Privacy Policy

1. Introduction

SmartMic Karaoke ("we," "us," or "our") operates the SmartMic Karaoke platform and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application and services. By using SmartMic Karaoke, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

Account Information

• Full name and display name (stage name)
• Email address
• Profile photo
• Bio and custom titles
• Social media profile URLs (Instagram, TikTok, Spotify, YouTube, Facebook, X, SoundCloud, Apple Music, Snapchat)
• Payment/tip platform URLs (Venmo, Cash App, PayPal, Square)
• Website URL

Usage & Activity Data

• Song selections and karaoke history
• Queue entries and position data
• Walk-up song selections and preferences (saved entrance music choices)
• Favorite songs and performance frequency
• Venue attendance and check-in history
• Photos and videos uploaded or tagged to your profile
• Messages sent through the platform (direct messages, duet requests)
• Notification preferences and interaction data
• Support tickets and feedback

DJ & Venue Operator Data

• Venue information (name, address, schedule, specials)
• Night analytics (signup counts, queue sizes, songs performed)
• Walk-up song metadata visible in the DJ queue (singer's walk-up song title, artist, album art — visible only to venue staff)
• Karaoke-Version account credentials (stored encrypted, used for library verification)
• AI Announcer voice settings and configuration
• Coupon and promotional campaign data
• Subscription and billing information

SMS & Phone Data

• Phone number (only when voluntarily provided for SMS "you're up next" notifications)
• SMS consent records (timestamp, consent text, phone number, venue, and associated queue entry)
• Phone numbers are used solely for one-time queue position notifications and are not used for marketing
• SMS consent records are retained for TCPA compliance auditing purposes

Crowd Voting Data

• Crowd Favorite votes (who you voted for, which rotation, which night)
• Voting data is used to determine rotation winners and update singer leaderboards

Automatically Collected Data

• Device type and browser information
• IP address and general location data
• App usage patterns and navigation
• Cookies and session data
• Browser geolocation (only when you grant permission — used for venue proximity checks, NOT stored or tracked)

Third-Party Music Services

• Walk-up song search queries are sent to Beatport (beatport.com) to retrieve song metadata (title, artist, BPM, key, label, album art). No personal data is transmitted — only search terms.
• When you provide a Spotify link for walk-up recommendations, the link is processed through Spotify's public oEmbed API to identify the artist/playlist name. No Spotify account credentials are accessed or stored.
• Song artwork may be fetched from Apple iTunes public search API. Only song titles and artist names are sent as search queries.
• AI-powered song recommendations use an LLM (language model) to generate suggestions based on artist or playlist context. No personal data is included in these prompts.

Marketing & Export Data

• DJs and venue operators with qualifying subscriptions may export aggregated customer data (names, emails, visit counts) for remarketing purposes
• Exported data may be used to create Facebook Custom Audiences, email marketing lists, and retargeting campaigns
• Exported data must be used solely for marketing YOUR venue events — resale or redistribution to unrelated third parties is prohibited
• SmartMic is not responsible for how exported data is handled by third-party advertising platforms (Facebook, Google, etc.)

3. How We Use Your Information

We use your information to:

• Provide and maintain the SmartMic Karaoke platform
• Manage your account and profile
• Process queue entries and manage live karaoke rotations
• Display your profile to other members (when public profile is enabled)
• Send notifications about queue position, tagged media, and social interactions
• Facilitate social features including follows, messaging, and duet requests
• Process subscription payments and plan upgrades
• Generate analytics for DJs and venue operators
• Improve our services and develop new features
• Respond to support requests
• Deliver AI-powered features including the DJ MIC chatbot, AI announcer, AI queue optimizer, and vocal coach
• Send one-time SMS notifications about queue position (only with explicit opt-in consent)
• Determine Crowd Favorite winners and maintain singer leaderboards

4. Photographer Platform Fees

SmartMic Karaoke provides a marketplace for event photographers to offer professional photo packages to karaoke singers at live events. The following terms apply to photographers using the platform:

• Platform Fee: SmartMic collects a 10% platform fee on all photo package sales processed through or facilitated by the SmartMic platform. This fee supports ongoing app development, hosting, customer discovery, and marketing.
• Fee Calculation: The 10% fee is calculated on the gross sale price of each photo package (Basic, Edited, or Premium tier) as set by the photographer.
• Payment: Photographers receive payments directly from customers via their configured payment methods (Venmo, Cash App, PayPal, Square, or cash). The platform fee is invoiced separately on a monthly basis or deducted from future earnings as applicable.
• Enrollment: Photographers must be registered through a participating DJ or venue operator. DJs and venue managers can search members and upgrade them to photographer status through the Members Admin panel.
• Pricing Control: Photographers retain full control over their package pricing, descriptions, and availability. SmartMic does not set or dictate photographer pricing.

4A. AI Karaoke Track Creator & Custom Song Commissions

SmartMic offers an AI Karaoke Track Creator service that generates karaoke videos with synchronized lyrics overlaid on user-supplied audio files. The following terms apply:

• User-Supplied Audio: Users upload their own MP3/audio files for AI processing. SmartMic does not provide, host, or distribute copyrighted music recordings. Users represent and warrant that they have the right to use the audio files they upload.
• Pricing: AI Karaoke tracks cost $10 per song. This covers AI processing, lyrics synchronization, video rendering, and permanent hosting.
• Commission Structure: Each AI Karaoke sale generates commissions:
  • DJ Commission: $1 per song, applied as a credit toward the DJ's monthly subscription plan.
  • Venue Commission: $1 per song sold at the venue's location, paid or credited as applicable.
• DJ Plan Credits: DJ commissions accumulate monthly and are applied as credits against the DJ's subscription fee at the next billing cycle. Credits do not carry over to subsequent months and cannot be redeemed for cash.
• Lyrics Data: Lyrics may be provided by the user or retrieved from third-party lyric databases. SmartMic does not guarantee lyrics accuracy and is not responsible for errors in user-provided or AI-retrieved lyrics content.
• Output Ownership: The generated karaoke video is licensed to the purchasing user for personal, non-commercial use at SmartMic-powered karaoke events. Redistribution, resale, or public broadcasting outside of SmartMic events is prohibited.
• No Licensing Guarantee: SmartMic does not provide or guarantee music performance licenses (ASCAP, BMI, SESAC). Venues are responsible for their own performance licensing. The AI Karaoke service processes user-supplied audio only.

5. Sharing of Information

We may share your information with third parties in the following circumstances:

• Service Providers: We share data with third-party services that help us operate the platform, including cloud hosting providers, email delivery services, AI/ML providers (for chatbot and voice synthesis), payment processors, and analytics tools.
• Venue Operators & DJs: Your queue entries, song selections, and public profile information are visible to the DJ and venue operator managing the karaoke event you participate in. DJs and venue operators with qualifying paid plans may export aggregated customer visit data for marketing purposes (e.g., Facebook Custom Audiences, email campaigns).
• Other Members: Your public profile information, including display name, bio, profile photo, social links, and performance history, is visible to other platform members when your public profile setting is enabled.
• Photographers: If you request professional photos, your name, profile image, and song information are shared with the photographer fulfilling your order.
• Business Partners: We may share aggregated, anonymized data with business partners, sponsors, and advertisers for marketing and promotional purposes.
• Third-Party Integrations: Information may be shared with third-party services you connect to through the platform, such as KaraokeVersion, KaraFun, ElevenLabs, and social media platforms.
• Legal Requirements: We may disclose your information if required to do so by law, regulation, or legal process, or if we believe disclosure is necessary to protect the rights, property, or safety of SmartMic Karaoke, our users, or the public.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction.

6. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you services. Performance history, song data, and media may be retained indefinitely as part of the platform's community features. You may request deletion of your account and associated data by contacting support.

6A. SMS Notifications & TCPA Compliance

SmartMic offers optional SMS notifications to alert singers when they are next in the queue rotation. The following terms apply:

• Opt-In Required: SMS notifications are strictly opt-in. You must voluntarily enter your phone number AND check the consent checkbox agreeing to receive a one-time SMS notification. Your phone number is not saved or used unless you explicitly consent.
• Message Frequency: You will receive at most one SMS per queue entry, sent when you are the next singer to be called up. No marketing messages are sent.
• Consent Records: All SMS consent events are logged with a timestamp, the exact consent text shown, your phone number, name, venue, and associated queue entry ID. These records are retained for TCPA compliance auditing and are accessible to platform administrators at /sms-consent.
• Opt-Out: You may opt out at any time by replying STOP to any SmartMic SMS message. You may also simply choose not to enter a phone number on future queue entries.
• Data Usage: Phone numbers collected for SMS notifications are used solely for queue position alerts. They are not shared with third parties, used for marketing, or stored beyond the active queue session unless retained in consent logs.
• Service Provider: SMS messages are delivered via Twilio. Standard message and data rates may apply. SmartMic is not responsible for carrier fees.

7. Your Privacy Controls

• Public Profile: Toggle your profile visibility on or off in Profile → Settings
• Social Links: Choose whether to display social media links publicly
• Notifications: Control which notifications you receive (rotation alerts, media tags, member interactions)
• SMS Notifications: Opt in or out of SMS queue alerts by providing or withholding your phone number
• Profile Image: DJs can hide your profile image from public displays
• Account Deletion: Contact support to request complete account and data deletion

8. Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

9. Children's Privacy

Our platform is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the platform after any changes constitutes acceptance of the updated policy.

11. Terms of Use

By accessing or using the SmartMic Karaoke platform, you agree to the following terms:

• Acceptable Use: You agree to use the platform only for its intended purposes — karaoke event management, social interaction, and related activities. You will not use the platform to harass, threaten, or harm other users.
• Account Responsibility: You are responsible for maintaining the security of your account credentials. You agree to notify us immediately of any unauthorized use of your account.
• Content Standards: Photos, videos, messages, and profile content you upload must not contain hate speech, explicit sexual content, violence, illegal activity, or copyrighted material you do not have rights to use. We reserve the right to remove content and suspend accounts that violate these standards.
• DJ & Venue Operator Obligations: DJs and venue operators using paid plans agree to use the platform in compliance with local laws, including music licensing requirements (ASCAP, BMI, SESAC). SmartMic does not provide music licenses.
• Indexed Music Library & Licensing: The SmartMic platform provides tools for DJs to catalogue and index their karaoke music libraries for searchability. By using the library indexing feature, you represent and warrant that:
  • All indexed songs are legally purchased karaoke tracks that you hold valid commercial-use rights to perform publicly.
  • You will not catalogue, index, or reference unlicensed, pirated, bootleg, or illegally obtained music files of any kind.
  • Indexed file metadata (song titles, artist names, file formats) may be stored and processed by SmartMic to enable search functionality for event attendees.
  • SmartMic reserves the right to audit indexed libraries and remove any content suspected of being unlicensed.
  • Violation of this policy constitutes a material breach of the User Agreement and may result in immediate account suspension, removal of all indexed data, and permanent ban from the platform.
  • SmartMic assumes no liability for any copyright infringement committed by users who index unlicensed content. Users are solely responsible for ensuring compliance with all applicable copyright laws and licensing agreements.
  • You acknowledge that public performance of karaoke music requires appropriate venue licensing (ASCAP, BMI, SESAC, or equivalent) and that SmartMic's indexing tools do not constitute or replace such licenses.
• Photographer Terms: Photographers using the platform agree to the 10% platform fee on all photo package sales. Photographers are independent contractors, not employees of SmartMic Karaoke.
• Payment & Refunds: Subscription payments are non-refundable except where required by law. Plan downgrades take effect at the end of the current billing period.
• Service Availability: We strive for high availability but do not guarantee uninterrupted service. We may perform maintenance or updates that temporarily affect platform access.
• Termination: We reserve the right to suspend or terminate accounts that violate these terms, engage in abusive behavior, or fail to pay subscription fees. Users may delete their account at any time through Support.
• Limitation of Liability: SmartMic Karaoke is provided "as is" without warranties of any kind. We are not liable for any indirect, incidental, or consequential damages arising from your use of the platform.

12. Contact Us

If you have questions about this Privacy Policy, Terms of Use, or our data practices, please contact us through the Support page in the app or email us at support@smartmickaraoke.com.