ASHVALE RECORDS

Privacy Policy

Effective date: [01 November 2025]

This Privacy Policy explains how Ashvale Records (“we”, “us”, “our”) collects, uses, shares and protects your personal data when you visit ashvalerecords.com, interact with our social media, submit enquiries or demos, or work with us as an artist, client or supplier. We comply with the UK General Data Protection Regulation (UK GDPR) and, where applicable, the EU GDPR.

Data Controller:
Ashvale Records
privacy@ashvalerecords.com

1) What data we collect

Information you provide

  • Contact & account details: name, email address, social handles, role/company, preferences.

  • Communications: messages sent via forms or email (e.g., press, bookings, general enquiries).

  • Artist submissions/demos (optional): links, EPKs, biographies, images and any other materials you send.

  • Commercial data (if you buy from us or we hire you): billing details, transaction records, VAT info.

  • Job/contractor applications (if applicable): CVs, portfolios, references.

Information we collect automatically

  • Usage data: pages viewed, time on site, clicks, referring/exit pages.

  • Device & log data: IP address, browser type, operating system, approximate location (city/country).

  • Cookies & similar tech: see Cookies below.

Information from third parties

  • Embedded platforms: YouTube, Spotify, Instagram and similar may collect data when you view embedded content.

  • Service providers: payment processors, analytics, email delivery, hosting—only as needed to run our services.

2) Why we use your data (legal bases)

We process personal data only where a lawful basis applies:

  • Contract – to provide services you request (e.g., respond to enquiries, manage artist relationships, fulfil purchases).

  • Legitimate interests – to run, improve and protect our website; to market to our audience in a proportionate way; to manage submissions and business operations.

  • Consent – for optional analytics/cookies and email marketing where required. You can withdraw consent at any time.

  • Legal obligation – to meet tax, accounting and regulatory requirements; to respond to lawful requests.

3) How we use your data

  • To operate and secure our website and IT systems.

  • To respond to enquiries, press requests, booking and collaboration proposals.

  • To review and manage artist submissions/demos.

  • To provide production, distribution and promotional services.

  • To send updates or marketing where permitted (you can unsubscribe at any time).

  • To maintain business records, prevent fraud and comply with law.

4) Sharing your data

We share data only as needed and with appropriate safeguards:

  • Service providers / processors: hosting (including VPS), email delivery, analytics, payment processing, file storage, project tools.

  • Embedded third parties: when you play an embedded YouTube or Spotify item, those platforms may collect data under their own policies.

  • Professional advisers: legal, tax, accounting.

  • Authorities / legal: if required by law or to protect our rights or users.

  • Business changes: if we merge, sell or reorganise, data may transfer under the same protections.

We do not sell personal data.

5) International transfers

If we transfer data outside the UK/EEA (e.g., to service providers), we rely on appropriate safeguards such as UK IDTA, EU Standard Contractual Clauses, or an adequacy decision. You can contact us for details.

6) Data retention

We keep personal data only as long as necessary:

  • Routine enquiries: typically up to 24 months after the last interaction.

  • Artist submissions/demos: typically up to 12 months unless we proceed or you ask us to delete sooner.

  • Contracts & transactions: usually 6–7 years for tax/accounting.

  • Marketing data: until you unsubscribe or object.
    When data is no longer required, we delete or anonymise it.

7) Your rights (UK/EU)

You may have the right to:

  • Access your personal data and get a copy.

  • Rectify inaccurate or incomplete data.

  • Erase data (where applicable).

  • Restrict or object to processing (including marketing).

  • Data portability (receive/transfer your data).

  • Withdraw consent where processing is based on consent.

To exercise your rights, contact privacy@ashvalerecords.com. We may need to verify your identity.

Complaints: You can complain to the UK ICO or your local EU data authority. We’d appreciate the chance to resolve concerns first.

8) Cookies & similar technologies

We use necessary cookies to make the site work. With your consent, we may use:

  • Analytics cookies to understand usage and improve the site.

  • Functionality/media cookies to enable embeds (e.g., YouTube, Spotify).
    You can manage preferences via our cookie banner (if enabled) or your browser settings. Blocking some cookies may affect site features.

9) Security

We use reasonable technical and organisational measures (e.g., HTTPS, access controls, least-privilege accounts, regular updates). No method is 100% secure, but we work to protect your data.

10) Children

Our services are not directed to children under 13 (or the age required by local law). If you believe we hold data about a child, contact us and we’ll take appropriate action.

11) Changes to this policy

We may update this policy from time to time. We will post the new version with the updated Effective date. Material changes may be highlighted.

12) Contact us

For questions or requests about this policy or your data:

Ashvale Records
Email: privacy@ashvalerecords.com