Privacy policy

This policy explains what personal information we collect when you use dekoda-music.com, why we collect it, who we share it with, and your rights.

Who we are

Dekoda Music is a trading name of Dekoda Arts Ltd, a company registered in England and Wales (company number 16067830). Our registered office is 61 St. Thomas Street, Weymouth, Dorset, DT4 8EQ, United Kingdom.

Dekoda Arts Ltd is the controller of your personal information. If you have any questions about this policy or how we use your information, email contact@dekoda-music.com.

What we collect and why

When you buy a record

We collect your name, email address, phone number (if you give it), delivery and billing addresses, what you bought and the payment status of your order. Your card details are handled by our payment provider, Stripe. We never see or store them.

We use this to take payment, have your record made and delivered, send you emails about your order and its delivery, and deal with cancellations, returns, refunds and problems.

Legal basis: to perform our contract with you, and to comply with our legal obligations, such as keeping tax and accounting records.

When you sign up to our newsletter

We collect your email address, when and where on the site you signed up, and the consent wording you agreed to.

We use this to send you news about Dekoda Music releases and vinyl drops.

Legal basis: your consent. You can withdraw it at any time using the unsubscribe link in every email, or by emailing us.

When you send us a demo

We collect your artist name, your real name (if you give it), email address, country, SoundCloud link, track titles, what you tell us about yourself and any social or music links you add. We do not download, copy or host your music. We only listen through the link you give us.

We use this to listen to and consider your music, and to contact you about it.

Legal basis: our legitimate interest in discovering and working with new artists, and taking steps at your request before we might agree to work together.

When you cancel an order or contact us

We collect your name, order number, email address and anything else you tell us.

We use this to deal with your cancellation, question or complaint.

Legal basis: to comply with our legal obligations (including your right to cancel), and our legitimate interest in responding to you.

When you visit the site

Our hosting and security providers automatically process technical information such as your IP address, browser type and the pages you request.

We use this to deliver the website, keep it secure and prevent abuse, for example by limiting repeated form submissions.

Legal basis: our legitimate interest in running a secure website.

We do not use analytics or advertising trackers, we do not build profiles of you, and we do not sell your personal information. We do not make decisions about you based solely on automated processing.

Cookies

We only use cookies that are strictly necessary for the site to work, so we do not show a cookie banner.

• We do not set any cookies for visitors to our store. A login cookie is used only by our own team in the admin area.
• Our security provider, Cloudflare, may set a strictly necessary cookie to protect the site from bots and attacks.
• When you pay, you are taken to Stripe's secure checkout page, which uses its own cookies for security and fraud prevention. See Stripe's privacy policy for details.

If we ever want to use other cookies, such as analytics, we will ask for your consent first and update this policy.

Who we share your information with

We use trusted providers who process information on our behalf, under contracts that require them to keep it secure and use it only for the services they provide to us:

• Stripe, to process payments.
• elasticStage, our manufacturing partner, which presses your record and arranges delivery. It receives your name, delivery address and order details.
• Delivery carriers, which receive your name and address, and sometimes your email or phone number for delivery updates.
• Zoho Corporation (ZeptoMail), to send our emails.
• IONOS, which hosts the servers where our website and data are stored.
• Cloudflare, which provides network security and performance for our website.

We may also share information if the law requires it, or to protect our rights, for example to prevent fraud.

International transfers

Some of our providers process information outside the United Kingdom, for example in the European Economic Area or the United States. Where they do, the transfer is protected by UK adequacy regulations or by approved safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

How long we keep your information

• Orders, payments, cancellations and refunds: six years from the end of the financial year they relate to, as required by UK tax law.
• Newsletter: until you unsubscribe. After that, we keep a minimal record of your email address so we can make sure we do not email you again.
• Demos: up to 12 months after you send them, unless we go on to work together.
• Emails and enquiries: for as long as we need to deal with them, and then for up to two years.
• Technical and security logs: only for as long as needed to keep the site secure, usually a few weeks.

Your rights

Under UK data protection law (the UK GDPR and the Data Protection Act 2018), you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to how we use your information, including for direct marketing at any time;
• ask us to transfer your information to you or another organisation;
• withdraw your consent at any time, where we rely on it.

To use any of these rights, email contact@dekoda-music.com. We will respond within one month. There is usually no charge.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. If you live in the European Economic Area, you can also complain to the data protection authority in your country.

Children

Our site is not aimed at children under 16, and we do not knowingly collect information from them.

Keeping your information secure

We protect your information with encrypted connections (HTTPS), restricted access to our systems and by using reputable providers.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed.

Contact

Email contact@dekoda-music.com or write to Dekoda Arts Ltd, 61 St. Thomas Street, Weymouth, Dorset, DT4 8EQ, United Kingdom.