Privacy and Cookie Policy

This Privacy & Cookie Policy explains how Night Sterling ("we", "us", "our"), an independent project based in Amsterdam, the Netherlands, collects, uses, shares, and protects your personal data when you use:

  • Our websites (including nightsterling.com and related sites/pages);
  • Night Sterling accounts and related online services; and
  • The Night Sterling video editing software and any online features that connect to our services (collectively, the "Services").

If you use Night Sterling on behalf of a company or organisation, your employer or organisation may also have its own policies that apply.

 

1. What Data We Collect

A) Data You Provide to Us

  • Account and contact data: Name, email address, password (stored securely), organisation, country, and communication preferences.
  • Purchases and billing: Purchase history, billing address, VAT details (where applicable), and payment status or transaction references.
  • Support and communications: Messages you send us by email, support requests, and any files or logs you choose to provide for troubleshooting.
  • Content stored or shared via Online Features (if used): Files and related metadata (e.g., file names, timestamps, sharing settings, access controls, and sharing recipients).

 

B) Data We Collect Automatically (Websites and Services)

  • Device and usage data: IP address, browser type, device identifiers, pages viewed, referral URLs, timestamps, and performance data.
  • Cookies and similar technologies: See Section 9 below.

 

C) Software Analytics (Night Sterling Application) – Opt-In Only

Night Sterling application analytics are entirely optional and turned off by default. We only collect analytics from the application if you explicitly opt in when presented with the choice during installation or within the settings.

If you opt in, analytics may include:

  • App and system configuration: OS version, app version/build, and language/locale;
  • Device characteristics (to help diagnose performance and stability): For example, CPU type/core count, RAM amount, GPU model/driver version, storage type, display configuration, and connected peripheral information relevant to media workflows;
  • Feature usage and interaction patterns: Which tools or features are used and general workflow signals;
  • Stability and performance signals: Crash reports, error codes, hang reports, and load times; and
  • Limited diagnostic logs necessary to improve reliability and security.

You can turn analytics off at any time in the Software settings. If you do not opt in (or later opt out), we do not collect application analytics.


2. How We Use Your Data (Purposes)

We use personal data for the following purposes:

  • Providing the Services: Creating and managing accounts, licensing/activation, downloads/updates, and enabling Online Features.
  • Processing purchases and managing licences: Billing, invoicing, payment processing, fraud prevention, refunds (where applicable), and customer administration for subscriptions or perpetual licences.
  • Support and troubleshooting: Responding to requests, diagnosing issues, and providing dedicated customer service.
  • Improving and securing our products: Service monitoring, implementing security measures, preventing fraud/abuse, and product improvement (including analytics, where enabled).
  • Marketing and communications (where permitted): Sending product news, offers, and updates by email where you have requested them or where otherwise permitted by law. You can opt out at any time.
  • Legal and compliance: Meeting legal obligations, enforcing our terms, and protecting the rights, users, and systems of Night Sterling.


Data minimisation and accuracy: We aim to collect only the data we need for the purposes stated above and to keep personal data accurate and up to date. If you believe we hold inaccurate data about you, please contact us. 

 

3. Lawful Bases (UK GDPR)

We rely on the following lawful bases depending on the context:

  • Contract: To provide the Services you request (e.g., account management, licensing, purchase fulfilment, Online Features).
  • Legitimate interests: To operate, improve, and secure our Services, prevent fraud/abuse, and run our business responsibly (balanced against your rights).
    • Balancing statement: Where we rely on legitimate interests, we assess that our interests are not overridden by your rights and freedoms. You can request information about this assessment by contacting us.
  • Consent: Where required, such as for non-essential cookies and optional application analytics where you explicitly opt in.
  • Legal obligation: Where we must comply with the law (e.g., tax, accounting, lawful requests, etc.). 

 

4. Data Retention (How Long We Keep Data)

We keep personal data only as long as necessary for the purposes outlined in this policy, including:

  • Account data: While your account is active, and for a reasonable period after closure for security, fraud prevention, dispute handling, and compliance.
  • Purchase records: Retained for statutory accounting and tax periods.
  • Support records: Retained as needed to resolve issues and maintain service history.
  • Website analytics: Retained according to our analytics settings and your cookie choices; aggregated reports may be kept longer.

Application analytics (opt-in only): Retained for periods appropriate to product improvement and security; aggregated or de-identified insights may be kept longer. 

 

5. Who We Share Data With

We may share personal data with trusted third parties, including:

A) Service Providers (Processors)

  • Website hosting and email: Hosting and email providers that keep the site and support@nightsterling.com running.
  • Website analytics: Google Analytics (subject to your cookie choices – see Section 9).
  • Payments: Stripe and PayPal process payments. We receive transaction status and references; payment card details are handled directly by the payment provider and are not stored by us.
  • Email delivery, security, and infrastructure providers: For communications, security monitoring, and operating the Services.

 

B) Professional Advisers

Lawyers, accountants, auditors, and insurers where legally or operationally required.

 

C) Authorities and Legal Requests

Where required by law, court order, or to protect rights and safety.

We do not sell, lease, or trade personal data. We share personal data only as described in this policy (for example, with service providers, advisers, authorities, or in a corporate transaction). 

 

6. Other Night Sterling Pages

Night Sterling is the video editor and the website nightsterling.com. We do not operate separate products under the names IOGates or QScan. Those names appear only where a third-party integration is offered.

 

7. Corporate Transactions

If we undergo a merger, acquisition, reorganisation, financing, or sale of assets, personal data may be shared with relevant advisers and a prospective buyer, and transferred to a successor owner, subject to appropriate safeguards.

 

8. International Data Transfers

Our services and providers may process personal data internationally, including in the EU and the United States.

Where personal data is transferred outside the UK, we use appropriate safeguards such as:

  • The UK International Data Transfer Agreement (IDTA) and/or the UK Addendum to the EU Standard Contractual Clauses (as applicable); and
  • Additional technical and organisational safeguards where appropriate.

 

9. Cookies and Similar Technologies (Website)

A) What Cookies Are

Cookies are small text files stored on your device. We may also use similar technologies (such as pixels or local storage) where appropriate.

 

B) Cookie Categories

We use (or may use) the following categories:

  • Strictly necessary cookies: Required for core site functions and security. These do not require consent.
  • Preferences cookies: Remember choices such as language, region, or interface settings.
  • Analytics cookies: Help us understand how visitors use our website (for example, via Google Analytics), so we can improve performance.
  • Marketing cookies: Used to measure campaigns and show relevant advertising, where applicable.

 

C) Your Choices

You can control non-essential cookies in your browser settings. Disabling cookies may affect some site functions.


10. Your Privacy Rights

Depending on your location and the circumstances, you may have the right to:

  • Access your data;
  • Correct inaccurate data;
  • Delete data;
  • Restrict or object to processing;
  • Data portability; and
  • Withdraw consent at any time (where we rely on consent).

To exercise these rights, please contact us at support@nightsterling.com.

Complaints / Supervisory Authorities:

  • UK: You can complain to the Information Commissioner's Office (ICO).
  • EEA/EU: If you are located in the EEA/EU, you may also lodge a complaint with your local supervisory authority. 

 

11. Marketing Preferences and Service Messages

You can opt out of marketing emails at any time using the unsubscribe link in each message or by contacting us directly.

Service messages are communications necessary to provide or secure the Services, such as account verification, password resets, security alerts, important changes, licence/renewal notices, and critical operational messages. You may continue to receive service messages even if you opt out of marketing.

 

12. Children's Data and Age Restrictions

Our Services are not intended for children under 13, and we do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal data, please contact us, and we will take appropriate steps to delete it.

If local law requires a higher age threshold for consent, we will apply that standard where required.

 

13. Connected Cloud Storage and Stock Media Services

Night Sterling may allow you to connect third-party services to import/export content or access online libraries. Where you choose to connect a service, we access only the data necessary to provide the functionality you request.

 

A) Cloud Storage and Photo Services

This may include: Box, Dropbox, Google Drive, Google Photos, Microsoft OneDrive, pCloud, and IOGates.

 

B) Stock Media Services

This may include: Pond5 and Pexels.

Your use of connected third-party services is subject to that provider's own terms and privacy policies. You can typically revoke access at any time via your account with the relevant provider.

 

14. Google APIs / YouTube APIs (Including Google Drive)

Some integrations use Google APIs, which may include YouTube API Services and Google Drive API functionality.

Where we use Google APIs:

  • We handle Google API data in accordance with the Google API Services User Data Policy, including its Limited Use requirements;
  • You can revoke access at any time through your Google account security settings; and
  • We use Google API data only to provide the functionality you request and for permitted operational purposes such as security and troubleshooting.


Where YouTube API Services are used, your use of those features is also subject to the YouTube Terms of Service and the Google Privacy Policy. 

 

15. Data Security

We use appropriate technical and organisational measures to protect personal data. While no internet transmission is completely secure, we work diligently to protect your data. 

 

16. Third-Party Links and Integrations

Our Services may link to third-party websites or integrate third-party services. Their privacy practices are governed by their own privacy policies. 

 

17. Changes to This Policy

We may update this policy from time to time. We will update the "Last updated" date below and, where appropriate, provide additional notice of material changes (for example, by posting a notice on our website and/or emailing account holders where the change is significant).

 

 Last updated: 26 August 2026