PRIVACY POLICY

Syncsmith Ltd
Last Updated: 3rd March 2026

1. INTRODUCTION

This Privacy Policy sets out the manner in which Syncsmith Ltd (“Syncsmith”, “we”, “us”, or “our”) collects, uses, processes, stores and protects personal data.

Syncsmith Ltd is a music supervision agency incorporated in England and Wales and operates internationally in connection with the sourcing, licensing and supervision of musical works for film, television, advertising, digital media and related projects.

We are committed to ensuring that personal data is handled in accordance with applicable data protection legislation, including:

  • The UK General Data Protection Regulation (“UK GDPR”);

  • The Data Protection Act 2018;

  • Where applicable, the EU General Data Protection Regulation (“EU GDPR”); and

  • Other relevant international data protection laws.

This Privacy Policy applies to all individuals who interact with us, including but not limited to artists, composers, rights holders, clients, website users and newsletter subscribers.

2. DATA CONTROLLER

For the purposes of applicable data protection law, the Data Controller is: Syncsmith Ltd, 13 Innox Hill, Frome, BA11 2LW. United Kingdom. For all data protection enquiries, please contact: gavin@syncsmith.com

3. CATEGORIES OF PERSONAL DATA

In the course of our business activities, we may collect and process the following categories of personal data:

3.1 Artists, Composers and Rights Holders

We may collect:

  • Full name and professional name;

  • Contact details, including email address and telephone number;

  • Company, publisher or management details;

  • Performing rights organisation (PRO) affiliation;

  • Music metadata and submission materials;

  • Links to portfolios, streaming services and social media profiles;

  • Contractual documentation;

  • Financial and payment information where required for licensing or payment purposes.

3.2 Clients (Production Companies, Brands and Agencies)

We may collect:

  • Names and job titles of representatives;

  • Business contact information;

  • Project details and production information;

  • Contractual documentation;

  • Billing and invoicing information.

3.3 Website Users

When you visit our website, we may automatically collect:

  • IP address;

  • Browser type and version;

  • Device information;

  • Pages visited and time spent;

  • Referral source;

  • Cookie and analytics data.

3.4 Newsletter Subscribers

Where you subscribe to receive communications from us, we collect:

  • Name;

  • Email address;

  • Communication preferences.

4. HOW WE COLLECT PERSONAL DATA

We collect personal data:

  • Directly from you via website forms and music submission portals;

  • Through email and written correspondence;

  • During negotiations and contractual arrangements;

  • Through industry networking and professional referrals;

5. PURPOSES AND LEGAL BASIS FOR PROCESSING

We process personal data only where we have a lawful basis to do so.

5.1 Contractual Necessity

We process personal data where necessary to:

  • Evaluate music submissions;

  • Identify suitable works for audiovisual projects;

  • Negotiate and administer sync licensing agreements;

  • Manage contractual relationships;

  • Process payments and financial transactions.

5.2 Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, including:

  • Maintaining industry databases and records;

  • Communicating regarding potential projects or collaborations;

  • Improving our services and website functionality;

  • Protecting the integrity and security of our systems.

In each case, we balance our legitimate interests against your fundamental rights and freedoms.

5.3 Consent

We rely on consent for:

  • Sending marketing communications and newsletters;

  • Placing non-essential cookies on your device.

You may withdraw your consent at any time without affecting the lawfulness of prior processing.

5.4 Legal Obligation

We may process personal data where required to comply with legal or regulatory obligations, including tax and accounting requirements.

6. MUSIC SUBMISSIONS

Where individuals submit musical works or related materials to Syncsmith Ltd:

  • We process associated personal data for the purpose of evaluating suitability for current or future projects.

  • Submission of materials does not create any contractual obligation or representation agreement unless expressly agreed in writing.

  • We do not acquire ownership of submitted works through submission alone.

  • Submission data may be retained for consideration in future opportunities unless deletion is requested.

7. MARKETING COMMUNICATIONS

Where you have opted to receive marketing communications from us, we may send periodic updates, industry news or opportunities relevant to our services.

All electronic marketing communications comply with the Privacy and Electronic Communications Regulations (PECR). Each communication will contain a clear mechanism to unsubscribe.

We do not sell, rent or trade personal data to third parties for marketing purposes.

8. DATA STORAGE AND SECURITY

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or alteration.

Data may be stored using secure third-party service providers, including but not limited to:

  • Google Workspace;

  • Cloud storage platforms;

  • Email marketing providers;

  • Contract management systems.

Access to personal data is restricted to authorised personnel on a need-to-know basis.

While we take reasonable steps to safeguard data, no system can guarantee absolute security.

9. DATA RETENTION

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

  • Contractual and financial records: typically retained for 6–7 years;

  • Music submissions: retained for potential future opportunities unless deletion is requested;

  • Marketing data: retained until consent is withdrawn or the individual unsubscribes.

10. YOUR RIGHTS

Under applicable data protection law, you have the right to:

  • Request access to your personal data;

  • Request rectification of inaccurate or incomplete data;

  • Request erasure where appropriate;

  • Request restriction of processing;

  • Object to processing based on legitimate interests;

  • Request data portability;

  • Withdraw consent at any time where processing is based on consent.

Requests may be made by contacting us using the details provided above.

11. COMPLAINTS

If you believe that your data has been processed unlawfully, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO). We encourage individuals to contact us in the first instance so that we may seek to resolve concerns directly.

12. THIRD-PARTY LINKS

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of such external sites.

13. CHANGES TO THIS POLICY

We reserve the right to amend this Privacy Policy from time to time. The updated version will be published on our website with a revised “Last Updated” date.