Privacy Policy | HostArtists

What this policy covers

HostArtists is a platform for Second Life clubs, DJs, Hosts, Live Singers, managers, and visitors. It combines public discovery pages with a private workspace for schedules, bookings, reservations, and personal calendar entries.

Information we collect

We collect the information needed to provide those features, keep accounts secure, and respond to requests. We do not need your HostArtists password for any Second Life or Discord identity check.

Account and profile information

Your email address, account name, password hash, email-verification state, and account status.
Your HostArtists profile name, stable Second Life legacy username, optional Display Name, optional avatar UUID or profile link, timezone, roles, biography, profile images, public links, and notification preferences.

Clubs and scheduling

Club names, descriptions, Second Life locations, images, social links, booking settings, staff memberships, permissions, and moderation status.
Schedule templates, released periods, occurrences, role requirements, assignments, reservations, permanent assignments, call-outs, replacements, approval decisions, and related audit records.

Personal calendar and content

External shows or commitments that you add, including title, venue, times, timezone, Second Life link, artwork, recurrence, visibility, and whether the entry blocks availability.
Posts, galleries, images, social links, follows, likes, and other content you choose to submit.

Technical and integration information

Session, security, request, and rate-limiting information. Security audit records can include an IP address and user-agent string.
If you connect Discord, the server invite and resolved server identifier needed to publish public scheduled events, plus sync status. If you use the WordPress integration, it requests public schedule data from HostArtists.

How we use information

We use information to authenticate accounts, verify email addresses, provide profiles and club pages, generate schedules, process claims and reservations, check conflicts and buffers, send service notifications, support integrations, prevent abuse, keep an audit trail of important changes, and improve the reliability of the service.

Public and private information

A public profile can show the name, roles, Second Life legacy identity, biography, public links, images, posts, and public appearances that the profile owner has made available. Public club pages can show club details, released public programming, public performers, posts, images, and teleport links.

Email addresses, passwords, private calendar details, busy-only calendar details, internal notes, approval queues, staff permissions, and private availability are not published as public profile content. A private or busy-only calendar entry can still be used to detect a scheduling conflict without revealing its private details to a club.

Sharing and service providers

We share information only when needed to operate a feature, protect the service, or comply with law. This can include the hosting and database provider, file storage, email delivery provider, and infrastructure providers used to run HostArtists.

Public information is visible to visitors and may be fetched by public website embeds such as the HostArtists WordPress plugin. We do not sell personal information.

Discord and WordPress integrations

When you connect a Discord server, HostArtists publishes only the public events you have made eligible for that connection. That can include event names, public dates and times, public club or artist names, public HostArtists links, public artwork, and a valid Second Life teleport link. Private and busy-only calendar entries are not published.

The WordPress plugin reads public HostArtists schedule endpoints. It does not receive passwords, private calendar entries, or private account information.

Retention and deletion

We keep account, schedule, content, and audit information for as long as needed to provide the service, maintain security, resolve disputes, and meet legal obligations. Retention can therefore differ by record type.

You can change public profile and calendar visibility and maintain content through the available account tools. To request access, correction, deletion, or restriction of information, contact us. We will handle the request subject to identity checks, legal obligations, and records that must be retained.

Your choices and rights

Depending on where you live, you may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal information. You can also choose what profile, calendar, post, image, or social-link information you make public. Contact us if the available settings do not resolve your request.

Cookies and similar technology

HostArtists uses essential cookies and server-side session data for authentication, security, form protection, and basic site operation. The current application does not use advertising cookies or third-party analytics trackers. External sites and integrations that you open may use their own technologies under their own policies.

Security

HostArtists uses standard safeguards such as password hashing, authorization checks, validated input and uploads, protected forms, rate limits, and restricted access to private workspace features. No internet service can guarantee absolute security, so use a unique password and do not share it.

Changes and contact

We may update this Policy when the service or legal requirements change. The effective date at the top of this page shows which version is current. If a change is important, we will provide notice through the service where appropriate.