Privacy Policy
v1.0
Last updated 23 August 2026
Who we are and what this policy covers
sunstonesystems.co is a client portal operated by Sunstone Systems ("we", "us"), registered at [ADDRESS NEEDED]. It connects our production team with the clients reviewing and approving their video work.
This policy explains what information the portal collects, why we collect it, who we share it with, how long we keep it, and what you can ask us to do with it. It covers both the staff surface and the client surface, and it covers the LinkedIn account connection described in section 5. We are the controller of the information described here.
Information we collect
We collect four kinds of information.
Account information — Your name, email address, and the organization you belong to, provided when your account is created. Passwords are stored only as a scrypt hash — we never hold the password itself.
Content you upload or write — Video files and versions, comments, timestamped notes, draw-on-frame annotations, brand assets, and file attachments you or your team add to a project.
Activity information — What you do in the portal — approving a cut, requesting changes, replying to a comment — and when, so the activity feed, notifications, and project history reflect what actually happened.
LinkedIn information — Only if you choose to connect a LinkedIn account. Nothing is collected from LinkedIn unless you complete that connection. See section 5.
We do not buy personal information from data brokers, and we do not collect information about you from other sources.
How we use information
We use it to operate the portal: to show you the right projects and videos, route comments and approvals to the right people, notify you when something needs your attention, keep an accurate history on each project, and — where you have connected a LinkedIn account — publish the posts you ask us to publish and show you the results.
What we never do:
We do not sell your personal information, and we never have.
We do not use your information, or anything retrieved from LinkedIn, for advertising.
We do not run advertising trackers, cross-site tracking, or third-party analytics in the portal. There is no analytics SDK in this product.
We do not use your content to train machine-learning models, and we do not sell or license it to anyone who does.
We do not use anything we hold about you, from the portal or from LinkedIn, to make decisions about eligibility for credit, insurance, employment, or housing, or in any way that discriminates.
How we share information
Inside the portal, what you post is visible to the people on your project — your own team and the studio. We do not share your information with anyone else except the service providers below, who process it only to run the portal on our behalf:
Cloudflare (R2 and Stream) — Stores and delivers uploaded files and video. Used when the portal is configured for cloud storage.
Resend — Sends transactional email — invitations, password resets, and review notifications.
Slack — Only if your studio connects a Slack workspace. Sends notifications into the channels you choose.
LinkedIn — Only if you connect a LinkedIn account. Receives the posts you ask us to publish. See section 5.
We may also disclose information if the law requires it, or to establish or defend a legal claim. If we are ever involved in a merger or sale, we will tell you before your information becomes subject to a different policy.
Connecting your LinkedIn account
Connecting LinkedIn is entirely optional. The portal works without it, and nothing below happens unless you complete the connection yourself and approve it on LinkedIn's own screen.
What we collect, and when
When you connect your account, we collect your LinkedIn name, headline, profile photo, primary email address, and your LinkedIn member identifier. After that, we retrieve information each time you use a LinkedIn feature in the portal — when you publish a post, and when you open a view that shows how your posts performed. This is a repeated collection, not a one-time import: we call LinkedIn again each time you use the feature.
When you open a view that shows engagement on one of your posts, we also retrieve the name, headline, and profile photo of the members who reacted to or commented on it, along with their comments, so we can show you who engaged. That information is displayed to you and cached briefly (see the table below); it is never stored, and we never build a profile of anyone from it.
How we use and disclose it
We use it to show you which account is connected, to publish the posts you ask us to publish, and to display the performance of those posts back to you. We do not disclose it to anyone else, we do not combine it with information bought from third parties, and we do not use it for advertising or profiling.
How long we keep it
LinkedIn caps how long some of this may be kept, and we apply those caps as maximums, not targets:
Your LinkedIn profile and member ID — Kept while the connection is active. Deleted when you disconnect, or when you ask us to delete it.
Your posts, comments, and their metrics — Held no longer than 48 hours, then re-fetched from LinkedIn when needed. We do not build a permanent archive of your LinkedIn activity.
Other people's profile data (for example, someone who comments on your post) — Cached no longer than 24 hours and never stored beyond that.
Your LinkedIn access token — Held only while the connection is active, and deleted immediately when you disconnect.
How to withdraw consent
You can disconnect LinkedIn from the portal at any time, which deletes the access token and the LinkedIn information we hold for you. You can also revoke our access directly from LinkedIn, under Settings & Privacy → Data privacy → Other applications → Permitted services. Withdrawing does not affect posts already published — those live on LinkedIn, and you delete them there.
How to request deletion
Write to us at scott@sunstonesystems.com and we will delete everything we hold that came from LinkedIn, including your access token. Your LinkedIn account itself is unaffected — it is yours, and it stays with LinkedIn.
You do not have to ask when your access ends. If your account is deactivated, or your organization stops working with the studio, we disconnect LinkedIn and delete everything we hold from it, including the access token, within ten days.
Cookies and local storage
We use no advertising or tracking cookies. The portal sets only what it needs to work:
Session cookie — Signed and HTTP-only, so it cannot be read by scripts. Keeps you signed in for up to 7 days.
Sidebar preference — Remembers whether you collapsed the sidebar. Contains no personal information.
Browser storage — Large uploads are tracked in your browser's local database so an interrupted upload can resume. Cleared when the upload finishes.
How long we keep information
Project and account information is kept while your organization's engagement with the studio is active, and for as long afterwards as we need it to meet legal and accounting obligations. LinkedIn information follows the shorter limits in section 5.
When your access ends, your account is deactivated rather than deleted: you can no longer sign in, but your comments, approvals, and uploads stay on the projects they belong to, so the project's history remains intact for the people still working on it. Anything from a connected LinkedIn account is the exception: it is deleted when your access ends, as section 5 describes. If you want the rest of your personal information removed as well, ask us (section 9) and we will do it.
One thing worth being plain about: when a record is deleted in the portal, it is removed from the live system and a copy is written to an internal archive, so that an accidental deletion can be investigated. That archive is not visible in the portal and is not used for any other purpose. If you ask us to erase your information rather than delete it, tell us, and we will purge the archive copy too.
How we protect information
Sessions use signed, HTTP-only cookies. Passwords are stored as scrypt hashes, never in readable form. Connected Slack credentials are encrypted at rest with AES-256-GCM. Video is served through signed, expiring URLs rather than public links. Access to the database is restricted to the application's own role, and staff and client surfaces are separated by a server-side gate rather than by hiding links in the interface.
No system is perfectly secure, and we will not claim otherwise. If a breach affects your information, we will tell you and the relevant regulator as the law requires.
Your privacy choices and rights
You can ask us to give you a copy of the information we hold about you, correct it, delete it, or stop using it in a particular way. You can also object to how we use it. To do any of these, write to scott@sunstonesystems.com.
We will confirm who you are before acting on a request — usually by replying to the email address already on your account — and we will respond within the time the law allows. We will not charge you, and we will not treat you differently for asking. If you are not satisfied with our answer, you may complain to your data protection authority.
Children
The portal is a business tool. It is not directed at children, and we do not knowingly collect information from anyone under 16. If you believe a child has an account, tell us and we will remove it.
Changes to this policy
If we change how we handle information, we will update this page and move the date at the top. If a change materially affects you — a new category of data, a new recipient, a longer retention period — we will tell you before it takes effect, not after.
How to contact us
Privacy questions and requests: scott@sunstonesystems.com. By post: Sunstone Systems, [ADDRESS NEEDED].
This policy is effective 23 August 20