Privacy Policy

What changed on October 15, 2026

• ATOM may occasionally ask how likely you are to recommend it, at most once every 90 days. Your answer and the optional comment are kept with your account unless you turned off Share how I use ATOM in Settings, and are used only to improve ATOM. Details.
• ATOM now also counts the real actions taken in each tour (for example "a settlement was saved in the Money section" or "a crew member was invited"), with the tour, the section and the kind of action. Never what was entered. Tied to you only if Share how I use ATOM is on; otherwise the tour still counts, with no name. Details.
• When an account closes, ATOM keeps an anonymous count: the month it signed up, its plan, how it joined, its role and why it closed. No name, email or contact details. Details.

What changed on October 14, 2026

• ATOM now records which screens you use and for how long, the day and hour, and your device type, tied to your account unless you turn it off in Settings. We use it only to improve ATOM and so the ATOM founders can reach out to you directly. It is never sold, never used for ads, and never includes what you type or your tour data. Details.
• Emails the ATOM founders send you may include a small image that tells us whether the email was opened. Details.

What changed on October 13, 2026

• We now say exactly how we count visitors. Inside the app we use Plausible, a privacy-friendly visit counter. On our public pages (homepage, free tools, Mac download) ATOM counts visits itself. Neither uses cookies, collects personal information, or follows you to other websites. Details.

What changed on October 9, 2026

• You can now connect ATOM to an outside AI assistant you choose, like Claude or ChatGPT. It is off unless you connect it. How it works and what is shared.
• If you use Email Scan, the entries ATOM made from your Gmail (for example a receipt or a hotel confirmation saved to your tour) are part of your tour data, so a connected assistant can see them when you ask it a question. Email contents themselves are never sent. Google data details.

What changed on October 6, 2026

We rewrote parts of this policy so it matches exactly what ATOM does. In plain words:

• ATOM uses AI to read the documents you add, not only for the chat assistant. This policy now says so, names who does the reading, and explains your controls.
• The ATOM Intelligence switch in Settings now applies on our servers, not only on your screen. Off means no document of yours is sent to an AI service.
• If a document says it may not be put into AI tools, ATOM stops and asks you before reading it.
• The once-a-day receipt check of your Gmail now only runs if you turn it on.
• We list every outside service that handles your data.
• Deleting your account now also deletes the files you uploaded and any saved document reads.

Who We Are

ATOM Interstate ("ATOM", "we", "us", or "our") is a software application designed for the touring music industry. We provide tools for tour management, accounting, logistics, and operations. Our registered contact email is atom@atominterstate.app.

This Privacy Policy explains how we collect, use, and protect your personal information when you use ATOM at atominterstate.app.

Data We Collect

We collect only what is necessary to operate the service:

• Account information: email address, name, and a hashed password (we never store your password in plain text)
• Tour and financial data: show details, guarantees, expenses, settlements, crew information, and other data you enter into ATOM
• Sensitive financial fields (encrypted): wire transfer info, EIN, and uploaded W-9 PDFs are encrypted on your device with AES-256-GCM before they are saved. Our servers store only ciphertext — even our database administrators cannot read these fields. If you choose Read this for me on a W-9 or bank letter, that one file is sent once to our AI provider (see Reading your documents with AI) to pull out the fields; it is not saved by that step, and the fields you keep are encrypted as above.
• Device and session data: a device token used to maintain your session across logins
• IP addresses: logged temporarily for rate-limiting and security purposes (e.g. detecting brute-force login attempts)
• License keys: used to authenticate your account and validate your subscription
• Which screens you use: ATOM records which screens you open (the kind of screen, like Day Sheets or Settlements, never which day, show or person), how long you actively use each one, the day of the week and hour in your own time zone, and your device type (phone, tablet or computer; web, iPhone app or Mac app). This is tied to your account unless you turn it off in Settings → Share how I use ATOM to help improve it. With it off, screens are still counted but without your name, and what was already recorded under your name is erased. If your browser sends Do Not Track or Global Privacy Control, ATOM counts without your name on that browser. We never record what you type, your tour data, your IP address or your browser details here. Only the ATOM founders see it. We use it only to improve ATOM and to reach out to you directly. It is never sold and never used for ads. ATOM also counts the real actions taken in each tour (a save, a send, an invite: the tour, the section such as Money or Advance, and the kind of action, never the content), so the founders can see which parts of ATOM tours actually run on. With sharing off, those counts keep the tour but not your name.
• How likely you are to recommend ATOM: now and then (at most once every 90 days) ATOM may ask how likely you are to recommend it, on a scale of 0 to 10, with an optional comment. You can skip it with Not now. Your answer and comment are kept with your account, along with your plan, your role and your device type at that moment, unless you turned off Share how I use ATOM to help improve it in Settings, in which case they are kept without your name. Only the ATOM founders see them, and we use them only to improve ATOM. They are erased when you delete your account. Never sold, never used for ads.
• Product usage events: we record which features you use within ATOM (e.g. which tabs you open, which import flows you run, when you send messages to the AI assistant). This data is tied to your account, used solely to improve the product, and never shared with third parties or used for advertising. You can request deletion at any time.
• Gmail OAuth tokens (if you connect Gmail): stored encrypted at rest with AES-256-GCM. Read-only scope — we cannot send, delete, or modify any email. Email content is read when you run a scan and is not kept, with one exception you control: if you turn on the overnight receipt check, a short copy of each email that looks like a receipt is kept until you review or dismiss it (see Google API Services User Data).

Email opens. Emails the ATOM founders send you may include a small image that tells us whether the email was opened. We use it only to know whether a message reached you. It is never sold and never used for ads.

We do not collect payment card data directly. We do not use advertising trackers or cookies that follow you around the web. We do not sell your data to any third party.

How we count visitors. Inside the app we use Plausible Analytics, a privacy-friendly service, to count page visits. Plausible sets no cookies, does not collect personal information, and does not follow you across other websites. On our public pages (the homepage, the free tools, the Mac download page) ATOM counts visits on its own servers: only the page and what was done there (opened, used, printed). No cookies, no IP address, no account, and never anything you type into a tool. Neither count is used for advertising or sold.

How We Use Your Data

• To provide and operate the ATOM service
• To authenticate your account and maintain your session
• To sync your data across devices via cloud storage
• To send transactional emails (e.g. invite links, password reset codes)
• To power the ATOM AI chat assistant with your tour context (see AI section below)
• To read documents you give ATOM (contracts, deal memos, settlements, receipts, riders, tech packs, passports, W-9s, travel confirmations) and fill in the details for you, so you do not have to type them (see Reading your documents with AI)
• To understand which features are valuable so we can improve the product (first-party usage analytics — never shared with third parties)
• So the ATOM founders can reach out to you directly, for example to ask how a screen you use a lot is working for you. You can turn off the link between your account and the screens you use in Settings at any time.
• To ask, at most once every 90 days, how likely you are to recommend ATOM, and use the answers only to improve it (see How likely you are to recommend ATOM)
• To know how many people visit our public pages (the homepage, the free tools, the Mac download page). We count visits anonymously on our own servers: the page and what was done there (opened, used, printed). No cookies, no IP address, no account, and never anything you type into a tool.
• To protect the service against abuse and unauthorized access

AI Chat Assistant

ATOM includes an AI chat assistant powered by Anthropic's Claude API. When you use this feature, a snapshot of your current tour data (shows, expenses, crew) is sent to Anthropic's API to generate a response. This data is used solely to answer your question and is not used to train Anthropic's models under our API agreement.

Do not share sensitive personal data (e.g. social security numbers, banking credentials) in the chat interface.

We do not keep your chat

We do not store the messages you type into the assistant. Our AI usage records hold token counts and cost only, so that we can monitor spend. They never contain the content of your messages. Your conversation history is kept in your own browser's local storage on your device, not on our servers.

Sending a question so ATOM can learn (optional, per question)

When the assistant cannot answer a question about how ATOM works, it may offer to send that one question to the ATOM team so we can write the missing answer into the product. This is entirely optional and is asked separately every single time. Nothing is sent or stored unless you choose to send it.

If you choose to send it:

• You see the question in an editable box first and can change or delete any part of it. Only the final text in that box is sent. We never receive the original wording.
• We store the question text, and your role and account type (for example "crew" or "tour manager") so the answer can be written for the right kind of user.
• We do not store your name, email, licence key, account, workspace, tour, or any of your tour data alongside it. Submissions are not linked to you or to your account.
• A member of the ATOM team reads the question in order to write the answer.
• Repeated submissions of the same question are grouped by the wording of the question itself, never by who sent them.

Because a submission is not linked to your account, we have no way to identify it as yours, which also means it cannot be withdrawn after sending. If you would rather not send a question, choosing "No thanks" stores nothing at all.

Please do not include personal details, financial figures, or anyone's name when sending a question. The editable box is there so you can remove them first.

Reading Your Documents with AI

Much of ATOM's value is that you can drop in a contract, settlement, receipt or rider and ATOM fills in the dates, money and contacts for you. To do that, ATOM sends the document to an AI service that reads it and hands the details back. Here is exactly how that works.

When it happens

• Only when you add a document (drop a file, take a photo, paste text, or choose an import), or tap a Scan button.
• The one thing that runs on a schedule is the overnight receipt check of your Gmail, and only if you turn it on. Even then, nothing is read by AI until you tap Review.

Who reads it

• Anthropic (Claude), through its business API. This reads documents, photos and email text and returns the details.
• Google Cloud Vision, only for scanned pages that have no readable text, to turn the page image into text first.

Neither service may use your documents to train its AI models under the business terms we use. Under Anthropic's published policy, what we send through its API is deleted within 30 days, and kept longer only if it is flagged for a violation of Anthropic's usage policy. We do not use your documents to train any AI either.

What is sent

The document or the part of it needed to find the details: its text, or an image of its pages if it is a photo or scan. For email scans, the email text and its attachments that look relevant. Where it helps match things up, a few details from your tour go with it (for example the show date and venue). Your other account data is not sent.

What is kept

The details you keep (a show, an expense, a contact) are saved in your account like anything you type. If you uploaded the file itself, it is kept in private storage so you can open it later. Results of longer document reads are saved to your account so the app can pick them up when they finish. All of it is removed when you delete your account.

Your controls

• Turn it off. Settings → ATOM Intelligence. With it off (or with Smart Capture off), no document of yours is sent to an AI service; our servers check this before every read. You can still type everything in by hand.
• Documents that forbid AI. Before reading a document's text, ATOM checks it for wording that bans putting it into AI tools or machine learning (for example "shall not be uploaded to any artificial intelligence tool"). If it finds that, it stops, shows you the sentence, and only continues if you confirm you are allowed to. This check runs on our own servers and sends nothing anywhere. It cannot check photos or scans before they are read, and it does not flag ordinary "confidential" wording, which nearly every tour contract has.
• Always check the result. AI can misread. Check what it fills in, especially dates and money.

Documents that belong partly to someone else

Contracts, offers and settlements often include another party's information (an agency, a promoter, a venue), and many say their terms are confidential. ATOM handles them only on your behalf, the same way your email or cloud storage does: to show them back to you and the people you choose to share your tour with. We never share them with anyone else, never use them for advertising, and never use them to train AI. You are responsible for being allowed to upload what you upload; if a contract forbids it, do not upload it, or enter the details by hand.

Connecting ATOM to Your Own AI Assistant (Claude, ChatGPT)

You can connect ATOM to an AI assistant you already use, such as Claude (by Anthropic) or ChatGPT (by OpenAI), and ask it about your tour. This is your choice. Nothing is connected unless you set it up yourself and tap Allow on ATOM's approval screen.

What the assistant can see

It signs in as you, with your own ATOM login, and sees exactly what the YO ATOM assistant sees for you: your tours, shows and day sheets, the contacts your role can see, and money only if your role can see money. ATOM applies the same permission checks it applies everywhere else, on our servers, before anything is sent. Crew never see money. It can suggest a change to a day (a note, schedule rows, a hotel), but it shows you exactly what will change and nothing is saved until you say yes, and only if your role can edit that day in ATOM. It cannot change money. Each change it saves is noted in your tour's activity log.

Where your questions go

When you ask the assistant something, your question and the part of your ATOM data needed to answer it are sent to that assistant's company (for example Anthropic or OpenAI). That company handles them under its own terms and privacy settings, which you agreed to when you signed up with them, including whether your chats are kept or used to improve their models. Those companies act for you here, not for ATOM, so they are not listed in our processors below. ATOM sends data only when you ask, and only what your role can see.

If you use Email Scan, the entries ATOM created from your Gmail (such as an expense from a receipt, or a hotel or flight from a confirmation) are part of your tour data, and the assistant can see them like any other entry. The emails themselves are never sent to a connected assistant. ATOM does not keep them (see Google API Services User Data).

What ATOM keeps

We keep a record that an assistant is connected (its name, when it connected and when it was last used) so you can see and remove it, and a note in your tour's activity log when one is connected or disconnected. We store sign-in tokens only in scrambled (hashed) form. We do not keep the questions you ask through the assistant.

Your controls

• Disconnect one. Settings → Connected assistants → Disconnect. It is cut off on its very next request.
• Turn them all off. Settings → ATOM Intelligence off. ATOM stops sharing with every connected assistant at once.
• Sign out everywhere also disconnects every assistant.

Google API Services User Data

If you choose to connect your Gmail account to ATOM (Money → Settings → ATOM Automation, or the email scan buttons in Tour Book, Travel, Advance and Merch), the following terms apply specifically to your Google data. ATOM's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

What we request and why

We request a single Google API scope:

• https://www.googleapis.com/auth/gmail.readonly — read-only access to your Gmail messages and attachments

We use this scope only to find touring paperwork in your inbox that ATOM can turn into entries for you: receipts, hotel folios, airline and travel confirmations, settlement statements, credit card statements, show advance emails, merch reports and tech packs. This saves you typing each one by hand. We never use Gmail data for any other purpose.

What we do with your Gmail data

• Scans run when you start them. A scan happens when you tap a Scan button. The only exception is the overnight receipt check, which is off unless you turn it on (Money → Settings → ATOM Automation → "Check my email overnight for receipts"). When it is on, once a day ATOM searches for new receipts and keeps a short copy (up to 6,000 characters) of each matching email so you can review them in the morning. Nothing is read by AI until you tap Review. Turning it off stops it.
• Search is targeted. ATOM searches for messages from travel and touring vendors, card issuers and the people you advance shows with, and for receipt-type attachments, within the date range of the scan. It does not read your inbox at large, and personal correspondence is not what it looks for.
• Read, then let go. When a matching message is found, its text (and relevant attachments) is sent to our AI reader to pull out the details. For a scan you start, the email itself is not kept on our servers. The only copies we keep are the short overnight copies described above, until you review or dismiss them.
• Store only the structured result. What we keep is the parsed expense row: vendor name, date, amount, currency, category, and a reference back to the source message ID so you can re-fetch the original from Gmail if needed.
• No transfer to other apps, except where you choose it. Gmail data we read is not shared with, sold to, or transferred to any third party, with two exceptions: as required to provide the Email Scan feature itself (the AI parser, see below), and, only if you connect your own AI assistant, the entries ATOM created from your Gmail when you ask that assistant about your tour (see Connecting ATOM to Your Own AI Assistant). Email contents are never sent to a connected assistant.
• No advertising. Gmail data is never used for advertising, marketing, or to build any kind of user profile.
• No human review except for support. No employee reads your Gmail messages. The only exception is if you explicitly grant us permission as part of a support investigation, or if we are required to do so by law.
• No machine-learning training. Gmail content is not used to train, improve, or develop any AI or machine learning model.

How your Google data is stored

• OAuth tokens. The access and refresh tokens Google issues to ATOM are encrypted with AES-256-GCM at rest in our database, using a key held only in our serverless function environment. The tokens themselves never appear in plaintext outside the running function process.
• Email content. Not stored for scans you start. Overnight receipt check (only if you turn it on): a short copy of each matching email until you review or dismiss it, and deleted with your account.
• Parsed results. Stored as expense rows in your account, just like any expense you would enter manually.

How to revoke access

You can disconnect ATOM from your Gmail account at any time:

• From inside ATOM: Money → Settings → ATOM Automation → Disconnect. This deletes our stored OAuth tokens immediately.
• From your Google Account: visit myaccount.google.com/permissions, find ATOM Interstate, and click Remove access. Google will invalidate the tokens on their side and ATOM will be unable to make further API calls on your behalf.

Revoking access does not delete the parsed expense rows that were already imported — those are your data and remain in your ATOM account. To delete those as well, edit them individually or delete your ATOM account using the controls in Settings → Privacy & Your Data.

Data sub-processors for Gmail data

When a scan reads a message, its text and attachments go to Anthropic (Claude) to pull out the details, and scanned attachments with no readable text may go to Google Cloud Vision to be turned into text first. Neither may use your Gmail data to train its models. Under Anthropic's published policy, API inputs are deleted within 30 days unless flagged for a usage-policy violation. No other third party receives Gmail content.

Third-Party Processors

We use the following outside services to operate ATOM. Each receives only what it needs to do its job, only processes it on our behalf, and is not allowed to sell it or use it for advertising. The services marked "only if" receive nothing unless you use that feature.

• Supabase (supabase.com) — cloud database and file storage. Data stored in US-based servers.
• Netlify (netlify.com) — hosting and serverless functions. US-based.
• Resend (resend.com) — transactional email delivery (invites, verification codes).
• Anthropic (anthropic.com) — AI provider (Claude). Reads the documents, photos and email text you choose to have read, and powers the YO ATOM assistant. Business API: no training on your data.
• Google Cloud (cloud.google.com) — Cloud Vision, to turn scanned pages into text; Google Maps and Places, to look up addresses, venues and travel times (only the place you are looking up is sent).
• Google and Apple — only if you choose to sign in with them or connect Gmail.
• Plaid (plaid.com) — only if you connect a bank account in Money, to read its transactions.
• ElevenLabs (elevenlabs.io) — only if you talk to YO ATOM by voice, to turn your speech into text and the answer into speech.
• FlightAware (flightaware.com) — flight numbers and dates, to show live flight status.
• Open-Meteo (open-meteo.com) — city or place names, for weather.
• Instacart (instacart.com) — only if you send a shopping list to Instacart.
• Telegram (telegram.org) — only if you connect ATOM to Telegram.

If you connect ATOM to your own AI assistant (Claude, ChatGPT or another), that assistant's company is chosen by you and acts for you, not for us. See Connecting ATOM to Your Own AI Assistant.

Data Retention

Your data is retained for as long as your account is active. If you request account deletion, we will remove your personal data and tour data within 30 days. IP logs used for rate-limiting are retained for no more than 90 days.

Results of longer document reads, saved so the app can collect them, are kept with your account and deleted with it. Overnight email copies are kept until you review or dismiss them. AI providers keep what we send them only as described in Reading your documents with AI.

Deleting Your Account & Your Data

You can delete your account at any time from Settings → Your Data & Rights. When you do:

• Your login credentials and license key are removed
• Your tour data, expenses, settlements, personnel, and files are deleted
• The record of which screens you used is erased, and so are your answers to the "how likely are you to recommend ATOM" question
• ATOM keeps an anonymous count that an account closed: the month it signed up, its plan, how it joined, its role and whether it was closed by you or by ATOM. No name, email, license key or contact details, so it cannot be traced back to you. We use it only to understand why people leave.
• Sync and backup snapshots are purged within 30 days
• IP logs used for rate-limiting are retained for up to 90 days for security purposes
• Admin audit logs referencing your account are retained for the life of the service (identity-only; no content)

Your Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation (GDPR) and applicable local law:

• Right of access: request a copy of the personal data we hold about you
• Right to rectification: request correction of inaccurate data
• Right to erasure: request deletion of your data ("right to be forgotten")
• Right to restriction: request that we limit how we process your data
• Right to data portability: request your data in a machine-readable format
• Right to object: object to processing based on legitimate interests
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at atom@atominterstate.app. We will respond within 30 days.

You also have the right to lodge a complaint with your local data protection authority (e.g. the ICO in the UK, or your national DPA in the EU).

The legal basis for processing your data is: contract performance (operating the service you signed up for), and legitimate interests (security and fraud prevention).

Cookies and Local Storage

ATOM uses browser localStorage (not traditional cookies) to store your session token and tour data locally on your device. This is strictly functional — no tracking, advertising, or analytics cookies are set. See our Cookie Policy for full details.

Security

All data is transmitted over HTTPS (SSL/TLS), provisioned automatically by Netlify via Let's Encrypt. Passwords are hashed using PBKDF2 before storage and are never transmitted or stored in plain text. Access to your data requires a valid session token.

Staff Access to Your Data

In the ordinary course of business, ATOM personnel do not access the contents of your tour data. Your settlements, deals, expenses, crew information, and uploaded files are not read by our team as part of our daily operations.

There are three narrow exceptions where a staff member may view your data:

• Automated processing. Our servers perform syncing, encrypted backups, and security monitoring. These are automated systems — no human reads your data as part of them.
• Support access with your consent. Authorized ATOM personnel can request view-only access to your account by sending you a request through the app. You see it as a banner at the top of the screen with the name of the requester, the reason, and the duration they're asking for. You approve or decline. If you approve, access is time-bounded, you can revoke it at any time, every view is audit-logged, and we send you a summary of what was accessed when the grant ends. See "Support Access Process" below for details.
• Legal compulsion. Where required by a subpoena, court order, or lawful government request, we may be compelled to disclose data. Where we are permitted to do so, we will notify you.

Confidentiality Commitment

When an ATOM staff member does access your account under any of the circumstances above, we are bound to the following:

We will not:

• Share your specific tour data — financials, deal terms, settlement figures, artist fees, commissions, crew information — with any third party for marketing, sales, or commercial purposes
• Retain copies of your data outside the audit log
• Use your specific data to train any AI or machine-learning model
• Access your account without one of the three reasons listed above

We may:

• Use what we learn while debugging a specific issue you reported to resolve that issue
• Incorporate generalized, non-identifying insights into product improvements

We must:

• Disclose where legally compelled
• Act where necessary to protect the safety of users or the integrity of the service (for example, if we detect abuse)

All staff access is logged with the administrator's identity, the target account, the grant ID (where applicable), a timestamp, and the section(s) viewed. These audit logs are retained for the life of the service. You can view your own audit log at any time inside the app.

Internal misuse of staff access is a termination offense under our employment policies.

Support Access Process

When we need to look at your account to help you — whether you've reported a bug, we're observing how beta users interact with a new feature, or we're otherwise working on your behalf — we use a consent flow with the following guarantees:

• You are asked first. A request appears as a banner at the top of your screen. It shows the name of the requester, the reason they're asking, the requested duration, and two buttons: Approve and Decline.
• You can decline. If you do, no access is granted.
• Approval is time-limited. Grants have a maximum duration — up to 4 hours for a Support Debugging grant, up to 30 days for an optional Beta Observation grant — and expire automatically.
• You can revoke at any time. While a grant is active, a passive banner on your screen shows the time remaining and an "End access" button. Clicking it ends the session immediately.
• Every view is logged. Each read of your data is stamped with the grant ID. You can see every session and every view in your own audit log inside Settings → Security & Legal.
• You get a summary. When the grant ends, we email you a summary of what was viewed, aggregated by section (for example, "Settlements: 12 views, Day Sheets: 4 views").
• Access is limited to authorized personnel. Requests can only be initiated by ATOM staff who have been granted this specific capability internally. Not all ATOM employees have this access.
• Nothing is written. Support access is strictly view-only. Staff cannot modify, delete, or add data to your account through this flow, even during an active grant.

Children's Privacy

ATOM is not directed at children under the age of 16. We do not knowingly collect personal data from anyone under 16.

Changes to This Policy

We may update this policy as the product evolves. When we do, we'll update the effective date at the top. For significant changes, we'll notify active users by email.

Contact

Questions about this policy or your data? Email us at atom@atominterstate.app.