Privacy policy

Sugarshack Hub · Last updated October 22, 2026 · Reviewed at least once a year

Sugarshack Hub (registered with Intuit as "Sugarshack Financials") is a private, internal reporting tool operated by Sugarshack Media LLC, 1076 Business Ln, Ste 2, Naples, FL 34110. It is used only by authorized Sugarshack staff, and by the contractors Sugarshack invites (such as sound and lighting engineers), and is not offered to the public.

What we collect

Accounting data. When an authorized Sugarshack administrator connects a QuickBooks Online company, the app reads accounting data from that company: the chart of accounts, profit and loss totals by month, the statement of cash flows by month, and balance sheet balances (including month-end bank and credit card balances as recorded in QuickBooks). Access is read-only. The app never creates, changes or deletes anything in QuickBooks.

Bank and card data. When an administrator connects one of Sugarshack's own business bank or credit card accounts through Plaid, the app receives the institution name, account names and types, the last 4 digits of each account number, and balances (current, available and credit limit). We do not receive or store bank passwords or full account numbers. Bank connections are made only by an administrator, for Sugarshack's own accounts, after agreeing to share the data in Plaid's connection window.

Company records. Records about Sugarshack itself: its trademark registrations, filing dates and deadlines from public USPTO records, and a register of the company's own equipment and other assets (descriptions, locations, costs and serial numbers), with links to the documents in Sugarshack's own Google Drive. No passwords or logins are stored. The app does not read Google Drive; it only stores the links. These records are visible only to Sugarshack administrators and executives.

People. For people who sign in, we store their email address (a Sugarshack work email, or the personal Google account email an invited contractor signs in with), name and the role they have been given.

Crew and talent operations. For invited crew (such as sound and lighting engineers) and talent staff, the Hub stores their name, email, the Sugarshack Downtown shows and shifts they are scheduled for, their pay rates, the pay expected for each shift and whether it has been paid, and advance documents for shows (stage plots and input lists provided by artists). This data comes from Sugarshack's own monday.com workspace. Schedule changes made in the Hub (who works FOH and lights each show) are recorded with who made them and are copied to Sugarshack's monday.com board; apart from an artist's payment status (below), the Hub writes nothing else to monday.com. Each crew member sees only their own pay; other crew see who is working each show but never anyone else's pay. The artist rate (guarantee) for each show and its deposit and payment status are copied into the Hub for the artist directory and artist payments (below). To flag what changed since a crew member last looked, the Hub also stores when each crew member last opened their shifts, and a history of changes to show dates, times, booking status and who is on the crew (by crew profile, without names or pay). If a crew member turns it on, the Hub gives them a private calendar link that shows only their own shifts, without pay or anyone else's names; only a scrambled copy (a one-way hash) of the link is stored, and the link can be reset or turned off at any time by them, Sugarshack's administrator or the talent lead. The Hub also stores days an engineer says they cannot work, with an optional short note, visible only to them, the people who schedule crew and Sugarshack executives. SOPs record who wrote and approved each version. When crew are paid, the Hub records the date each shift was paid, how (ACH, Zelle, check, wire or other) and a short reference, never bank or card details. For contractor tax forms it keeps each engineer's legal name, business name, the date their W-9 was received and where the signed form is filed; the Hub never stores tax ID numbers. It also keeps venue information for crew (address, load in, parking, the venue's guest wifi and who is on duty, by role). Only Sugarshack's administrator sees contractor records; each engineer sees only their own pay records.

Artist directory. For the acts that play Sugarshack Downtown, the Hub keeps an artist directory: act names and other names they are billed under, genre and band details, links to their website, socials and promo material (photos, logo, bio, ad mats, videos) and whether they approved us posting it, contacts for the artist, their manager or agent and show day (name, email and phone), the person or company Sugarshack pays for each act (the payee: legal and business name, email, phone, whether they get a 1099 and, later, the QuickBooks vendor it matches), their booking and show history at the venue, the artist rate (guarantee) booked for each show, staff notes, tech sheets made from what the artist sends (lineup, instruments, inputs, backline, monitors and the artist's email pasted for reference), and the status of their paperwork: the kind of document (W-9, payout or direct deposit form, waiver, contract, stage plot, input list, rider), its file name, date, where it is filed and a link to it in Google Drive or DocuSign. The documents themselves stay in Google Drive, DocuSign or monday.com; the Hub stores only these details and the link, and Drive's own sharing decides who can open a link. The Hub never stores tax ID numbers (SSN or EIN), bank account or routing numbers, dates of birth or signatures, and the database refuses text that looks like a tax ID or an account number. A bank account's last 4 digits may be recorded by staff later; never the full number. The directory was first filled in from file and folder names, dates and Sugarshack's monday.com board, without opening the documents. Admin, executives, the talent lead and the venue coordinator see the directory, payees, paperwork and artist rates; the production manager sees the directory without payees, W-9 or payout paperwork or money; crew do not see it.

Artist payments. For each show where an artist is paid a flat guarantee, the Hub keeps a payment record: the amount owed (from the artist rate and any deposit recorded on Sugarshack's monday.com board, or an amount changed in the Hub with the reason and who changed it), whether it has been paid, the date it was paid, how (ACH, Zelle, check or other), a short reference, who recorded it and when, and, later, the QuickBooks ids of the matching bill and payment. Payments are sent from Sugarshack's bank, not from the Hub. When a payment is recorded, the Hub also sets that show's payment status to Paid on Sugarshack's monday.com board. The Hub never stores bank account or routing numbers or tax ID numbers, and the database refuses a reference that looks like one. Admin, executives, the talent lead and the venue coordinator see artist payment records; the production manager and crew do not.

How it is used

The data is used only to produce Sugarshack's internal financial dashboards and reports, to schedule and pay crew for Sugarshack Downtown shows, and to book, advance and pay the artists who play there. Bank and card balances and cash flow are visible only to Sugarshack administrators. Invited crew and talent staff see only the show calendar, crew schedule and advance documents, and crew see only their own pay; they never see financial, company or banking data. Nothing is sold, rented, shared with advertisers or used for any other purpose.

Where it is stored and how it is protected

Data is stored in a Supabase (PostgreSQL) database in the United States and served through Vercel. All traffic is encrypted in transit (TLS 1.2 or better) and the database is encrypted at rest. QuickBooks and Plaid access tokens are additionally encrypted (AES-256) before they are stored. Sign-in is Google only and limited to people Sugarshack has added by exact email address, access to data is limited by role and enforced in the database, and every change to financial settings is logged. An administrator can preview what an account sees, read only, to check access and help with support; each preview is logged.

Retention and deletion

• Bank and card data is kept only while the account is connected. Daily balance history is kept for as long as the connection is active.
• When a bank or card connection is removed, the app revokes its access at Plaid immediately and deletes that connection's balances and history from the Hub within 30 days.
• When QuickBooks is disconnected, the app's access is revoked immediately. Stored accounting data is kept as part of Sugarshack's financial records unless deletion is requested.
• When a person's Hub access is removed, they can no longer sign in. Their name and email are kept in the Hub's access records so changes stay traceable.
• Artist payment records are kept for as long as tax records require (the records behind a payee's 1099).
• Artist directory records are kept while Sugarshack works with the act and afterwards for as long as tax records require (for payees, the records behind their 1099). Removed contacts and documents are hidden from the directory and kept in its change history. Otherwise they are deleted on request.
• Crew shift and pay records are kept while the person works with Sugarshack and afterwards for as long as tax records require (for contractors, the records behind their 1099). Otherwise they are deleted on request. Advance documents are removed from the Hub when they are removed from monday.com.
• Anyone whose data is held by the Hub can ask for it to be deleted by writing to the contact below. Requests are handled within 30 days.

This policy is reviewed at least once a year, and whenever a new data source is connected.

Contact

Alex Casement, CEO, Sugarshack Media LLC · alex@sugarshackinc.com