PRIVACY POLICY
Last updated: 19 August 2026
1. DATA CONTROLLER
Protocol Zero is the controller of the personal data collected through the demo submission form. Privacy enquiries and requests can be sent to contact@protocolzero.online.
2. DATA WE COLLECT
We collect the information you enter in the form: artist name, email address, country, track title, private music links, release status, information about submissions to other labels, your message, optional artist-profile links and optional release history. Our hosting and email providers may also process limited technical data, such as IP address, date, time and security logs, when the form is submitted.
3. WHY WE USE YOUR DATA
We use this information only to receive, assess and manage your demo; communicate with you about a possible release; verify the authority and status represented in your submission; prevent abuse; and maintain necessary records of the review process.
4. LEGAL BASIS
Processing is necessary to take steps at your request before potentially entering into an agreement and for our legitimate interests in evaluating music submissions, operating the label and protecting the submission process. Where processing relies on consent, you may withdraw it at any time without affecting processing already carried out.
5. WHO RECEIVES THE DATA
Access is limited to authorised members of Protocol Zero and service providers needed to host the website and deliver submission emails, including Vercel and the configured transactional email provider. These providers process data under their own contractual and security obligations. We do not sell personal data and do not use demo-submission data for marketing.
6. INTERNATIONAL TRANSFERS
Some service providers may process data outside the European Economic Area. Where this occurs, transfers must rely on an appropriate legal safeguard, such as an adequacy decision or the European Commission’s Standard Contractual Clauses.
7. RETENTION
Submission data is normally retained for up to 12 months after review so that we can manage follow-up communication and avoid duplicate processing. Data may be retained longer when discussions continue, when required by law, or when needed to establish, exercise or defend legal claims. Private links remain controlled by the submitting artist and may be disabled at any time.
8. YOUR RIGHTS
Subject to applicable law, you may request access, correction, deletion or restriction of your personal data, object to processing based on legitimate interests, and request portability where applicable. You may also lodge a complaint with the data-protection authority in the EU country where you live or work, or where you believe an infringement occurred.
9. REQUIRED INFORMATION
Fields marked as required are necessary for us to receive and assess a submission. If they are not provided, the form cannot be submitted. We do not use automated decision-making or profiling to decide whether music will be considered.
10. CHANGES
We may update this notice when the submission process or its service providers change. The date above identifies the latest version.
