Prospero Labs, LLC Privacy Policy

Last Updated: June 30th, 2026

Prospero Labs is committed to protecting the privacy of your data. This privacy policy explains how Prospero Labs, LLC (”we” or “us”) collects, uses, and discloses personal information. It also tells you how you can access and update your personal information and describes the data protection rights that may be available under your country's or state's laws, such as the General Data Protection Regulation (“GDPR”), including (in the European Economic Area ("EEA") and UK) a right to object to some processing that we carry out or, where we rely on consent, how to withdraw that consent. By using the Prospero hosted services or visiting prosperoapp.com (”the app”), you acknowledge you have been informed of and consent to our practices with regard to your personal information and data.

Unless otherwise stated, we act as the data controller for the data processing operations described in this privacy policy.

We may provide additional information about our privacy practices in other places. For example, when you apply for a job with us.

What information does Prospero collect?

User-generated data

We built Prospero to help you manage and share your venue schedule and production logistics. That means you can input, upload, or store in Prospero various types of data, including but not limited to:

Calendars and events.
Contact information, including names, pronouns, emails, phone numbers, and images.
Locations, including addresses and images.

We refer to the information above as “user-generated data”. We also access — if you choose to authorize it — third-party services on your behalf:

Google Calendar API. We write data to your Google Calendar and access and collect that data via the Google Calendar API, including calendars and events. We only access calendars created by the app; we do not access your other calendars on Google Calendar. Prospero's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Microsoft Graph API. We write data to your Outlook Calendar and access and collect that data via the Microsoft Graph API, including calendars and events. We only access calendars created by the app; we do not access your other calendars on Outlook.

For all user-generated data and delegated third-party access, we act as a data processor only. That processing is governed by our Data Processing Agreement, not by this policy.

Information from website visitors

We collect and receive the following types of information when you visit our website:

Device information. We collect information about the number and type of devices you use to connect to the app, as well as information about the operating systems on those devices (i.e., iOS, Android, Windows).
Location information. We collect the IP address you use to connect to the app.
Usage data. For logged-in customers of the app, we collect and log data on how you and others access and use Prospero. For example, the act of creating a new event.

Some of this information is collected using cookies and related technologies. See below for further information on these technologies. We collect this information to better understand how visitors use our app, to improve our app and experience for visitors, and to monitor the security of the app.

Personal information

You may choose to interact with our app in ways that provide us with your personal information. In some instances, a user id is generated for the purpose of tracking page views and usage data in order to ascertain product performance and inform product development.

The amount and type of information we gather depends on the nature of your interaction with us, as well as the amount of information you choose to share. We may collect the following information in various circumstances:

Basic subscriber information. To open your account and process payments, we collect and receive basic information like your email address and, depending on how you purchase a subscription to our paid service, your billing address and other payment information.
Basic contact information. You may voluntarily provide personal information when you fill in forms on our website, such as when you request a demo, contact sales, subscribe to our newsletter, or participate in other marketing activities. This may include, but is not limited to, names, email addresses, phone numbers, organization names, roles, and titles.

In each case, Prospero collects such personal information only insofar as is necessary or appropriate to fulfill the purpose of your interaction with or your request to Prospero. We will not disclose your personal information other than as described in this privacy policy.

We may also collect limited personal data from publicly available channels, such as organization websites, or from certain third-party sources, such as industry conferences and events, to help identify potential customers, enhance our business contact database, and otherwise support our sales and marketing efforts.

What information does Prospero not collect?

Prospero does not intentionally collect sensitive or special category personal information, such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health, or data concerning a natural person’s sex life or sexual orientation.

Prospero's services are intended for organizations and their authorized representatives. As a data controller, Prospero does not knowingly collect information from, or direct our app specifically to, children under the age of 16. If we learn or have reason to suspect that an account holder is under the age of 16, we will close that account and delete their personal information.

Separately, when Prospero acts as a data processor on behalf of our customers, the customer, as controller, decides what personal data is entered into the platform. This may include data about individuals under 16 — for example, young performers or participants in youth programs. In that role we process such data only on the customer's documented instructions under our Data Processing Agreement, and the customer is responsible for the lawful basis, for obtaining any required parental or guardian consent, and for informing those individuals. That processing is governed by our Data Processing Agreement, not by this policy.

What lawful basis and purpose for processing personal information does Prospero have?

To fulfill a contract or take steps linked to a contract with you (GDPR Article 6(1)(b))

We use your personal information to:

administer access to our app and your accounts;
manage our customer relationships;
process orders, provide our products and services and send you service-related communications;
provide you with customer support;
process billing, invoicing, and subscription management;
send transactional communications such as confirmations, invoices, technical notices, and security alerts;
onboard you and facilitate your use of our products and services; and
verify your identity, manage authentication, and maintain the security of your account.

Legitimate interests (GDPR Article 6(1)(f))

We use your personal information:

to improve and personalize your experience with us and our app and to tailor communications to you;
to monitor and improve the performance of our products and services for administrative, security and fraud prevention purposes;
for our own internal functions, management and corporate reporting, and internal research and analytics;
to aggregate or de-identify personal information and use the resulting data for improving and developing our products, services, and internal systems;
to send you marketing and promotional communications about our products, features, and events, where you have not opted out of receiving such communications;
to enforce compliance with our Terms of Service and other policies or otherwise in connection with legal claims, compliance, regulatory and investigatory purposes as necessary (including disclosure of such information in connection with legal process or litigation).

Consent (GDPR Article 6(1)(a))

We may rely on your consent:

Where you ask us to send marketing information (e.g., newsletter updates) via a medium where we need your consent under applicable law (for example, email marketing in some countries);
Where you give us consent to place cookies or similar technologies;
To involve you in user research, interviews, surveys, or beta programs where we record or collect feedback beyond normal product use; and
On other occasions where we ask for your consent, for the purpose we explain at the time.

You may withdraw your consent to marketing emails at any time through the unsubscribe feature provided with the relevant marketing email or by contacting us using the details in the “How can I contact Prospero?” section of this policy.

How does Prospero use this information?

We have specific rules for how and when we use the information we collect. We are committed to protecting the privacy of your information. We use the information we collect to:

Perform and personalize our services. We use your information to provide you our services, including the app and to process transactions with you. Our systems analyze your data to power app features and to continually improve the app.
Sync with third-party services. We use your information — if you choose to authorize it — to sync your Prospero calendar data to your Google Calendar or Outlook Calendar in our capacity as data processor. We do not use the information collected from the Google Calendar API or Microsoft Graph API for any other purpose.
Maintain and improve our services. To provide troubleshooting and customer support, our team may need to access your information, such as your account email address. We may also use your information to improve the app such as debugging to identify and repair errors that impair existing intended functionality, conducting research for technological development and demonstration, and analyzing information to maintain or enhance the quality or safety of the app.
Protect against security threats, abuse, and illegal activity. As part of our efforts to protect your account and the functionality of the app, our systems may analyze your data to detect spam, malware, or other potential security concerns.
Communicate with you. We use your information to communicate with you in order to send important messages such as administrative messages, technical notices, or security alerts. If we learn of a security system breach, we may attempt to notify you and provide information on protective steps, if available, through the email address or other contact information that you have provided to us or by posting a notice on our website and/or via other communication platforms. Depending on where you live, you may have a right to receive such notices in writing.
Comply with laws. Prospero Labs also uses information to satisfy applicable laws or regulations, and discloses information in response to legal process or enforceable government requests, including to law enforcement. For more information, please visit the section “How does Prospero share my information?” of this Privacy Policy.
Market and promote our services. In accordance with your communication preferences, we may use your information to send you promotional communications that may be of specific interest to you, such as information about new products and features, tips for using Prospero, special offers, and information about how Prospero works with products and services from our business partners. These communications are aimed at maximizing what you get out of the app. You may unsubscribe from promotional communications at any time by following the instructions provided in emails. You will continue to receive essential app-related and account-related information (such as notification that your paid subscription is about to expire), even if you unsubscribe from promotional emails.

How does Prospero share my information?

Prospero Labs is not in the business of selling or renting your personal information. We do not share your information with any third parties for their own advertising purposes. The following are instances when we may disclose your information — and even then only the minimum information necessary.

Service providers and partners

We disclose your information with our trusted service providers and partners to manage or support certain aspects of our business operations. These service providers may process your personal information on our behalf for purposes such as cloud hosting, analytics, marketing, customer support, communication, or internal operations.

Prospero only shares your personal information with service providers that (i) need to know that personal information in order to process it on Prospero’s behalf, help power our products and operate our business, or to provide services available in the app, and (ii) that have agreed to follow data privacy and security requirements and to follow our instructions.

Examples of the service providers and partners we currently use include:

Cloudflare - cloud data hosting and infrastructure
GitHub - open- and closed-source code repositories
Better Stack - error monitoring tool
PostHog - product analytics tool
Stripe - payment processor
Intercom - customer support tool
Figma - design tool
Slack - internal communications tool
Linear - internal project management tool
Google Workspace - internal collaboration tools
Close - customer relationship management
Beehiiv - email marketing tool

This list is meant to be representative and not exhaustive. We may engage additional or different service providers and partners over time as we see fit to support our business needs. Our service providers and partners are required by contract to safeguard any personal information they receive from us and are prohibited from using the personal information for any purpose other than to perform the services as instructed by Prospero.

Subsidiaries and affiliates

Prospero is a global business, headquartered in the United States. Your personal information collected by us in accordance with this privacy policy is used and shared by Prospero with our subsidiaries and affiliates, including our subsidiary based in the Netherlands (Prospero Labs B.V.) for the purposes of providing the app, delivering our products and services, managing your accounts, hosting, IT, security, support, billing, marketing, and communications.

In the event of a merger, sale, or reorganization of all or part of our business, information covered by this policy may be transferred in connection with that deal.

Legal requirements

We vigilantly protect the privacy of your account. We will not disclose your information to law enforcement or other governmental authorities unless we believe it is required to comply with warrants, court orders, subpoenas, or other lawful government requests.

We narrowly interpret all information requests, and we only disclose user-generated data in your account that is specifically in response to a government warrant or where you have provided your explicit consent. We will notify you if we believe we are compelled to comply with a third party’s legal demand for your information.

In addition, in rare cases, we may share your information as necessary to investigate or take action regarding illegal activities, suspected fraud, or potential threats against persons, property or the systems on which we operate the app, or as otherwise necessary to comply with our legal obligations.

User-generated data

Your user-generated data is private unless you decide you want to share it. You may choose to share using public links, but these are optional. Any information that you include in public links can be read, collected, and used by anyone and could enable others to send you unsolicited messages. Prospero enables you to determine whether to share personal or otherwise sensitive information in public links. Prospero is not responsible for any publication or use of any information you choose to post in these locations.

When you use public link features, the information you include in those links is no longer private to you. For example, by publishing or sharing any portion of your user-generated data, you may be enabling each recipient of the link to access, use, display, perform, distribute, and modify that material.
Depending on the permission levels you set when sharing user-generated data, anyone who has access to the shared material may be able to see the data and information about when the data was created.
We also may disclose information about you to third parties whenever you consent to or direct such sharing. This includes, for example, if you connect your Prospero account with a third-party app via your Integrations Settings. If you connect your Prospero account to these third-party services, you may be giving the partner access to some or all of your user-generated data. Providing such access is entirely voluntary, and you’ll receive notice and must agree to such access before it is granted. Please consider your selection of such applications and services, and your permissions, carefully. We encourage you to review each party’s contract terms and privacy policy.

International transfer of personal information

The app is hosted in the United States and worldwide, including the UK and the Netherlands, and the personal information we process on behalf of our customers in our role as data processor will be stored on our servers in the United States. Information about our customers is processed in the United States and the Netherlands by us, and may be processed elsewhere by the service providers and partners that we use to manage and support our business. Our service providers, employees, contractors, and affiliated organizations that process information for us as described above may be located in the United States, the Netherlands, or in other countries outside of your home country, which may have different data protection standards to those which apply in your home country.

Where your personal information is transferred outside of the EEA and UK and where this is to a country which is not subject to an adequacy decision by the EU Commission or considered adequate as determined by applicable data protection laws, we will take steps to ensure your personal information is adequately protected by safeguards such as Standard Contractual Clauses approved by the EU Commission or by the UK Government ("SCCs"). A copy of the relevant mechanism can be obtained for your review on request by using the contact details in the "How can I contact Prospero?" Section of this privacy policy.

How does Prospero use cookies and tracking technologies?

A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Prospero uses cookies to help us identify and track visitors, their usage of the app, and their app access preferences. Prospero visitors who do not wish to have cookies placed on their computers may set their browsers to refuse cookies before using the app. Disabling browser cookies may cause certain features of the app to not function properly.

We do not use third-party advertising cookies or tracking technologies to track you across other websites or sell your personal information for advertising purposes. We do use a limited set of cookies and similar technologies for essential functionality, customer support, and product analytics.

“Do Not Track” is a privacy preference you can set in your browser if you do not want online services to collect and share certain kinds of information about your online activity from third-party tracking services. Prospero does not track your online browsing activity on other online services over time and we do not permit third-party services to track your activity on our site as part of any similar scheme. Because we do not share this kind of data with third-party services or permit this kind of third-party data collection for any of our users, we do not need to respond differently to an individual browser’s Do Not Track setting.

How does Prospero adhere to global privacy practices and what are my rights?

Information we collect may be stored and processed in the United States and the Netherlands in accordance with this privacy policy but we understand that users from other countries may have different expectations and rights with regard to their privacy. For all website and app visitors and customers, no matter their country of location, we will:

provide clear methods of unambiguous, informed consent when we do collect your personal information and where required by applicable law;
only collect the minimum amount of personal information necessary for the purpose it is collected for, unless you choose to provide us more;
offer you simple methods of accessing, correcting, or deleting your information that we have collected, with the exception of information you voluntarily provide that is necessary to retain as is for the integrity of our project code as described further below; and
provide app customers notice, choice, accountability, security, and access, and we limit the purpose for processing. We also provide our customers a method of recourse and enforcement.

Where our subsidiary within the Netherlands processes your personal information or where we process personal information of individuals located in the EEA, Switzerland or the UK, you are entitled to the following rights with regards to your personal information:

Right of access to your personal information, to know what information we hold about you.
Right to correct any incorrect or incomplete personal information about yourself that we hold.
Right to restrict/suspend our processing of your personal information.
Right to complain to a supervisory authority if you believe your privacy rights are being violated. In the UK, this will be the Information Commissioner.

Additional rights that may apply to you in certain instances:

Right of data portability (if our processing is based on consent or a contract and the processing carried out by automated means);
Right to withdraw consent at any time (if processing is based on consent). If you ask to withdraw your consent, this will not affect any processing which has already taken place at that time.
Right to object to processing (if processing is based on legitimate interests)
Right to object to processing of personal data for direct marketing purposes
Right of erasure of your personal data from our system ("right to be forgotten") if certain grounds are met

These rights may be limited, for example if fulfilling your request would reveal personal information about another person, or if you ask us to delete information which we are required by law or have compelling legitimate interests to keep.

Where we collect personal information to administer your accounts or your contract with us or to comply with our legal obligations, this is mandatory and we will not be able to manage our relationship with you without this. In all other cases, the provision of requested personal information is optional, but this may affect your ability to participate in certain app-related activities or being able to access and use certain features and services, where the information is needed for those purposes.

To exercise your privacy rights, you can email us at the address given below in the "How can I contact Prospero?" section of this privacy policy.

How long does Prospero store my information?

We make the user-generated data you store in Prospero readily accessible to you, until you make the decision to delete it. The app’s back-up systems may retain residual copies of your deleted data for up to one year.

For users who are inactive for extended periods of time, we may close your account to satisfy our obligations under applicable law. If that happens, we will try to notify you before taking any actions.

Our retention of your personal information is based upon several factors, including the length of time necessary to fulfill the purposes outlined in this Privacy Policy, to make the app available to you, to demonstrate that we have fulfilled our business and legal duties and obligations and contractual commitments, or as instructed by you, unless a longer period is required or permitted by law.

You can delete your user-generated data at any time, and you can stop using the app at any time.

For more information on our retention periods, you can email us at the address given below in the "How can I contact Prospero?" section of this privacy policy.

How can I manage my information stored in Prospero?

In most cases, you can manage your information by logging into your account and editing your information directly within the app.

If you prefer, you can contact us at privacy@prosperoapp.com to ask us to provide access to, correct, update, or delete your personal information. Residents of certain regions may have additional or different rights in your personal information.

Data Processing Agreements

If you need to enter into a Data Processing Agreement with us, please contact us at support@prosperoapp.com.

Changes to this Privacy Policy

We reserve the right to update or modify this privacy policy at any time, and such changes will be effective immediately upon posting the revised policy on our website.

How can I contact Prospero?

If you have any questions or concerns about this privacy policy or you wish to make a complaint about our compliance with applicable privacy laws, please email us with the subject line “Privacy Concern” at privacy@prosperoapp.com or by postal mail at:

Prospero Labs, LLC
3026, 44th Ave. W
Seattle, WA 98199 USA

Prospero is established in the European Union (and the EEA) by our subsidiary, Prospero Labs B.V., who can also be contacted at privacy@prosperoapp.com or via postal mail at:

Prospero Labs B.V.
The Hague Tech
Waldorpstraat 5
2521 CA The Hague
The Netherlands

We have appointed a UK representative who can also be contacted at privacy@prosperoapp.com.