Privacy notice

Martini Software GmbH · Version 1.0, 10 November 2026 (translation)

This notice tells you what personal data we process when you use our app, our web portal or our website, what we need it for, how long we keep it and what rights you have. It is information, not consent. Which service providers we use is set out in section 11.

The key points in brief

• We process only what we need for your account, your purchase and secure operation.
• We use no analytics services and no advertising services, whether in the app, in the web portal or on the website.
• Shooting schedule data and member lists that a production enters in our products are processed by us on behalf of that production. Section 10 explains what this means for you if you appear in a shooting schedule.
• You delete your account and its data yourself in the web portal. Section 14 sets out the few exceptions and their periods.

1. Who is responsible

Unless stated otherwise, the controller for the processing described in this notice is:

Martini Software GmbH

Sparrstraße 28, 13353 Berlin

Managing directors: Simon Riegel, Steffen Hornung

E-mail: privacy@martini-software.com

You will find further information about us in the Imprint (Impressum) on our homepage (martini-software.com).

2. Two roles

Our own responsibility. For your account, your purchases, our e-mails, your push notifications, crash reports, our support and our website, we decide ourselves which data we process and for what purpose. This notice applies to them, and sections 3 to 9 describe them.

On behalf of your production. What a production enters in our products, we process on its behalf; ask your production (section 10).

3. Your account

Data. Name, e-mail address, password (stored only as an unreadable hash value), whether you have confirmed your e-mail address, your language setting, and, for each acceptance of our General Terms and Conditions (the Terms), the version, the language and the time (we keep every published version, so that its wording is established). To defend against attacks, we store failed login attempts, the time of a lockout and counters for requested e-mails. We briefly limit requests to our servers per IP address.

Purpose and legal basis. To set up your account and to perform the contract on its use (Art. 6 (1) (b) of the General Data Protection Regulation (GDPR)). Defending against attacks and abuse rests on our legitimate interest in protecting accounts and the service (Art. 6 (1) (f) GDPR). We need the record of which Terms you accepted in order to enforce our rights under the contract and to defend ourselves against claims (Art. 6 (1) (b) and (f) GDPR).

How long. Until you delete your account. We delete the attack-defence data automatically after 7 or 30 days respectively. What remains after an account deletion is set out in section 14.

Required or voluntary. Without an account with these details, you cannot use our products.

4. Free use: what stays on your device

If you use our app free of charge with your own .fuz file, the app reads the file on your device and stores it there in encrypted form. The file and its content, that is the shooting schedule, names and script, do not reach our servers in the process.

5. Purchase, licence and invoice

Data. Invoice name, where applicable company and address, VAT ID, the e-mail address for the invoice, the order (tier, time, amount, voucher code), the payment status, the licence with its licence periods and the information on which account bought and activated it. In addition there are the acceptance of the Terms at the time of order and, if Martini refunds the price, the refund. In each case with version, language and time. We do not receive your card or bank details. They go to our payment service provider. For the payment it receives the name of your company, the e-mail address of your account, your country, the billing address you enter on its payment page, the order number, a voucher code, your order reference if you give one and, if you order from another EU country and give your VAT ID, that VAT ID. It processes this data on our behalf. It processes part of it under its own responsibility, for example for fraud prevention and to meet its own legal obligations; its privacy notice (stripe.com/privacy) applies to that. If you order from another EU country and give a VAT ID, we check it before the order in the VIES confirmation procedure of the European Commission; the VAT ID goes there (Art. 6 (1) (b) GDPR). We pass invoices and accounting records to our bookkeeping; it processes them on our behalf.

Purpose and legal basis. To handle the purchase, provide the licence and perform our contractual obligations (Art. 6 (1) (b) GDPR). We must keep invoices and accounting records under tax and commercial law (Art. 6 (1) (c) GDPR in conjunction with § 14b UStG (German VAT Act) and § 147 AO (German Fiscal Code)). The record of acceptance serves to defend against claims (Art. 6 (1) (f) GDPR).

How long. Invoices eight years, beginning at the end of the calendar year in which the invoice was issued. The licence and licence period records remain as long as the licence exists. If you delete your account, we delete the link between the licence and your account; the licence itself stays with the production. For the records of your acceptance, see section 14.

Required or voluntary. Without invoice details and payment, we cannot sell a licence.

6. E-mails from us

Data. Your e-mail address, subject and content of the e-mail, the delivery status (delivered, rejected). We send you e-mails that the contract requires: confirmation of the address, password reset, order confirmation, notices about your licence (expiry, period before deletion), confirmations of deletion and data export, and invitations to Projects, which we send in the name of the inviting person (section 10).

Service provider. We send these e-mails through our e-mail service provider (EU). It keeps a log of the e-mails sent. We have set it to keep the log for one month, and we delete your entries when you delete your account.

Tracking pixel. Our e-mails contain an invisible image with which our e-mail service provider notes whether an e-mail was opened. We do not read this information.

Purpose and legal basis. To perform the contract (Art. 6 (1) (b) GDPR). The delivery check, so that we know whether an invitation or invoice has arrived, rests on our legitimate interest in reliable sending (Art. 6 (1) (f) GDPR).

Promotional e-mails. We send you advertising or news from Martini Software GmbH, including about further products of ours, only if you expressly consented at registration or later in the web portal (Art. 6 (1) (a) GDPR, § 7 (2) no. 2 UWG (German Act against Unfair Competition)). To record the consent, we store the text you saw and the time. You can withdraw your consent at any time, in the web portal or through the link in every promotional e-mail; this does not affect the lawfulness of e-mails sent before the withdrawal. For promotional e-mails, we pass your name and e-mail address to our e-mail service provider and keep them there in a separate contact list until you withdraw your consent or delete your account.

How long. We keep the order confirmation for six years (section 14 number 1). The e-mail logs at the e-mail service provider for one month at most. Your consent until withdrawal. We keep the record of your consent and of its withdrawal as long as your account exists.

7. Push notifications

Data. If you allow notifications, we store a push token of your device (an address through which Apple or Google reaches your device), the platform and the language of your device, your settings (notifications on or off, private mode) and, for each notification, the time and the delivery status. By default, the text of a notification names the production and the plan. In private mode, the notification names no names. Details of the shooting schedule never appear in a notification.

Route of the data. We pass the token and text to our push service provider (outside the EU, section 12), which forwards them to Apple (iOS) or Google (Android), which deliver them to your device. Apple and Google process the data for this under their own responsibility according to their own privacy terms. Depending on your device's settings, the text may appear on the lock screen.

Purpose and legal basis. To send you the notifications you have switched on (Art. 6 (1) (b) GDPR). You can switch them off at any time in the app or in your device's settings.

How long. The token until you log out, delete your account or the token becomes invalid. The delivery logs as long as your account exists; they are deleted with the account.

Required or voluntary. Voluntary. Our app works without notifications.

8. Crash reports and error monitoring

Data. If the app crashes or an error occurs and you have switched on crash reports, we send a report to our crash-report service provider (data centres in the EU): the error message, the device model, the version of the operating system and of the app, the most recently occurring error codes and the synchronisation status. A report contains no shooting schedule content, no names and not your e-mail address. We have set the service so that IP addresses are not stored. For technical reasons, however, it attaches an approximate location (country and city, derived from the IP address) to every report. When the app itself crashes (not for errors that the app catches, and not with your note), the error monitoring also attaches an identifier of this installation to the report, which stays the same until you reinstall (a pseudonymous identifier). The app sends no session information without a crash. Our servers also report errors to this service; these reports contain no personal data.

Note on the crash. After a crash you can add a note. You can then consent, for that one report, to our contacting you at your account e-mail address. For this, we store in our own database which account that one report belongs to. Your e-mail address does not go to the crash-report service. Without your tick, we do not store this link. A note that you write is held by this service; please do not write any personal details in it.

Purpose and legal basis. To detect and fix errors and to ensure the security of the app. We send crash reports from the app only if you have consented (Art. 6 (1) (a) GDPR, § 25 (1) TDDDG (German Telecommunications Digital Services Data Protection Act)). Error messages from our servers, which contain no personal data, rest on our legitimate interest (Art. 6 (1) (f) GDPR). Contacting you at your e-mail address rests on your consent (Art. 6 (1) (a) GDPR), which you can withdraw at any time by writing to us; we then delete the link. The withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.

How long. Reports are deleted at the crash-report service after 90 days. They are not linked to your account and are therefore not removed when you delete your account. We delete the link in our database with the account, after 90 days at the latest.

Your choice. Crash reports are switched off by default. If you switch them on in the app under “Account → Crash reports”, you consent to the app sending, after a crash or error, a report with the details given above to our crash-report service provider. You can withdraw your consent at any time with the same switch; after that the app sends no more reports. The withdrawal does not affect the lawfulness of reports sent before it. We store whether and when you decided.

In pre-release versions. By way of exception, crash reports are switched on by default in a pre-release version of the app that we distribute for testing before release, so that we can find errors before launch. You can switch them off at any time under “Account → Crash reports”; after that the app sends no more reports. The content, duration and deletion of the reports are the same as above. In a pre-release version the basis is our legitimate interest in fixing errors before release (Art. 6 (1) (f) GDPR); by switching them off, you object.

9. Website, web portal and contact

Access data. If you visit our website, our hosting provider (EU) stores technical access data, namely date and time, the page requested, the volume of data and your IP address, in which the last part is replaced by a random value. We have set the retention to one month. The web portal and the programming interface (API) run at our hosting provider (data centre in the EU); technical logs arise there temporarily, which we do not store permanently. The purpose is secure and trouble-free operation, and the basis is our legitimate interest in it (Art. 6 (1) (f) GDPR).

Cookies and local storage. The web portal sets a cookie that keeps you logged in. When you choose the language, we remember it in a cookie (martini_locale). When you log in or complete a confirmation from an e-mail (confirm address, reset password, confirm new address), we set this cookie to the language of your account. We store this language in your account (Art. 6 (1) (b) GDPR); it also determines the language of our e-mails and of the app. The app stores your session and the encrypted cache on the device. This is strictly necessary for the service you expressly requested and needs no consent (§ 25 (2) no. 2 TDDDG). If someone who is not logged in opens the link from a payment request, the web portal remembers the path of that page for one hour in a cookie and returns there after login; it then deletes the cookie (§ 25 (2) no. 2 TDDDG). We use no cookies or scripts for analytics, advertising or social networks and load no fonts or content from third-party servers. On the payment pages of our payment service provider, its terms apply.

Contact. If you write us an e-mail or use the contact form, we process your name, your e-mail address, the subject, your message and the time in order to answer your enquiry (Art. 6 (1) (b) GDPR, otherwise (f)). If we help you in support with a problem with your account, a payment or a licence, we look at the related data. Every query through our administration tool is logged (who, when, which Customer). We keep the log for three years; if you delete your account, we remove from it the reference to you. How long: contracts, invoices and the related correspondence until the statutory periods expire (six or eight years respectively after the end of the calendar year), all other messages three years after the last message, after which we delete them. We keep a request about your data protection rights and our answer for three years, to prove that we fulfilled it (Art. 5 (2) GDPR).

10. When a production uses our products

If a production enters data in our products, for example a shooting schedule or a member list, the production is the controller; we process the data only on its behalf and on its instructions. For access, rectification and erasure, contact your production. If a production has entered your e-mail address for an invitation, we send the invitation in its name. If you delete your account, we remove it with everything attached to it; what the production keeps about you in its Project belongs to the production and remains until it deletes it.

11. Service providers and recipients

We pass on personal data only to the bodies we need for the purposes described above. Service providers that process data for us are bound by contract under Art. 28 GDPR. You will find a current list with task and location on our homepage (martini-software.com) in the Legal section.

We disclose data to authorities and courts only if we are legally obliged to do so.

12. Transfers to countries outside the EU

Some of our service providers are based in the USA or belong to companies there. We transfer data there only on one of the two bases that the law provides for this:

• Adequacy decision (Art. 45 GDPR). On 10 July 2023, the European Commission decided that the USA ensures an adequate level of protection for companies that participate in the “EU-U.S. Data Privacy Framework” (Implementing Decision (EU) 2023/1795).
• Standard contractual clauses (Art. 46 (2) (c) GDPR). These are standard data protection clauses adopted by the European Commission (Implementing Decision (EU) 2021/914).

You can obtain a copy of the safeguards on request to the e-mail address given in section 1. You can check participation in the Data Privacy Framework at dataprivacyframework.gov.

13. How long we keep data and how you delete it

Deletion in the web portal. You can delete your account in the web portal (as the sole Admin of a Project with further Members, subject to the condition set out below); the app takes you straight there from “Privacy & account deletion”. In doing so, your account, your profile, your consents, your Project memberships, your push tokens and all further data attached to your account are deleted immediately. Excepted are the records of your acceptance of the Terms and of the data processing agreement (AVV) (section 14 numbers 4 and 5). At the e-mail service provider, we request the deletion of your log; it is completed after one month at the latest. Security and counter data for attack defence are removed automatically after 7 or 30 days. Your data is therefore removed from our systems no later than 31 days after the deletion, subject to the exceptions in section 14.

If you are the sole Admin. If you are the sole Admin of a Project that has further Members, the portal allows the deletion only once you have transferred administration to someone else. Otherwise the Project would be left without administration.

Database backups. We make daily backup copies of the database and keep them for 7 days. If you have deleted your account, it can therefore remain in a backup copy for up to 7 more days. We use the copies only for recovery after an outage; after that they are overwritten. If we restore a copy, we delete again the accounts that you have deleted in the meantime.

14. What remains after a deletion

1. Invoices and accounting records for eight years, beginning at the end of the calendar year of the invoice, because the law requires it (§ 14b UStG, § 147 AO). Licence and licence period records remain, without a link to your account. We keep the order confirmation for six years, beginning at the end of the calendar year of sending, because it is a business letter (§ 257 (1) no. 3 HGB (German Commercial Code), § 147 AO).
2. Crash reports at Sentry for up to 90 days after the report (section 8). They contain no account details.
3. What a production holds about you in a Project belongs to the production and remains until it deletes it (section 10).
4. A record of your acceptance of our Terms. The record consists of a random identifier, the name and version of the document, the language, the time, the occasion, for a purchase the order number, and a coded value of your e-mail address. The coded value is not a readable address: we form it with a secret key that is not held in the database. With it, we can find the record only if you tell us your address, for example because you accuse us of something or ask about it. We keep it until the end of the third calendar year after the year in which you deleted your account. If it belongs to a purchase, we keep it for six years, beginning at the end of the calendar year of the order (§ 257 HGB, § 147 AO); the invoice, which we keep for eight years (number 1), names the e-mail address of your account, which is how we assign the record to you. We access the record only if a dispute is threatened or you ask about it. Every access is logged. The basis is our legitimate interest in defending ourselves against claims and in showing that the Terms apply (Art. 6 (1) (f), Art. 17 (3) (e) GDPR; under § 305 (2) BGB (German Civil Code) we bear the burden of proof for this); in the case of a purchase, the retention obligation for invoice and order is added (§ 14b UStG, § 147 AO, § 257 HGB; Art. 6 (1) (c), Art. 17 (3) (b) GDPR). You can ask us to delete this record earlier, to the extent that it does not belong to a purchase; we do so except to the extent that Art. 17 (3) GDPR precludes it (section 15).
5. A record of a Project's data processing agreement (AVV), if you have accepted it. It consists of the Project identifier, the company as you stated it, your name, the version, the language, the time and a coded value of your e-mail address (as under number 4). It belongs to the Project: we keep it for as long as the Project exists, and for six years from the end of the year in which the Project was deleted (§ 257 HGB, Art. 6 (1) (c) GDPR; additionally Art. 6 (1) (f), Art. 17 (3) (e) GDPR and the obligations of proof under Art. 5 (2) and Art. 28 (3) GDPR). We continue to store your name in it after you have deleted your account. Through the coded value, we can find the record until the end of the third calendar year after the deletion of your account, after that only through the Project. We access it only if a dispute is threatened or you or your company ask about it. You can ask us to delete your name and the coded value from the record; the particulars of the contract itself (Project, company, version, time) remain, because the AVV is a contract of your company.
6. Your request about data protection rights and our answer, three years.
7. Your e-mails to us and our replies, for as long as section 9 states.

15. Your rights

Under the General Data Protection Regulation, you have the following rights where we process your data under our own responsibility:

• The right of access to your data and its processing (Art. 15 GDPR),
• the right to rectification of inaccurate data (Art. 16),
• the right to erasure (Art. 17),
• the right to restriction of processing (Art. 18),
• the right to data portability, in a machine-readable format (Art. 20),
• the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal (Art. 7 (3)),
• the right to lodge a complaint with a supervisory authority (Art. 77).

Automated account deletion and data export you carry out yourself in the web portal. For deletion requests going beyond that, or any other concern, write to the e-mail address given in section 1. We reply within one month at the latest (Art. 12 (3) GDPR). So that unauthorised persons do not obtain your data, we check where necessary that the request comes from you. If your request concerns data that a production has entered, section 10 applies.

Complaint. You can complain to any data protection supervisory authority, in particular to the one responsible for your place of residence or work. The authority responsible for us is the Berlin Commissioner for Data Protection and Freedom of Information:

Berliner Beauftragte für Datenschutz und Informationsfreiheit

Alt-Moabit 59–61, 10555 Berlin

mailbox@datenschutz-berlin.de

Information about your right to object

You have the right, on grounds relating to your particular situation, to object at any time to the processing of personal data concerning you that we base on our legitimate interest (Art. 6 (1) (f) GDPR). We will then no longer process the data unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims. If you object to advertising, we will no longer process your data for that purpose. To do so, write to the e-mail address given in section 1.

16. Obligation to provide data, automated decisions

Which details you must provide is stated for each processing operation above. Without the details for account and purchase, we cannot perform the contract. Everything else (push notifications, the permission to contact you about a crash report, promotional e-mails) is voluntary. No automated decision-making, including profiling, under Art. 22 GDPR takes place.

17. Changes to this notice

We adapt this notice when our processing changes, for example when a new product is added. The version currently in force, with date and version number, is at https://martini-software.com/legal/datenschutz/en; we keep earlier versions. If we plan a material change, for example a new purpose for your data, we will inform you by e-mail or in the app before the new processing begins.

Version history