of your personal information, to correct it, or to delete your account: email [email protected] from the address you sign in with. Your company keeps tour records it needs, such as schedules you were on.

Security

Connections are encrypted, passwords are hashed, sensitive numbers are encrypted at rest, and access inside a company follows roles. No system is perfectly secure; if we learn of a breach affecting you, we will tell you and your company.

Children

Tour Runner is for working professionals and isn't meant for children under 16.

Changes and contact

If we change this policy in a meaningful way, we'll tell account owners before it takes effect. Questions: [email protected].