1. Introduction
This Privacy Policy explains how the operators of the #UKDNB website and #UKDNB Podcast (the “Podcast”, “we”, “us” or “our”) collect, use, store, share and protect your personal data when you visit our website (www.ukdnb.co.uk), submit music tracks, contact us, or otherwise interact with us. It should be read together with our Music Track Submission Terms and Conditions.
We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. If you do not agree with this policy, please do not submit personal data to us or use the relevant parts of our website.
2. Who We Are and How to Contact Us
We are the operators of the #UKDNB website and Podcast. For any questions about this Privacy Policy, your personal data, or to exercise your rights, please email us at [email protected].
3. Personal Data We Collect
Depending on how you interact with us, we may collect and process the following categories of personal data:
• Identity and contact data: your name, artist/producer name(s), email address, and any social media handles or links you provide.
• Submission data: track title, artwork, logos, biographical information, metadata, and the music track file itself (and any information embedded in it).
• Communication data: the content of any messages, emails or other correspondence you send us.
• Technical data: IP address, browser type and version, device information, time zone, and other technical information automatically collected when you visit our website.
• Usage data: information about how you use our website (pages visited, time spent, etc.), if collected via server logs or similar means.
We do not intentionally collect special category (sensitive) personal data. Please do not include any such information in your submissions or communications.
4. How We Collect Your Personal Data
We collect personal data in the following ways:
• Directly from you when you submit a music track via our website form, email, or any other method we designate; when you contact us; or when you provide information for promotional or credit purposes.
• Automatically when you visit our website (technical and usage data via server logs or similar technologies).
• From third parties only in limited cases (for example, if a platform or service we use provides basic analytics), and only where lawful.
5. Purposes of Processing and Legal Bases
We process your personal data for the following purposes and on the following legal bases under UK GDPR:
• To manage, review and respond to music track submissions, and to produce, host, distribute and promote Podcast episodes that feature submitted tracks (including creating clips, show notes and archives) – necessary for the performance of a contract with you (or steps prior to entering into one) and/or our legitimate interests in operating the Podcast.
• To communicate with you about your submission, the Podcast, or related matters – legitimate interests and/or consent where required.
• To credit artists/producers and use provided names, titles, artwork and biographical information in connection with episodes and promotion – as set out in our Terms and Conditions and on the basis of legitimate interests / performance of the licence you grant.
• To operate, maintain, secure and improve our website – legitimate interests.
• To comply with legal obligations (including responding to lawful requests from authorities) – legal obligation.
• To establish, exercise or defend legal claims – legitimate interests.
Where we rely on legitimate interests, we have balanced those interests against your rights and freedoms. You may object to processing based on legitimate interests (see Your Rights below).
6. Sharing Your Personal Data
We do not sell your personal data. We may share it only in the following circumstances:
• With service providers who process data on our behalf (for example, website hosting, email delivery, or file storage providers), under contracts that require them to protect the data and use it only for the specified purposes.
• When distributing or promoting Podcast episodes that include your Track (for example, via SoundCloud, social media platforms or other distribution channels), limited to the information needed for credit and promotion as set out in the Terms and Conditions.
• If required by law, regulation, court order or governmental authority, or to protect our rights, property or safety (or that of others).
• In the event of a reorganisation, transfer or similar change affecting the Podcast or website, subject to appropriate safeguards.
7. International Transfers
Some of our service providers or distribution platforms may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place (such as UK adequacy regulations, standard contractual clauses, or other lawful transfer mechanisms) so that your data receives a level of protection essentially equivalent to that under UK law.
8. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:
• Submission and related data: for as long as needed to manage the submission, produce and archive relevant Podcast episodes, and handle any follow-up or removal requests. Already-published episodes and promotional materials may remain available in accordance with the licence in our Terms and Conditions.
• Communication data: for a reasonable period after the last contact, or longer if needed for legal claims or compliance.
• Technical and usage data: typically for a short period (server logs) unless required longer for security or legal reasons.
When data is no longer needed, we will delete or anonymise it. You may request earlier deletion in accordance with your rights (subject to any lawful retention grounds).
9. Your Rights
Under UK GDPR you have the following rights in relation to your personal data (subject to certain conditions and exemptions):
• Right of access – to obtain a copy of the personal data we hold about you.
• Right to rectification – to have inaccurate or incomplete data corrected.
• Right to erasure (“right to be forgotten”) – to request deletion in certain circumstances.
• Right to restriction of processing – to limit how we use your data in certain cases.
• Right to data portability – to receive your data in a structured, commonly used and machine-readable format and to transmit it to another controller (where applicable).
• Right to object – to processing based on legitimate interests or for direct marketing.
• Right to withdraw consent – where processing is based on consent, at any time (this does not affect the lawfulness of processing before withdrawal).
To exercise any of these rights, please email [email protected] with sufficient information for us to identify you and the request. We will respond within the time limits set by law (usually one month).
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Details are available at www.ico.org.uk. We would appreciate the chance to deal with your concerns first.
10. Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, destruction or alteration. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.
11. Cookies and Similar Technologies
Our website may use essential cookies or similar technologies necessary for the site to function correctly (for example, to remember preferences or ensure security). We do not currently use non-essential tracking or advertising cookies for profiling. If this changes, we will update this policy and, where required, obtain consent. You can control cookies through your browser settings.
12. Children
Our services (including music submissions) are intended for individuals aged 18 or over (or the age of majority in their jurisdiction). We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us so we can delete it.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The version published on this page is the current version and applies from the date of publication. Material changes will be reflected here. The version in force at the time you submit data or interact with us will apply to that interaction. We encourage you to review this page periodically.
14. Relationship with the Terms and Conditions
This Privacy Policy governs our processing of personal data. The separate Music Track Submission Terms and Conditions govern the licence you grant in respect of submitted Tracks and related matters. In the event of any conflict relating to personal data, this Privacy Policy prevails.
15. Governing Law
This Privacy Policy is governed by the laws of England and Wales. Any disputes arising in connection with it shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Last updated: August 2026