Privacy Policy

Information we collect

Most of the personal information we hold is provided directly by you or by someone acting on your behalf. When you contact us about your music or a potential project, this may include your name, email address, professional details, artist or social media profiles, links to music, release information and anything else you choose to include in your correspondence.

If we work together, we may also process information needed to manage that relationship. This can include details about your representatives, agreements, rights and permissions, campaign correspondence, credits, invoicing and payment records.

Our website host may record limited technical information when the site is accessed, such as an IP address, browser type, requested pages, access time and basic diagnostic data. This information is used to deliver the website, maintain its security and investigate technical problems.

You are not required to provide personal information when browsing the site. If you contact us, however, we may be unable to respond properly or consider a potential project without enough information to understand the enquiry.

How we use information

We use personal information to receive and respond to enquiries, review music and potential projects, communicate with artists and their representatives, arrange and manage our work, maintain business records and provide the services we have agreed to provide.

We may also use information to administer and protect our business and website, prevent misuse, maintain the security of our systems, establish or defend legal rights and meet our legal, regulatory, accounting and contractual obligations.

Where you have asked to hear from us, or where the law otherwise permits, we may send occasional information about Ironmind, our channels and relevant opportunities. Marketing messages will identify Ironmind and provide a straightforward way to opt out. Opting out of marketing will not prevent us from sending messages needed to deal with an enquiry or manage an existing project.

Our legal grounds for using information

The legal basis we rely on depends on why the information is being used. We may process information because it is necessary to take steps at your request before entering into an agreement, or because it is necessary to perform an agreement with you.

We also rely on our legitimate interests where appropriate. These include responding to enquiries, assessing potential artists and projects, managing professional relationships, developing and operating our business, keeping suitable records and protecting our systems and legal rights. We consider these interests against the effect that using the information may have on you.

In other circumstances, we may need to process information to comply with a legal obligation or because you have given consent for a particular use. Where we rely on consent, you may withdraw it at any time.

Who we share information with

Access to personal information is limited to the people and services needed to run Ironmind. This includes authorised members of our team and contractors, our email and cloud service providers, and our website hosting provider. They may only use information as necessary to provide their services to us or carry out work on our behalf.

We may also disclose information where required by law, in response to a lawful request, or where reasonably necessary to establish, exercise or protect our legal rights. We do not sell personal information or share it with third parties for their own marketing.

Some of the services used to operate our business may process information outside the United Kingdom. Where this happens, we use an appropriate safeguard recognised under UK data protection law or rely on another lawful basis for the transfer. Further information about the safeguards used is available on request.

Security and retention

We use reasonable technical and organisational measures intended to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access is restricted to people who need the information for the purposes described in this notice. No method of transmitting or storing information is completely secure, but we review the measures appropriate to the information we hold and the way it is used.

Enquiries that do not lead to work are deleted within 24 months of our last communication. Where we work together, relevant information is kept for the duration of that relationship and afterwards where reasonably necessary to meet legal, accounting, contractual or record-keeping requirements.

Marketing details are kept until you opt out or they are no longer needed. If you opt out, we may retain a limited suppression record so that your preference continues to be respected.

Your rights

Depending on the circumstances, UK data protection law may give you the right to ask for access to the personal information we hold about you, request that inaccurate information is corrected, ask for information to be deleted, restrict or object to certain uses, or receive certain information in a portable format.

These rights are not absolute and may not apply in every situation. We may ask for enough information to confirm your identity and understand the request before responding. Where we rely on consent, you may withdraw it at any time. You also have the right to complain to the UK data protection regulator.

Cookies, other websites and changes to this notice

Ironmind does not currently use analytics or advertising cookies on this website. Our pages may contain links to third-party websites and services, including music and social media platforms. Those services are responsible for their own privacy practices, and their policies apply when you visit them.

We may update this notice when our services, working practices or legal obligations change. The date at the top of the page shows when it was last updated.

Contact

To exercise a right, ask a question about this notice or raise a concern about how we handle personal information, email privacy@ironmind.org.