Privacy Policy

1. Introduction

SongShare (“we”, “us”, “our”) is operated by GreenTree t/a TEGTG Ltd, registered at 89–90 Paul Street, London EC2A 4NE. We are the data controller responsible for your personal data.

This Privacy Policy explains how we collect, use, store, and protect your personal information when you use the SongShare platform at www.songshare.co.uk, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We collect the following categories of personal data:

Account Information: Name, email address, password (encrypted), display name, and account type when you register.

Profile Information: Information you choose to provide such as biography, headline, photo, location (city, region, postcode), date of birth, gender, ethnicity, nationality, church affiliation, musical genres, instruments, and professional details. All demographic information is voluntary.

Content You Upload: Songs, lyrics, chord charts, audio files (MP3), cover artwork, blog posts, comments, and reviews.

Industry & Rights Data: PRS membership status, CCLI writer ID, MCPS/PPL membership, publisher and label details, and performance logging data.

Usage Data: Pages visited, features used, device information, browser type, IP address, and referral source. This is collected automatically through essential cookies and server logs.

Communication Data: Support tickets, contact form submissions, and email correspondence with us.

3. Lawful Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

Contract (Article 6(1)(b)): Processing necessary to provide the SongShare platform, manage your account, host your songs, and deliver the services you have signed up for.

Legitimate Interests (Article 6(1)(f)): To improve the platform, analyse usage patterns (in aggregate), prevent fraud, and ensure security. We have conducted a Legitimate Interests Assessment and concluded that these interests do not override your rights.

Consent (Article 6(1)(a)): For optional marketing emails, demographic data collection for industry research, and non-essential cookies. You can withdraw consent at any time.

Legal Obligation (Article 6(1)(c)): Where we are required to retain data for tax, regulatory, or legal compliance purposes.

4. How We Use Your Information

We use your personal data to:

Provide and operate the SongShare platform, including account management, song hosting, directory listings, performance logging, and royalty tracking features.

Display your public profile and content to other users (where you have chosen to make your profile public).

Send essential service communications such as account verification, password resets, submission status updates, and important platform changes.

Send marketing communications about SongShare features and events (only with your consent, and you can unsubscribe at any time).

Produce anonymised, aggregated industry research and statistics about the Caribbean and African Gospel music sector in Britain. Individual data is never identifiable in published research.

Improve platform functionality through aggregated usage analytics.

Respond to your support enquiries and feedback.

5. Data Sharing

We do not sell your personal data.

We may share data with the following categories of third-party service providers, all of whom are bound by data processing agreements:

Hosting & Infrastructure: Supabase (database and authentication hosting), Vercel (website hosting). Data is stored in the EU (London region where available).

Email Delivery: For sending account notifications and marketing emails (with your consent).

Payment Processing: When subscription payments are introduced, payment data will be handled by a PCI-DSS compliant payment processor. We will never store your full card details.

Industry Bodies: We may share anonymised, aggregated statistics with music industry bodies (such as PRS for Music, CCLI, UK Music) to advocate for fair representation of Gospel music creators. No individual personal data is shared without your explicit consent.

We may also disclose personal data where required by law, court order, or to protect the rights, property, or safety of SongShare, our users, or the public.

6. International Transfers

Your data is primarily stored in the EU/UK. Where data is processed outside the UK (for example, by cloud infrastructure providers), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the UK ICO, or the provider being based in a country with an adequate level of data protection.

7. Data Retention

We retain your personal data for as long as your account is active and as needed to provide our services. Specifically:

Account data: Retained while your account is active. Deleted within 30 days of account deletion request, except where legal retention is required.

Uploaded content (songs, lyrics, audio): Retained while your account is active. Removed upon account deletion unless the content has been independently licensed or is subject to ongoing rights obligations.

Performance logging data: Retained indefinitely as part of the archival mission of SongShare, in anonymised form where the original user account is deleted.

Support tickets: Retained for up to 2 years after resolution.

Financial records: Retained for 7 years as required by HMRC.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data:

Right of Access: Request a copy of the personal data we hold about you (Subject Access Request).

Right to Rectification: Request correction of inaccurate or incomplete data. You can update most information directly through your profile dashboard.

Right to Erasure: Request deletion of your personal data (“right to be forgotten”), subject to legal retention requirements.

Right to Restriction: Request that we limit how we process your data in certain circumstances.

Right to Data Portability: Receive your data in a structured, commonly used, machine-readable format.

Right to Object: Object to processing based on legitimate interests or for direct marketing purposes.

Right to Withdraw Consent: Where processing is based on consent, you can withdraw at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at SongShare.co.uk@gmail.com. We will respond within one calendar month.

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including: encryption of data in transit (TLS/SSL) and at rest, secure authentication with hashed passwords, row-level security on database access, regular security reviews, and access controls limiting who can view personal data within our team.

No system is completely secure. In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the Information Commissioner's Office (ICO) within 72 hours as required by UK GDPR.

10. Children's Privacy

SongShare is designed for users aged 18 and over. We do not knowingly collect personal data from children under 18. If we become aware that we have collected data from a child under 18, we will take steps to delete it promptly. If you believe a child has provided us with personal data, please contact us immediately.

11. Cookies

We use essential cookies for authentication and session management. For full details, please see our Cookie Policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a prominent notice on the platform. The “Last updated” date at the top of this page indicates when the policy was last revised.

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Helpline: 0303 123 1113

14. Contact Us

For any privacy-related queries or to exercise your rights, please contact:

SongShare (GreenTree t/a TEGTG Ltd)
89–90 Paul Street, London EC2A 4NE
Email: SongShare.co.uk@gmail.com