Terms of Service — Prodsync Platform

1. Acceptance of Terms

These Terms of Service ("Terms") govern your access to and use of the Prodsync Platform ("Service"), operated by Prodsync AS (organization number 933 023 281), located at Torvmyrane 13, 6160 Hovdebygda, Norway ("Prodsync," "we," "us," or "our").

By creating an account or using the Service, you agree to be bound by these Terms. If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

2. Description of Service

Prodsync is a B2B event production management platform designed for organizations managing live events, concerts, and festivals. The Service provides tools for managing artists, schedules, transport, accommodation, hospitality, crew, production plans, and related event logistics.

3. Account Registration and Organization Licensing

To use the Service, you must create an account and be a member of an organization. Access to the Service is licensed on a per-organization basis.

• You must provide accurate and complete registration information.
• You are responsible for maintaining the security of your account credentials.
• You must notify us immediately of any unauthorized use of your account.
• Organization administrators are responsible for managing user access and permissions within their organization.

Prodsync accounts are shared with Plot, our free stage plot and rider tool. An organization may add a person who already has a Plot account as a member, and a member who is removed from an organization keeps their account and can continue to use Plot with it. Documents a person creates in Plot belong to that person, are not part of any organization's User Content, and are not visible to the organization unless the person shares them. Plot is governed by separate Terms of Service.

4. User Roles and Access

The Service supports role-based access control. Organization administrators assign roles to users, which determine the features and data they can access. Available roles and their permissions are defined within the Service.

Prodsync is not responsible for access decisions made by organization administrators.

5. User Content and Data Ownership

You and your organization retain ownership of the data you enter into the Service ("User Content"), including event data, artist information, production plans, and uploaded files.

By using the Service, you grant Prodsync a limited, non-exclusive license to store, process, and display your User Content solely for the purpose of providing the Service to you.

We do not access, use, or share your User Content for any purpose other than providing and improving the Service, except as required by law. We do not use your User Content to train AI models, and we do not permit our AI providers to (Section 7).

6. Data Protection

6.1 Roles. Prodsync AS acts in different roles under the General Data Protection Regulation (GDPR) depending on the type of personal data involved.

For personal data contained in User Content — including event information, artist information, crew information, schedules, transport and accommodation information, hospitality information, contact details, correspondence received into the Service and uploaded documents — your organization is the data controller and Prodsync AS is the data processor. Prodsync AS processes such data only on your organization's documented instructions, which consist of these Terms, any applicable subscription agreement, and the actions and configuration choices made by your users within the Service.

Prodsync AS acts as an independent data controller for account registration, authentication, organization membership administration, subscription management, billing, support communications, security monitoring, abuse prevention, service analytics and compliance with legal obligations. Processing of such account and service administration data is described in the Privacy Policy.

6.2 Data processing terms. This Section 6 constitutes the data processing agreement required by Article 28 GDPR between your organization and Prodsync AS in relation to personal data for which your organization is the controller and Prodsync AS is the processor. Prodsync AS will:

• process personal data only to provide the Service and perform its obligations according to your organization's documented instructions;
• ensure that everyone authorised to process the data is bound by an obligation of confidentiality;
• maintain appropriate technical and organisational security measures to protect the personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to the personal data. A summary of the measures currently implemented by Prodsync AS is provided in the Privacy Policy;
• engage sub-processors only as set out in Section 6.3;
• taking into account the nature of the processing, assist you in responding to requests from data subjects and in meeting your obligations regarding security, breach notification, and data protection impact assessments;
• notify you without undue delay after becoming aware of a personal data breach affecting your User Content;
• delete or return the personal data when the subscription ends, as set out in Section 15, unless law requires us to retain it; and
• make available the information necessary to demonstrate compliance with this Section 6 and allow for and contribute to audits, on reasonable notice, at your expense, no more than once per year unless a supervisory authority requires otherwise.

6.3 Sub-processors. By accepting these Terms, your organization gives Prodsync AS general authorisation to engage the sub-processors listed in the Privacy Policy for hosting, authentication, email delivery, AI features, and development and operations. We will announce intended additions or replacements by updating the Privacy Policy and by notifying your organization's administrators by email at least 30 days before the change takes effect. If you object on reasonable data protection grounds and we cannot accommodate the objection, you may terminate the subscription for the affected part of the Service without penalty.

Prodsync AS will impose on each sub-processor data protection obligations that provide at least the level of protection required under this Section 6, to the extent applicable to the services performed by that sub-processor. Prodsync AS remains responsible to your organization for the performance of each sub-processor's data protection obligations.

6.4 Details of the processing.

Subject matter: The personal data contained in User Content that your organization enters into or uploads to the Service, processed for the purpose of providing the Service and its associated functionality.

Duration: For the duration of the applicable subscription and the limited period after termination during which User Content is available for export, is being deleted or remains in backups, as set out in Section 15.

Nature of the processing: Collection, recording, organisation, structuring, storage, adaptation, retrieval, consultation, use, transmission (including to the sub-processors in Section 6.3), display, combination, restriction, export, deletion and other processing necessary to provide the Service in accordance with your organization's documented instructions.

Purpose of the processing: To provide the Service functions selected and used by your organization, including management of events, artists, schedules, transport, accommodation, hospitality, crew, production plans, contacts, correspondence with artists and their representatives, uploaded documents and related event logistics. Where a user starts an AI-assisted feature, the purpose also includes analysing the submitted content and returning the output requested by the user, as described in Section 7.

Frequency: Processing occurs on a continuous or recurring basis while the Service is used and when necessary to host, maintain, secure and support the Service.

Categories of data subjects:

• your organization's employees, members and other users;
• contractors, consultants and freelancers engaged by your organization;
• artists and performers, and their crew, management and representatives;
• event and production personnel, including technicians, artist hosts and volunteers;
• drivers and transport personnel;
• guests;
• contacts at venues, suppliers, accommodation providers and other partners; and
• other individuals whose personal data your organization enters into the Service.

Types of personal data:

• names and contact details;
• employer or organization, job title, role and function;
• account and user identifiers, and organization membership;
• event assignments, shifts and schedules;
• travel and transport information, such as pick-up times, locations, vehicles and drivers;
• accommodation information, such as hotel, room and check-in and check-out dates;
• hospitality information, including health-related dietary needs (see special categories below);
• production and technical information associated with an identifiable person, such as riders, stage plots, input lists and production plans;
• email correspondence with artists and their representatives received into the Service;
• edit history and activity records showing which user made a change and when;
• conversations with the AI assistant and other content submitted to AI-assisted features (Section 7);
• photographs, images and other uploaded files;
• information contained in contracts, riders, crew lists, schedules and production plans; and
• other personal data submitted by or on behalf of your organization.

Special categories of personal data: User Content may include health-related information, such as allergies, dietary needs and accessibility needs, where your organization chooses to enter such information for crew, artists or hospitality. The Service is not intended for the processing of other special categories of personal data or of personal data relating to criminal convictions and offences, and your organization must not enter such data unless Prodsync AS has expressly agreed to the processing in writing.

6.5 International transfers. Where Prodsync AS or a sub-processor processes personal data outside the European Economic Area, the transfer is based on the EU Standard Contractual Clauses, an adequacy decision of the European Commission, or another mechanism recognised under GDPR. Further information about international transfers associated with individual providers is set out in the provider list in the Privacy Policy.

6.6 Your responsibilities. Your organization is responsible for having a lawful basis for the personal data it enters into the Service, for informing the people concerned where GDPR requires it, and for the instructions it gives us. User Content sometimes contains special categories of personal data — most often health information such as allergies in hospitality requirements (Section 6.4). Enter such data only where your organization is entitled to process it and only to the extent needed for the event.

6.7 Retention and deletion. Prodsync AS retains and deletes personal data processed on your organization's behalf as follows:

• User Content (events, artists, schedules, crew, hospitality, transport, accommodation, contacts, correspondence, uploaded files, AI assistant conversations) — Retained until it is deleted by your organization or an authorized user, the applicable subscription ends, or your organization otherwise instructs Prodsync AS to delete it. After termination, User Content is available for export and then deleted, and backup and sub-processor copies are removed, as set out in Section 15.
• Analytics data — Use of the Service is measured with Plausible Analytics, which retains only anonymized, aggregated data. No personal data from User Content is stored.

Where law requires Prodsync AS to retain specific information, we keep only that. Retention of account and service administration data for which Prodsync AS is the data controller is described in the Privacy Policy.

7. AI-Assisted Features

Some features use third-party AI models to extract structured data from documents and text — for example importing a rider, contract, crew list, schedule, line list or accommodation list, building a stage plot from a photo, or the AI assistant. Content submitted to such a feature is sent to the AI provider named in the Privacy Policy for that purpose only. AI features run when a user starts them, and each says so before it sends anything; the two automatic exceptions — riser suggestions when the riser planner opens, and quality review of AI assistant conversations — are described in the Privacy Policy. Neither we nor our AI providers use your User Content to train AI models.

AI output can be incomplete or wrong. It is a suggestion for your organization to review before it is relied on; where it can, the Service shows the source excerpt and a confidence level next to each suggestion. Your organization remains responsible for the data it accepts into an event and for the decisions made on it.

8. Payment and Subscription Terms

Access to the Prodsync Platform requires a paid subscription. Subscription terms, pricing, and payment schedules are established in separate agreements between Prodsync and your organization.

• Fees are billed according to the terms of your subscription agreement.
• Fees are exclusive of taxes, duties and similar governmental charges. Any withholding taxes shall be borne by Customer.
• We reserve the right to modify pricing with reasonable notice. Changes will not affect the current billing period.
• Non-payment may result in suspension or termination of access to the Service.

9. Acceptable Use

You agree not to:

• Use the Service for any illegal or unauthorized purpose.
• Attempt to gain unauthorized access to the Service, other accounts, or our systems.
• Interfere with or disrupt the integrity or performance of the Service.
• Upload or transmit malicious code, viruses, or harmful content.
• Use the Service to store or transmit content that infringes on third-party intellectual property rights.
• Reverse-engineer, decompile, or otherwise attempt to extract the source code of the Service.
• Share your account credentials or allow unauthorized users to access the Service through your account.

10. Intellectual Property

The Service, including its design, code, features, documentation, and branding, is the intellectual property of Prodsync AS and is protected by copyright and other intellectual property laws.

Your subscription grants you a limited, non-exclusive, non-transferable license to use the Service for its intended purpose during the subscription period. No other rights are granted.

11. Confidentiality

We understand that event production data may be sensitive. We treat all User Content as confidential and will not disclose it to third parties except:

• As necessary to provide the Service, through the sub-processors listed in the Privacy Policy (hosting, authentication, email delivery, AI features, and development and operations), each bound by confidentiality obligations no less protective than those set out in these Terms.
• With your explicit consent.
• As required by law, regulation, or legal process.

12. Publicity

Prodsync AS may use your organization's name, logo and publicly available trademarks to identify your organization as a customer of the Service in its marketing materials, presentations, investor material, website and similar promotional activities. Your organization may withdraw this permission at any time by written notice to [email protected].

13. Indemnification

You agree to indemnify and hold harmless Prodsync AS, its officers, employees, and partners from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your use of the Service, your violation of these Terms, or your infringement of any third-party rights.

14. Limitation of Liability

The Service is provided "as is" and "as available." To the maximum extent permitted by applicable law:

• We do not warrant that the Service will be uninterrupted, error-free, or free of harmful components.
• We disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, and non-infringement.
• Our total liability for any claims arising from or related to these Terms or the Service shall not exceed the total fees paid by your organization in the 12 months preceding the claim.
• We shall not be liable for indirect, incidental, special, consequential, or punitive damages, including loss of data, revenue, or business opportunities.

Neither party shall be liable for delays or failures in performance resulting from events beyond reasonable control, including natural disasters, war, terrorism, pandemics, government actions, or infrastructure failures.

15. Termination

Either party may terminate the subscription according to the terms of the subscription agreement. Additionally:

• We may suspend or terminate your access if you violate these Terms.
• For 30 days after termination, your organization may export its User Content. We then delete the User Content, including all personal data in it, no later than 60 days after termination, unless law requires us to retain specific information. Copies held by our sub-processors are deleted within the retention periods described in the Privacy Policy, and backup copies are overwritten within 30 days after deletion.
• Termination of an organization's access does not delete its members' accounts or their Plot documents (Section 3). Members can delete their own accounts as described in the Privacy Policy.
• Sections 5 (User Content and Data Ownership), 6 (Data Protection), 10 (Intellectual Property), 11 (Confidentiality), 13 (Indemnification), 14 (Limitation of Liability), 16 (Governing Law), and any provision that by its nature is intended to survive termination, shall survive termination of the subscription.

16. Governing Law

These Terms are governed by and construed in accordance with the laws of Norway. Any disputes arising from or related to these Terms shall be resolved by the courts of Norway, with the district court of Sunnmøre (Sunnmøre tingrett) as the agreed legal venue.

17. Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

18. Entire Agreement

These Terms and any applicable subscription agreement, constitute the entire agreement between you and Prodsync regarding the Service, and supersede any prior agreements or understandings relating to the subject matter. Where your organization and Prodsync AS have signed a separate data processing agreement, that agreement prevails over Section 6 in case of conflict.

19. Changes to These Terms

We may change these Terms, including the data processing terms in Section 6, by posting the updated Terms on our website. For material changes we will make reasonable efforts to post the updated Terms at least 30 days before they take effect, and we may also notify your organization's administrators by email or in the Service.

Unless the notice states otherwise, changes take effect at the start of your organization's next billing period. We may specify that a change takes effect during the current billing period where this is necessary to comply with applicable law or to reflect changes in the functionality of the Service. If your organization objects to such a change, it may terminate the affected subscription with effect from the date the change takes effect by notifying us within 30 days of the notice, and we will refund any prepaid fees for the remainder of the billing period. This is your organization's sole remedy for a change to these Terms.

20. Contact

If you have questions about these Terms, contact us at: