Privacy Policy

1. Types of Personal Information We Collect

1. Identification Data
   • Name
   • Email Address
   • Profile Image
2. Music Catalog Data
   • Information about music catalogs from approved, user-authenticated sources (e.g., YouTube CMS via OAuth).
   • Ownership or licensing information related to the uploaded catalogs.
3. User Interaction Data
   • Data collected via analytics (e.g., usage patterns, time on pages) for performance monitoring and troubleshooting.
   • Account registration/authentication details (handled by Google if using Google Sign-In).
   • Messages, comments, waitlist signups, sign-offs, and other platform interactions.
4. Sensitive Documents (Contracts)
   • Nature of Documents: Typically music-related ownership or licensing contracts, which may occasionally include other forms of legal agreements.
   • Personal Data: These contracts can contain personal information (e.g., names, addresses, signatures) and are indexed as such.
   • Purpose: Used for verification, record-keeping (proof of ownership, conflict resolution, sign-offs), and other legitimate business needs.

2. How We Collect Your Data

1. Directly From You
   • When you register an account, create a profile, or upload documents (including contracts).
   • When you provide information for waitlist signups, contact support, or communicate with us.
2. Automatically
   • Through cookies and tracking technologies (e.g., DataDog) to analyze usage of our Services (pages viewed, session duration, browser type).
3. From Third-Party Services
   • If you choose to connect external accounts (e.g., YouTube CMS, Google Auth), we collect authorized data in accordance with those services' privacy policies.
   • Via social authentication (e.g., Google Sign-In).

3. Purpose of Data Collection and Use

We collect and process personal data for the following purposes:

• Service Provision
  • To create and manage user accounts.
  • To provide and maintain our core Services (managing music catalogs, performing catalog analytics, facilitating conflict resolution and sign-offs).
• Verification & Record-Keeping
  • To verify organization or company information via third-party providers.
  • To maintain a record of ownership or licensing details (including contract-related data) to aid in conflict resolution.
• Performance and Debugging
  • To identify and address technical issues within our Services.
• Analytics and Improvements
  • To monitor, analyze, and enhance user experience and platform features.
  • To train machine learning models (with sensitive or identifying data removed/anonymized) to improve our offerings.
• Legal and Contractual Obligations
  • As part of our contracts with client organizations.
  • To maintain records for legal or regulatory compliance (e.g., potential disputes or litigation).

4. Legal Basis for Processing

The legal bases for our data processing include:

• Contractual Necessity: Where processing is necessary for the performance of a contract or provision of services requested by your organization.
• Legitimate Interests: For example, to ensure the authenticity of business partners, secure our platform, improve user experience, and handle disputes.
• Consent (where required): In certain jurisdictions or for certain activities (e.g., specific analytics or cookies usage).

5. Cookies and Tracking Technologies

1. Types of Cookies/Technologies
   • Session cookies (to keep you logged in).
   • Persistent cookies (to store preferences).
   • Tracking technologies used by our analytics provider (DataDog).
2. Analytics Tools
   • We use DataDog to monitor and analyze how our platform is used, troubleshoot issues, and improve performance.
3. Third-Party Data Collection
   • We do not allow outside entities to collect personal information for their own use.
   • Any third-party services we employ process data strictly for our legitimate purposes.

6. Data Sharing and Disclosure

1. Service Providers
   • We may share personal information (e.g., email addresses) with providers for email delivery, cloud hosting, or payment processing.
   • These providers act on our behalf and under confidentiality obligations consistent with this Privacy Policy.
2. Sensitive Documents (Contracts) Sharing
   • Internal Access: Only authorized developers or staff with special permissions and a need-to-know basis can view these contracts.
   • External Sharing: We may share or disclose contracts—or parts thereof—only with the consent of the uploader or organization. In some cases, a reduced summary of a contract may be shared with another organization to facilitate conflict resolution (need-to-know basis).
3. Third-Party Organization/Company Verification
   • We verify company EINs and other data points using a third-party verification provider.
   • Any data shared (e.g., EIN, business registration info) is used solely for verification.
   • The results of these verifications are stored (without sensitive info) for the lifespan of the organizational account.
4. Business Transfers
   • In the event of a merger, acquisition, or sale of assets, personal data may be transferred to the acquiring entity, subject to the same privacy commitments.
5. Legal Requirements
   • We may disclose data to comply with applicable laws, protect our rights, or respond to lawful requests by public authorities.
6. No Selling of Personal Data
   • We do not sell or rent user data to third parties for marketing or commercial purposes.

7. International Data Transfers

Personal data may be stored and processed in countries other than your own, including the United States. We use appropriate safeguards (e.g., Standard Contractual Clauses) when transferring data internationally to ensure it remains protected. This applies to both our cloud hosting and any third-party verification provider that may operate internationally.

8. Data Retention

• Ownership and Conflict Data: Retained indefinitely—or until the statute of limitations expires or the user/organization requests deletion—to maintain adequate records for legal or dispute-resolution purposes.
• Contracts: Stored securely in cloud storage with encryption at rest. They are retained until the statute of limitations lapses or the user/organization deletes them.
• Messaging Data: Typically retained for approximately 3 years.
• Verification Results: Maintained for the life of the organizational account (without storing sensitive info).
• Secure Disposal: At the end of the retention period or upon verified deletion requests, data is permanently removed from Google Cloud (or equivalent providers) using secure deletion practices.

9. Children's Privacy

Our Services are not intended for or directed to individuals under 13 (or the applicable age of majority in your jurisdiction). We do not knowingly collect personal information from children. If you believe we may have inadvertently done so, please contact General@resolut.media, and we will promptly remove such data.

10. Security Measures

We take various steps to protect your data from unauthorized access or misuse:

• Encryption
  • All data in transit is encrypted (HTTPS/SSL).
  • Documents and credentials are encrypted at rest (with options for Customer-managed or Customer-supplied encryption keys).
• Access Controls
  • Only authorized personnel with a need-to-know can view sensitive documents, and we maintain detailed audit logs.
• Cloud Hosting
  • We store data in secure cloud environments (e.g., Google Cloud) that implement robust security measures.
• Audit Logging
  • We keep logs of who accesses or downloads contracts and when, enabling greater transparency and accountability.

11. Your Rights

1. Access, Update, or Delete
   • You can access or update your personal data (if using standard email/password) through our platform.
   • If you wish to remove or redact certain sensitive information in an uploaded contract, you or we can do so.
   • For full account or data deletion requests, contact us at General@resolut.media.
2. Data Subject Requests
   • If you reside in a jurisdiction with specific privacy rights (e.g., EU's GDPR), we will accommodate requests for data access, correction, restriction, or erasure to the extent required by applicable laws.

12. Marketing Communications

• We currently do not send marketing emails or newsletters.
• If this changes in the future, you will be given a clear option to opt in or opt out of such communications.

13. Regulatory Compliance

We strive to comply with all applicable data protection laws in the jurisdictions where we operate. Depending on your location, these may include:

• General Data Protection Regulation (GDPR) if you have users in the EU.
• State Privacy Laws in the U.S. (e.g., CCPA/CPRA for California residents).

If you have questions about specific regulations, please contact General@resolut.media.

14. Contact Information

If you have any privacy-related inquiries, requests, or complaints, please contact us at:

Email: General@resolut.media

15. Changes to This Privacy Policy

1. Effective Date: January 1, 2025
2. Policy Updates:
   • This Privacy Policy may be updated following board discussions and a majority vote.
   • Changes become effective when posted on our website or otherwise communicated to you.
3. User Notification:
   • We will notify users of any material changes via email before they become effective (e.g., adding or changing third-party verification services).

16. Disclaimer

Nothing in this Privacy Policy is intended to override any rights or obligations provided by applicable data protection laws. While we endeavor to reflect accurate practices, we strongly encourage you to consult qualified legal counsel to ensure compliance in every jurisdiction where you operate.