Privacy notice

Controller

Ensemblum, Italia, email ensemblum.team@gmail.com. No data protection officer has been appointed (not required).

What data we process

Account: email, name, language, role, date of acceptance of the terms.

Orchestras: organisation name, city and country, conductor, description, references, website; published requests with calendar, venue, fee, expenses and on-site contact.

Musicians: instruments, city and country of residence and approximate city coordinates (to compute distances), countries and radius in km you work in, availability, declared qualification, short bio, answers to requests, engagements, ratings received and given, replies to ratings, reasons for any withdrawal.

Colleagues named as backups: name, email and instrument provided by the Musician.

Rooms and rides board: departure city, seats, notes.

Technical data: IP address processed only in memory to limit abuse, short-lived server logs, login session, API keys and calendar links (stored hashed or random).

Résumés and events

If you create a résumé, the data you enter is visible to registered orchestras and, only if you make it public, to anyone with the link; we never show email or phone. Files uploaded for import are read to extract their text and are not stored.

If you plan an event, suitable ensembles see the event details; name, email and phone are seen only by the ensemble you choose, after confirmation. Costs entered by an ensemble are visible only to that ensemble.

Why and on what basis

Providing the Service and managing the account (performance of a contract, Art. 6(1)(b) GDPR).

Showing the verified career and ratings, computing distances, suggesting candidates, alerting backups named by a colleague, preventing abuse and ensuring security (legitimate interest, Art. 6(1)(f): running a reliable and fair service; you may object at any time).

Handling notices and authority requests, keeping proof of acceptance (legal obligations and legitimate interest, Art. 6(1)(c) and (f)).

We do no advertising profiling, sell no data and take no automated decisions with legal effects: suggestions are explained and the Orchestra always chooses.

Who sees your data

Orchestras see Musicians who answer their requests and their career; Musicians see requests that fit them and Orchestras' public profiles. The on-site contact and the board are visible only to those confirmed for the same production.

Processors acting on our behalf: Hetzner Online GmbH (servers in Germany); Resend, Inc. (email delivery, USA, with standard contractual clauses and the Data Privacy Framework).

External services used only when you click: Google Maps (maps and routes), Booking.com and Airbnb (lodging). From then on their own policies apply. For distances we query OpenStreetMap with the city name only, without personal data.

How long

Account and linked data: while the account is active; on deletion they are erased, except backup copies rotated within 14 days.

Login links: 30 minutes. Sessions: up to 60 days. Unaccepted invitations: 6 months. Board notes: 60 days after the production. Closed notices: 12 months. Platform event log: 24 months.

Cookies

We use only strictly necessary technical cookies (login session and temporary messages). No third-party profiling or analytics cookies, hence no banner.

Your rights

Access, rectification, erasure, restriction, objection and portability (Arts. 15-21 GDPR). You can download your data and delete your account from the Account page, or write to ensemblum.team@gmail.com. You may complain to the Italian data protection authority (garanteprivacy.it) or to the authority of your country.

If you received an email because a colleague named you as a backup, you can ask not to be contacted again with the link in that email.

Minors

The Service is for people aged 18 and over.

Changes

Version of 2026-11-01. Material changes will be communicated at your next login.

Version of 2026-11-01