Privacy Policy

1. Who we are

This privacy policy is issued by Code Group Music Ltd ("Code Group Music", "we", "us"), a specialist music label services company providing publishing administration, digital distribution and metadata management.

Registered office: 12-13 Lansdowne Terrace, Newcastle Upon Tyne, NE3 1HN, United Kingdom. Company No.: 16435178. For any data-protection enquiries, contact management@codegroupmusic.co.uk.

2. Information we collect

We only collect information you provide to us directly, plus the minimum technical information our hosting provider records to keep the site running.

• Catalog Assessment submissions. When you submit a catalog assessment via the form on our site, we collect the fields you complete: name, work email, account type, catalog size, distribution and publishing status, approximate revenue range and any free-text context you choose to share.
• Direct correspondence. If you email us, we keep the message and our reply.
• How you found us. When you send any form on the site, we record the first page you visited, the website that sent you and any campaign tags in the link. If you accepted analytics cookies, we also record your Google Analytics ID, so we can see which channels bring enquiries that become clients.
• Server logs. Our hosting provider retains standard request logs (IP address, user agent, request path, timestamp) for a short period for security and operational purposes.

3. How we use it

We use the information you provide to deliver your catalog assessment and to follow up with you personally about it. This is a transactional, one-to-one relationship - we do not add submitters to a marketing newsletter and we do not sell or share your information with third parties for marketing purposes.

If you become a client we will use your information to deliver the contracted services.

4. Legal basis under UK GDPR

We rely on legitimate interests as our lawful basis for processing assessment submissions: you have actively submitted the form requesting our analysis, and the processing is limited to delivering that analysis and any directly related follow-up. You can object to this processing at any time by emailing management@codegroupmusic.co.uk.

5. Third-party processors

We use a small number of carefully chosen processors to operate the site and respond to enquiries:

• Vercel - site hosting and request logs.
• Resend - transactional email delivery (so we can email you back about your assessment).
• HubSpot - customer record storage so we can keep track of enquiries we are working through.
• Google Analytics and PostHog - website analytics, so we can see which pages and tools help visitors. They only use cookies if you accept them (see section 9).
• Ahrefs Web Analytics - cookieless page-view counts.

Each processor is contractually bound to handle your data in line with UK GDPR.

6. International transfers

Where any of the processors above transfer personal data outside the UK, the transfer is covered by the UK's Standard Contractual Clauses (or equivalent safeguard) under Article 46 UK GDPR.

7. Retention

We retain catalog assessment records for up to 24 months from submission, unless you become a client, in which case we retain records for the duration of the engagement plus any period required by UK accounting and tax law (typically seven years). You can request earlier deletion at any time.

8. Your rights

Under UK GDPR you have the right to:

• request access to the personal data we hold about you;
• request correction of inaccurate data;
• request erasure of your data;
• request portability of your data;
• object to processing based on legitimate interests; and
• lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, email management@codegroupmusic.co.uk. We will respond within one calendar month.

9. Cookies and similar technologies

Strictly necessary cookies may be set by our hosting provider for security and load-balancing. These do not need your consent.

We also use analytics cookies from Google Analytics (_ga cookies, kept for up to 2 years) and PostHog (ph_ cookies and local storage, kept for up to 1 year). They tell us which pages, tools and forms help visitors, and which sources bring people to the site. We do not use advertising cookies and we do not sell this data.

Analytics cookies stay off until you choose "Accept analytics cookies" in the cookie banner. If you reject them, Google Analytics receives cookieless signals only and PostHog keeps no record on your device. You can change your choice at any time with the "Cookie settings" link at the bottom of every page.

10. Changes to this policy

We may update this policy from time to time. The "Last updated" date at the top of the page reflects the most recent revision. Material changes will be highlighted at the top of this page for 30 days.

11. Contact

Code Group Music Ltd (Company No. 16435178), 12-13 Lansdowne Terrace, Newcastle Upon Tyne, NE3 1HN, United Kingdom. Email management@codegroupmusic.co.uk.