Privacy Policy

Last updated: 30 July 2026

Overview

At Sessionwire, we are committed to protecting your privacy. This Privacy Policy explains when and how Sessionwire Communications Inc. ("we," "us," or "our") collects, uses, discloses, and processes your personal information.

This policy applies to our websites at www.sessionwire.com and studio.sessionwire.io, to the Sessionwire desktop application and the Sessionwire Plugin Suite, and to all Sessionwire products and services, however accessed.

Our practices are guided by Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's Anti-Spam Legislation (CASL), and, where applicable, the General Data Protection Regulation of the European Union (GDPR) and the United Kingdom General Data Protection Regulation (UK GDPR).

Personal Information Defined: Personal information is any data that can identify or contact you directly, such as your name, email address, mailing address, phone number, and payment details, or other information needed to deliver the products and services you request. In some cases, an IP address may also be considered personal information.

We follow the 10 core privacy principles set out below, and have established policies, safeguards, and processes to uphold them. Sections 11 to 13 address international transfers, GDPR and UK GDPR rights, and age requirements.

1. Accountability

Sessionwire is responsible for the personal information under our control. A Sessionwire representative oversees compliance with this Privacy Policy and with applicable privacy law, though day-to-day tasks may be handled by authorized team members. Contact us at info@sessionwire.com.

We engage third-party service providers to help us deliver our products and services. These providers process personal information on our instructions and are bound by written agreements requiring adherence to PIPEDA, to the GDPR and UK GDPR where applicable, and to Sessionwire's privacy standards. We conduct periodic reviews to confirm their compliance.

The categories of service provider we use are: cloud object storage and file hosting; real-time audio and video communications infrastructure; customer relationship management and business systems; database hosting; payment processing; transactional and marketing email delivery; error logging and application diagnostics; and referral and affiliate program administration.

A current list of our named service providers is available on request from info@sessionwire.com. Business and institutional customers who enter into a Data Processing Agreement with us receive the named list as a schedule to that agreement, together with a commitment to notify them of changes.

2. Identifying Purposes

We collect personal information only for clear purposes, explained at or before collection if not already obvious. These primary purposes include: delivering the products or services you request; processing payments, including recurring payments you authorize; communicating with you about your use of our products or services; verifying your registration for access and support; and notifying you of critical updates or changes to our offerings, including changes to our Terms, End User License Agreement, or this Privacy Policy.

We also collect log and diagnostic data, including IP address, access times, application version, operating system, browser version, crash reports and performance data, for security, troubleshooting, service improvement and aggregated reporting. This data is stored separately from other personal information.

For secondary purposes, such as informing you about new or updated Sessionwire products and services, or inviting you to participate in surveys or feedback collection, we rely on your consent. See section 3.

Discover. Discover is our in-platform search feature, which helps members find and connect with other members. When you perform a search, Discover matches against information in public member profiles, including Display Name, location, About text, work information, skills, gear, and credits. Discover also offers audio-based search. Where a member has enabled the Discoverable setting on an audio file, Sessionwire analyses that file to create a numerical representation of its sound, sometimes called a vector or fingerprint, which is stored so that the file can be compared against other audio and returned in relevant search results. This analysis is used only to enable search and matching. It does not generate, reproduce, or synthesise audio, and it is not used to create any generative model. Audio is analysed in this way only where the member has enabled the Discoverable setting on that specific file, independently of whether the file is shown on their profile. A member may disable the Discoverable setting on any file at any time, after which it is no longer used for search.

Searching with audio. Discover allows you to upload an audio file, or describe a sound in words, in order to find members with similar-sounding music. Where you upload a file to search with, we analyse it only to perform your search. The numerical representation generated from your uploaded file is used to return results and is never stored. The uploaded file itself is held only briefly in a dedicated temporary location, is never added to your Sessionwire Vault or associated with your library, and is automatically deleted within 24 hours. We do not use files you upload to search with to build or improve our search index.

We do not keep a log of the searches you perform in Discover or of the member profiles you view.

Your personal information will not be shared with third parties without your consent, except: where necessary to fulfil your service request, such as payment processing, with providers bound by privacy safeguards; to comply with legal obligations, including court orders and lawful requests from law enforcement; to establish, exercise or defend legal claims, including contractual disputes relating to your use; to investigate unlawful account activity or breaches of our Terms; or to protect the safety of users or the public in an emergency.

3. Consent

We collect, use, and disclose your personal information with your knowledge and consent, unless permitted or required by law. Sensitive information requires your explicit consent. We do not sell your personal information, and we do not rent it.

Marketing communications. If you are located in the European Economic Area or the United Kingdom, we will send you marketing communications only where you have given your prior express consent, and you may withdraw that consent at any time. If you are located elsewhere, you may receive marketing communications about Sessionwire products and services in connection with your membership, and you may unsubscribe at any time using the link in the footer of any marketing email or by updating your preferences at studio.sessionwire.io. Withdrawing marketing consent does not affect service and account communications, which are necessary to provide the Services and which you cannot opt out of while you hold an Account.

For primary uses such as service delivery, withdrawing consent means terminating your Account. You may do this at any time as described in section 14, or by contacting support@sessionwire.com. We will respond to requests relating to consent within 10 business days.

4. Limiting Collection

We collect personal information only for identified purposes, using fair and lawful means, such as: when you sign up for free or paid services; when you provide payment details; when you contact us for support or information; when you install or use the Sessionwire desktop application or Plugin Suite; or when an authorized third party shares your data with us. Optional information will be clearly marked as such.

We use cookies to enhance our services. A cookie consent banner appears when you visit our websites, allowing you to accept or customize your preferences before non-essential cookies are set. Persistent cookies store login credentials, while session cookies track usage trends. Blocking cookies via browser settings may limit some features. Third-party websites linked from our sites may set their own cookies; review their privacy policies for details.

5. Limiting Use, Disclosure, and Retention

Your personal information is used or disclosed only for its original purpose, unless you consent otherwise or the law permits or requires otherwise. Legal requests for data are verified, and we will notify you of disclosures where we are permitted to do so.

Retention. We retain personal information only for as long as necessary for the purposes for which it was collected, or as required by law. Our standard retention periods are:

Account information: for the duration of your membership, and for 30 days after your Account is terminated or deleted.

Content stored in Sessionwire Vault: for the duration of your membership, and for 30 days after termination.

Billing and transaction records: six years from the end of the relevant tax year, as required by Canadian tax law.

Support correspondence: 24 months from the date the matter is closed.

Log and diagnostic data: 12 months from collection.

Discover audio fingerprints: a numerical representation of a member's Discoverable audio is retained for as long as the member keeps the Discoverable setting enabled on the file, and is removed when the setting is disabled or the file or Account is deleted. Files uploaded to search with on the Reference tab are held in a temporary location and automatically deleted within 24 hours; the numerical representation generated from them is never stored.

Marketing preferences and unsubscribe records: retained for as long as necessary to honour your preferences, including after Account deletion, so that we do not contact you again in error.

At the end of the applicable period, personal information is securely destroyed or irreversibly de-identified. Retention may be extended where necessary to comply with a legal obligation or to establish, exercise or defend a legal claim.

Where Sessionwire co-hosts events with third-party partners, attendees will be informed at the point of registration if their data will be shared with those partners for marketing purposes, and explicit consent will be obtained at that time.

6. Accuracy

We strive to keep your personal information accurate, complete, and up to date for its intended purposes. Update your details by signing into your account at studio.sessionwire.io or by contacting support@sessionwire.com.

7. Safeguards

We protect your data with security measures appropriate to its sensitivity, including encryption in transit and at rest, access controls, and periodic review of our providers.

Sessionwire Vault. Files you store in Sessionwire Vault are encrypted in transit and at rest by our storage provider. Sessionwire is able to access files stored in Vault. We do not access your files as a matter of routine. Where access is necessary to provide support, resolve a technical issue, or restore data, we will ask your permission first and proceed only if you agree. We may access files without asking first only where we are required to do so by law or legal process, or where it is necessary to investigate a credible report of unlawful content or a threat to the safety of users or the public.

Passwords. You must keep your password secure. We store passwords in encrypted form and cannot retrieve them. You can reset your password by email from the Sign In or Account Info page at studio.sessionwire.io.

Breach notification. We maintain a record of security breaches involving personal information. Where a breach creates a real risk of significant harm, we will report it to the Office of the Privacy Commissioner of Canada and notify affected individuals as soon as feasible, in accordance with PIPEDA. Where the GDPR or UK GDPR applies, we will notify the relevant supervisory authority within 72 hours of becoming aware of a breach where required, and will notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms. These obligations apply whether the breach originates in our systems or those of a service provider.

8. Openness

This Privacy Policy summarizes our practices. Updates will be posted here and material changes will be highlighted for 30 days before taking effect. We will not apply materially different practices to personal information already collected without your consent. For detailed inquiries, email info@sessionwire.com.

9. Individual Access

Submit written requests to support@sessionwire.com to learn about the existence, use, or disclosure of your personal information. We will respond within 10 business days, providing access or explaining any legal limits on access. You may request correction of inaccurate data. There is no charge for a first request; we may charge a reasonable fee for repeated or manifestly excessive requests, and will tell you before doing so.

10. Challenging Compliance

We investigate privacy complaints. Contact info@sessionwire.com or support@sessionwire.com with your concerns. We aim to resolve issues within 30 days, providing updates by email as needed, and may consult external experts before a final response. Valid complaints will prompt changes to our policies or practices.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner of Canada. If you are in the European Economic Area or the United Kingdom, you may also complain to your local data protection supervisory authority.

11. International Transfers and Data Storage

Sessionwire is based in Canada. Personal information we collect is processed in Canada and may be transferred to, stored in, and processed in the United States and other countries where our service providers operate. Those countries may have privacy laws that differ from those in your country of residence, and personal information may be accessible to law enforcement and national security authorities in those jurisdictions in accordance with local law.

Where we transfer personal information out of the European Economic Area or the United Kingdom, we rely on the European Commission's adequacy decision in respect of Canada, or on Standard Contractual Clauses together with the UK International Data Transfer Addendum where required, and we take additional measures where necessary to ensure an appropriate level of protection.

You may request information about the safeguards applied to a specific transfer by contacting info@sessionwire.com.

12. Your Rights Under the GDPR and UK GDPR

If you are located in the European Economic Area or the United Kingdom, you have the following rights in respect of your personal information: the right of access; the right to rectification of inaccurate data; the right to erasure, sometimes called the right to be forgotten; the right to restrict processing; the right to data portability, meaning the right to receive your data in a structured, commonly used and machine-readable format; the right to object to processing carried out on the basis of our legitimate interests; the right to withdraw consent at any time where processing is based on consent; and the right to lodge a complaint with a supervisory authority.

To exercise any of these rights, email info@sessionwire.com or support@sessionwire.com with your request and proof of identity. We will respond within one month, and will tell you if we need to extend that period, which we may do by up to two further months for complex requests.

Legal bases for processing. We process personal information on the following legal bases: performance of a contract, where processing is necessary to provide the Services you have signed up for; consent, for marketing communications and for optional features; legitimate interests, for service improvement, security, fraud prevention and the defence of legal claims, where those interests are not overridden by your rights; and legal obligation, where we are required to process or retain information by law.

13. Age Requirements

Sessionwire is not directed at children. You must be at least 16 years old to create a Sessionwire Account. If you are under the age of majority in your jurisdiction, you may use Sessionwire only with the consent and supervision of a parent or legal guardian.

We do not knowingly collect personal information from anyone below the minimum age. If we become aware that we have collected personal information from a person below the minimum age without appropriate consent, we will delete it promptly. If you believe a child has provided us with personal information, contact info@sessionwire.com.

Where Sessionwire is provided through an educational institution, that institution is responsible for obtaining any parental or guardian consent required for students below the age of majority.

14. Deleting Your Account and Data

You can delete your Account at any time: sign into your account, navigate to the Account Info page, click Delete Account, and confirm your decision. This action is irreversible. Your Account and associated data will be permanently deleted within 30 days of confirmation, subject to the retention periods set out in section 5 and to any legal obligation requiring us to retain specific records.

You may also request deletion by contacting support@sessionwire.com.