Last updated: 23 October 2025
Who We Are
This website (“Site”) is operated by [Company/Trading Name] (“we”, “us”, “our”).
We provide a platform where customers can request audio/music services and service providers can offer quotes and fulfil those services.
Our registered address is [Company Address]. You can contact us at [privacy@yourdomain.com].
Scope of this Policy
This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit the Site,
create an account, submit requests, upload files, receive or submit quotes, make purchases, or otherwise interact with us.
It applies to customers, service providers, and visitors.
The Data We Collect
We collect and process the following categories of personal information:
- Identity & Contact Data: name, display name, email address, phone number, billing/shipping address, company details, tax/VAT numbers.
- Account Data: username, hashed password, user role (e.g., customer, service provider), profile details, communication preferences.
- Transactional Data: orders, invoices, quotes, services purchased or provided, payment status, refund details.
- Content You Provide: service requests, descriptions, project briefs, attachments (audio files, stems, reference tracks, images, documents), messages exchanged via the platform.
- Usage & Device Data: pages viewed, actions taken, IP address, browser/device type, operating system, cookies and similar identifiers, approximate location derived from IP.
- Support Data: correspondence with our support team, troubleshooting notes, crash or error reports.
- Provider Verification (where applicable): portfolio links, biography, competencies, rates, and any optional documents you submit to verify your identity or qualifications.
How We Collect Data
- Directly from you when you register, fill in forms (e.g., contact or request forms), submit quotes, upload files, or purchase services.
- Automatically via cookies and similar technologies when you browse the Site.
- From third parties such as payment processors, analytics providers, fraud prevention services, and (if applicable) identity verification tools.
How We Use Your Data
- To operate and improve the Site, marketplace features, and user accounts.
- To enable requests, quotes, bookings, order fulfilment, file transfers, and project collaboration between customers and service providers.
- To process payments, refunds, taxes, and invoices.
- To provide customer support and respond to enquiries.
- To send service messages (e.g., quotes received, order updates, security alerts) and, with your consent where required, marketing communications.
- To maintain security, prevent fraud/abuse, and enforce our Terms.
- To comply with legal obligations and resolve disputes.
Legal Bases (GDPR/UK GDPR) & Lawful Processing
Where applicable, we process personal data on these bases:
- Contract: to provide the services you request and to manage your account and orders.
- Legitimate Interests: to secure our Site, prevent fraud, improve services, and communicate non-marketing service updates.
- Consent: for non-essential cookies/analytics and marketing emails where required. You may withdraw consent at any time.
- Legal Obligation: to comply with tax, accounting, and other legal requirements.
POPIA (South Africa) Notice
If you are in South Africa, we process your personal information in accordance with the Protection of Personal Information Act, 2013 (“POPIA”).
We collect only information that is adequate, relevant, and not excessive; we use it for stated purposes; we take reasonable steps to secure it; and you may exercise the rights set out under Your Privacy Rights below.
Sharing Your Data
- Between users: When you submit a request, relevant details (and any files you choose to share) may be visible to matched/approved service providers to enable quoting and fulfilment. When a quote is accepted, the involved parties may see each other’s necessary contact/project details.
- Service providers acting for us: hosting, storage/CDN, email delivery, analytics, error monitoring, and customer support tools—only as needed and under data protection agreements.
- Payments: transaction processing is handled by [Payment Provider(s), e.g., Paystack/Stripe/PayFast]. We do not store full card numbers. Providers independently process your payment data in line with their privacy policies.
- Compliance and safety: where required by law, to protect rights, or investigate suspected fraud, abuse, or security incidents.
- Business transfers: in connection with a merger, acquisition, or asset sale, subject to appropriate confidentiality safeguards.
International Transfers
We may transfer personal data to countries other than your own. Where required, we implement appropriate safeguards (e.g., Standard Contractual Clauses or equivalent) and ensure recipients provide adequate protection.
Retention
We retain personal data only for as long as necessary to provide the services, comply with legal obligations (including tax/accounting), resolve disputes, and enforce agreements.
Typical retention periods include: order/transaction records (generally 5–10 years, depending on jurisdiction); support communications (up to 3 years); inactive accounts may be archived or deleted after [X] months.
Security
We use administrative, technical, and organisational measures to protect personal data (including encryption in transit, access controls, and regular updates).
However, no system is completely secure; you are responsible for choosing a strong password and safeguarding your account credentials.
Cookies & Similar Technologies
We use cookies and similar technologies for essential functionality, analytics, and (where applicable) personalisation.
- Essential: required to log in, maintain sessions, remember cart, and process orders.
- Analytics: to understand usage and improve the Site (e.g., page performance, popular features).
- Preference/Functional: to remember settings such as language and cookie choices.
- Marketing (if used): to measure the effectiveness of campaigns.
Where required, we request your consent for non-essential cookies via our cookie banner. You can update preferences at any time via [link to cookie settings] or your browser settings.
Analytics
We may use [e.g., Google Analytics/Matomo] to collect aggregated insights such as page views and traffic sources.
These tools may set cookies and process IP addresses and device identifiers. Where required, analytics runs only with your consent.
Contact Forms & Uploaded Content
When you submit forms (e.g., “Request a Service”) or upload files (e.g., audio stems), we process the information solely to fulfil your request,
provide quotes, support your project, and maintain audit trails. Do not upload unlawful content or files containing personal data of others without their permission.
E-commerce & Orders
If you place an order, we process identity, contact, and transactional data to deliver the service, provide invoices, and manage customer support.
Order data may be shared with the assigned service provider to fulfil the service (e.g., access to files, instructions, and delivery requirements).
Communications
- Service emails: account, security, quotes, order updates—sent as part of our service (no opt-out for strictly necessary messages).
- Marketing: sent with your consent where required. You can unsubscribe via the link in each email or in your account settings.
Children
Our services are not directed to children under the age of [13/16 – choose applicable].
If you believe we have collected data from a child, please contact us and we will take appropriate steps to delete it.
Your Privacy Rights
Depending on your location, you may have rights over your personal data, including:
- Access, correction, and deletion.
- Portability of data you provided to us.
- Restriction or objection to processing in certain circumstances.
- Withdrawal of consent where processing is based on consent.
- POPIA/ GDPR rights as applicable. You may also lodge a complaint with your local data protection authority.
To exercise rights, contact [privacy@yourdomain.com]. We may need to verify your identity before responding.
Third-Party Links
The Site may contain links to third-party websites or services. Their privacy practices are governed by their own policies; we are not responsible for them.
Changes to this Policy
We may update this Privacy Policy from time to time. We will post the new version on this page and update the “Last updated” date above.
If changes are material, we may notify you by email or prominent notice on the Site.
How to Contact Us
For questions about this Policy or our data practices, email [privacy@yourdomain.com]
or write to: [Company/Trading Name], [Address, City, Country].
Additional Notices for Service Providers
If you register as a service provider, we process your profile information, portfolio links, and quote history to operate the marketplace.
Your display name, profile, ratings, and work samples you choose to publish may be visible to Site visitors.
We process provider payments via [Payment Provider]; please review their privacy policy for processing details.
WooCommerce & WordPress Plugins
Our Site runs on WordPress and uses plugins (e.g., WooCommerce for orders, [e.g., Contact Form 7] for forms, and the Flatsome theme).
These components may set cookies and process limited personal data necessary for functionality. We keep our software up to date and limit access to authorised personnel.
Data Controller / Information Officer
Data Controller: [Company/Trading Name]
Information Officer (POPIA) / Data Protection Officer (if applicable): [Name]
Contact: [privacy@yourdomain.com]