Effective date: September 29, 2026 · Last updated: September 29, 2026 · Where to find it: scenetown.com/employee-privacy and the Headquarters records system
This notice is from Sun Sand Sound, Inc., doing business as SceneTown (“SceneTown”, “we”, “us”), a Delaware corporation at 2261 Market Street STE 30670, San Francisco, CA 94114 US. It explains what personal information we collect about the people who work with us, why we collect it, who we share it with, how long we keep it, and the rights you have over it.
It is our notice at collection under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (together, the “CCPA”). The CCPA applies to businesses above certain size thresholds. We give this notice and honor the rights in it whether or not those thresholds apply to us in a given year.
This notice covers you if you are, or have applied to be, any of the following in relation to SceneTown: a job applicant, an employee, an officer or director, an independent contractor, an advisor, or an intern. We call all of these “workforce members”. It also covers your emergency contacts and beneficiaries, whose information we hold on your behalf.
It does not cover your use of SceneTown as a listener, artist or customer. That is covered by our public Privacy Policy.
We collect only what we need to consider you for a role, employ or engage you, pay you, keep our systems and workplace safe, and meet our legal duties. The categories below use the names California law uses, and the table describes our practices in the twelve months before the last-updated date above. The last column lists who received each category for a business purpose; “professional advisers” means our lawyers, accountants and auditors.
| Category | Examples | Why we collect it | Who receives it |
|---|---|---|---|
| Identifiers | Name, home address, personal and work email, phone number, date of birth, signature, Social Security number or other tax identifier, government ID details shown for employment eligibility, work account logins, and the wallet address that identifies you in our Headquarters portal | Identify you, verify eligibility to work, pay you, file taxes, give you access to work systems, contact you about work | Payroll, benefits and tax providers; IT and hosting providers; professional advisers; government agencies where required |
| Personal records | Bank account for direct deposit, education and employment history, references, insurance and beneficiary details you give us | Pay you, evaluate applications, administer benefits | Payroll and benefits providers; professional advisers |
| Protected classifications | Age, sex or gender, citizenship or immigration status, marital status and dependents, disability or medical condition, veteran status | Only where the law requires it or you ask us to accommodate you: employment eligibility, benefits, leave, accommodations, equal-opportunity reporting | Benefits providers; government agencies where required; professional advisers |
| Professional and employment information | Role, title, start and end dates, compensation, equity grants, reporting line, onboarding acknowledgments, training records, availability and time zone, performance reviews and self-assessments, written feedback and write-ups, disciplinary records | Manage your work, evaluate performance, decide on pay and promotion, meet employment-law duties | Payroll and equity administration providers; the Headquarters portal host; professional advisers; investors in due diligence, under confidentiality |
| Commercial information | Business travel, expense and reimbursement records, and company card transactions | Reimburse you, control spending, keep tax records | Our expense and card provider; accountants and auditors |
| Internet and network activity on our systems | Logs from our Headquarters portal, Google Workspace, GitHub, our team chat, and other company accounts, including the IP address and device you connect from | Keep our systems secure, investigate incidents, support you when something breaks | IT and hosting providers; security advisers when investigating an incident |
| Geolocation | The city and time zone you list on your team profile; the general location implied by your IP address in security logs | Schedule across time zones, detect suspicious logins. We do not track your precise location and we do not use GPS tracking | The Headquarters portal host; IT and hosting providers |
| Audio and visual information | Profile photo, video-call recordings and transcripts of team meetings | Team directory, meeting notes. We tell you when a meeting is being recorded | Meeting and document-storage providers; the Headquarters portal host |
| Inferences | Assessments of your performance and fit drawn by the people who work with you | Performance management. See section 4 on automated tools | None outside the company, except professional advisers in a dispute |
| AI interaction information | What you choose to type to the team's AI agents in the Headquarters portal — Scenie, Jim, and Ryan, the health and wellness agent — and, for Ryan and Jim, nothing else: those two keep no transcript. What we keep is a usage record: the model used, token counts, latency, and which agent, never the words | Generate the reply you asked for; meter what the model costs us. Ryan and Jim are stateless: we do not read, store or review what you tell them, and no one is notified when you use them | The AI model provider that generates the reply, transiently, under contract; the Headquarters portal host |
| Sensitive personal information | Social Security number and government IDs, account credentials, immigration status, health and medical information tied to leave or accommodation, and any racial, ethnic or religious information you choose to give us | Only for the purposes the CCPA permits: employ and pay you, verify eligibility, provide leave and accommodations, secure our systems, and comply with law. We never use it to infer characteristics about you | Payroll, benefits and tax providers; government agencies where required; professional advisers |
We do not collect biometric information from workforce members, and we do not run background or credit checks. If that ever changes for a role, we will give you a separate written notice and get any consent the law requires before we start.
Most of it comes from you: your application, the forms you complete, the profile you keep in our Headquarters portal, and the work you do. The rest comes from references you name, the people you work with (reviews and feedback), the providers that process payroll, benefits, equity and expenses for us, public professional profiles you have published, and the logs of the company systems you use.
We use workforce personal information to:
AI tools may help us draft, summarize or organize workforce records, for example meeting notes or a first draft of a review. Decisions about hiring, pay, promotion, discipline and termination are made by people, and you may ask which records those decisions relied on.
Headquarters also offers AI agents you can talk to directly, including Ryan, a health and wellness agent. Using them is voluntary. Ryan and Jim are stateless: what you type is sent to the model provider to write the reply and is not stored, reviewed or shared by us, and nothing you say to them is used in any employment decision. Ryan is not a clinician and is not a substitute for one; if a conversation moves past everyday wellness it stops and shows crisis and support lines instead.
We share workforce personal information only as follows:
We have not sold workforce personal information and we have not shared it for cross-context behavioral advertising, in the last twelve months or ever. We have no actual knowledge of selling or sharing the personal information of anyone under sixteen. We offer no financial incentive in exchange for personal information. Because we do not sell or share, there is no opt-out link to offer, and we honor any opt-out preference signal by default.
We keep workforce records for as long as we need them for the purpose we collected them, and for as long as the law requires. Our rules are:
| Records | How long |
|---|---|
| Applications and interview notes for people we do not hire | Four years after the hiring decision, as California employment regulations require |
| Personnel file: offer and agreements, onboarding acknowledgments, role and pay history, performance records, disciplinary records, separation records | The length of your employment or engagement plus seven years |
| Payroll, tax and expense records | Seven years after the tax year they relate to |
| Employment eligibility verification (Form I-9) | Three years after hire or one year after your employment ends, whichever is later |
| Benefits, leave and accommodation records | The length of your employment plus seven years, kept in a separate confidential file |
| Equity and ownership records | Permanently, as part of the company's stock ledger |
| Contact-consent and notice acknowledgments | The length of your employment plus seven years |
| System and security logs | Only as long as needed to secure the systems, then deleted or anonymized |
| Meeting recordings and transcripts | Until the notes derived from them are filed, and no longer than the underlying project's records |
If a legal hold, investigation or claim requires it, we keep the affected records until it is resolved.
Only the people and providers who need workforce information for their responsibilities can reach it. Payroll, tax and identity records sit with the providers that process them, and medical, leave and accommodation records are kept in a separate confidential file. Access to the Headquarters portal is by named account, and company systems are logged. No safeguard is perfect; if you suspect workforce information has been lost, misused or disclosed without authority, tell security@scenetown.com or the Privacy and People contact straight away. We investigate every report and give the notifications the law requires.
Under the CCPA you have the right to:
These rights are in addition to your rights under the California Labor Code to inspect and copy your personnel file, your payroll records and the documents you signed. Ask the Privacy and People contact and we will provide them within the time the Labor Code sets.
Deletion has limits. We must keep the records that employment, tax and immigration laws require us to keep, records needed to defend legal claims, and records under a legal hold. When we cannot delete something, we will tell you why.
Email privacy@scenetown.com, contact our Privacy and People contact, Noreen Sullivan, at noreen@scenetown.com, ask in person, or write to the postal address in section 13. If you need this notice in another format, ask and we will provide it. Do not put passwords or full government identification numbers in a first email; we will tell you if we need anything of that kind and how to send it safely. We will confirm we received your request within ten business days and respond within forty-five days. If we need more time we will tell you why, and we may take up to forty-five more days. A request to opt out or to limit sensitive information, if one ever applied, would be honored within fifteen business days and would not need identity verification.
We will verify that the request comes from you, usually by matching it against the contact details we already hold or by asking you to confirm from your work account. You may use an authorized agent; we will ask for proof that you gave them permission and may still confirm the request with you directly.
If we deny your request, you may appeal by replying to our decision with “appeal” in the subject line. A different person will review it, and we will respond in writing. You may also contact the California Privacy Protection Agency at cppa.ca.gov.
Work accounts and company systems exist to do company work, and we keep logs of their use to keep them secure. We do not read your personal accounts or monitor your personal devices. If you use a personal device or a personal phone number for work, only the work accounts and the work-related messages on it are covered by this notice, and you may withdraw permission for us to use your personal phone or email at any time by telling the Privacy and People contact; we will arrange another way to reach you for necessary work communications.
If you live outside California, we apply the same practices to your information and honor the same rights wherever we reasonably can. If your state or country gives you additional rights, you may exercise them through the contacts in section 9.
We review this notice at least once a year and whenever our practices change. When we change it we update the dates at the top and file the new version in our records system. For material changes we will tell you directly before they take effect.
Privacy and People contact: Noreen Sullivan, Co-Founder, noreen@scenetown.com
Privacy requests: privacy@scenetown.com
Post: Sun Sand Sound, Inc. (SceneTown), 2261 Market Street STE 30670, San Francisco, CA 94114 US
This notice is the employee privacy policy referred to in the California Employee Notice at Collection and Contact Consent form. Signing that form records that you received this notice.
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