Application privacy

Effective October 30, 2026

StudioPilot is operated by Spongecake LLC. This notice describes information processed through the StudioPilot application, including its Instagram integration. For browsing our public website, see Website privacy.

Studio accounts and responsibilities

Studios use StudioPilot to manage their operations. A studio chooses its enabled features, invites people and determines access to its records. We operate the platform and process studio information to provide and support those services. Contact your studio about its own use of your information; you can also contact us using the details below. Studio agreements and feature notices provide additional context.

Information we process and why

• Account, profile, membership and role information to identify people, manage studio access and deliver requested services.
• Sign-in, device, consent, preference and security records to authenticate users, protect accounts and maintain evidence of choices.
• Event bookings, attendance, staff assignments, volunteer and coverage requests, studio activity and content submitted through enabled features to operate studio workflows.
• Photos, videos, captions, source links and other uploaded or imported content to provide media libraries and approved channel playback.
• Support correspondence and operational records to answer requests, troubleshoot issues, prevent abuse and maintain the service.

The information involved depends on the studio's settings and the features you use. Authentication cookies and browser storage support sign-in, preferences and device operation. Hosting and security providers also process network and browser information; their security checks may use cookies.

Instagram and Facebook Platform Data

A platform administrator can connect a professional Instagram account and its Facebook Page through Meta. We process the connected account's identifier and username, access credentials and verification information to authenticate permitted API requests. Credentials are encrypted in platform storage and are not displayed as saved values.

For a video chosen by an authorized studio administrator, the importer uses the supplied Instagram link and creator handle to find eligible public professional-account media through Meta's API. It reads media identifiers, permalinks, captions, media type and the video URL Meta makes available. A successful import copies the approved video file into StudioPilot's private media storage and records its source, display title, organization and Location, importing actor and import status. Access to imported content follows the studio's authorized channel and screen settings. Administrators must confirm permission to display the video.

We use this Meta data to connect and verify the integration, find the selected media, import permitted files, support playback and maintain operational and security records. This importer does not require access to private Instagram messages, contacts or advertising accounts. It does not bypass restricted downloads, private accounts or protected audio. A public post is not, by itself, permission to display or copy it.

Meta processes information under its own policies when you authorize the connection or use its services. Revoking Meta access stops use of the revoked authorization; it does not automatically erase files already imported into a studio's library. Use the data-deletion instructions to request removal of retained information or imported copies.

Who receives information

Studio records and content are available to authorized users and registered devices according to studio settings. Content approved for member channels or display screens may be shown to those audiences. Platform personnel access information as needed for authorized support, security and service operation.

We use Cloudflare for application hosting, database and media storage, delivery and security; Resend for application email; and Microsoft 365 for support correspondence. Enabled integrations can involve Bookwhen for bookings, KilnAid for kiln information, Meta for Instagram, YouTube for linked videos and Twilio for studio messaging. Where a studio enables AI features, selected prompts and content may be sent to the configured AI provider, such as Anthropic or OpenAI. The Instagram importer itself does not send imported videos or Meta credentials to an AI provider.

These providers process the information needed for the selected service. Information may be processed in countries other than your own. We do not sell Meta Platform Data or use it for advertising targeting. We may disclose information when required by law or necessary to protect people, service security or legal rights.

Retention and security

Retention depends on the record, the purpose for which it is used, studio instructions, security needs and applicable obligations. Stored media, provider connections and operational records do not all have the same retention period. Removing an item from a playlist or revoking an integration is not a promise that every stored copy or audit record is immediately deleted. We review deletion requests and identify any information that must be retained, restricted or handled with the studio. Backups and service-provider records may remain subject to their applicable retention processes.

We use access controls and security measures appropriate to operating the service, but no system can guarantee absolute security. Do not send passwords, access tokens, app secrets or identity documents in a privacy request.

Your choices and requests

Use the available profile and notification settings to manage your choices. You can request access, correction or deletion by emailing privacy@studiopilot.us. Signed-in users can also use Profile & Preferences → Privacy requests where available. Requests are reviewed by people; the request form does not automatically erase records. We may need to verify your identity or authority and coordinate with the studio that controls the records.

See Data-deletion instructions for the information to include, including requests concerning Facebook or Instagram data. Product support: support@studiopilot.us.

Updates

We update this notice when our practices change. The effective date above identifies this version. This public notice does not claim that Meta has approved the application.