This policy explains what personal information SoundWaves collects when you visit soundwavesmusic.net or contact us, why we collect it, and the choices and rights you have.
Who we are
SoundWaves is a trading name of [Company legal name], a company registered in England and Wales (company number [number]), registered office [address]. We are the data controller for the personal information described in this policy.
If you have any questions about this policy or how we use your information, email us at info@soundwavesmusic.net.
Information we collect
We collect only what we need to run the website and respond to you.
- When you email us: your name, email address, phone number if you include it, and anything you tell us in your message, such as your vessel, location or requirements.
- When you browse the site: with your consent, Google Analytics collects information about how you use the site. This includes pages viewed, time on site, approximate location (city or country), device and browser type, and how you arrived.
- Technical data: our hosting provider automatically records your IP address, browser details and the date and time of each request in server logs. This is used to keep the site secure and working.
We do not knowingly collect information from children, and we do not collect any special category data.
How we use your information
UK data protection law requires a lawful basis for each use of your information. Ours are:
| What we do | Lawful basis |
|---|---|
| Reply to your enquiry and discuss SoundWaves with you | Legitimate interests (responding to people who contact us), or steps before entering a contract with you |
| Provide, deliver and support SoundWaves if you become a customer | Performance of a contract |
| Understand how visitors use the site so we can improve it (Google Analytics) | Consent, which you can withdraw at any time |
| Keep the site secure and prevent misuse | Legitimate interests |
| Keep records we are required to keep, such as invoices | Legal obligation |
We will not send you marketing emails unless you have asked us to, and we never sell your information.
Cookies and analytics
Cookies are small files stored on your device. We only set analytics cookies if you accept them in our cookie banner.
| Cookie | Provider | Purpose | Expires |
|---|---|---|---|
| _ga | Google Analytics | Distinguishes unique visitors | 2 years |
| _ga_* | Google Analytics | Keeps track of your session | 2 years |
| [consent cookie name] | [cookie banner plugin] | Remembers your cookie choice | [period] |
Strictly necessary cookies, such as those that keep the site secure, do not need consent.
You can change your choice at any time through the cookie settings link in the website footer. You can also block or delete cookies in your browser settings, or install Google’s Analytics opt-out add-on. For more on how Google uses data, see How Google uses information from sites that use its services.
Who we share it with
We share your information only with service providers who help us run the website and business. They may use it only on our instructions.
| Provider | What they do |
|---|---|
| WP Engine | Hosts the website and its server logs |
| Cloudflare (via WP Engine) | Delivers the site quickly and protects it from attacks |
| Website analytics (Google Analytics) and search performance data (Google Search Console) | |
| [Email provider] | Hosts our email inbox |
We may also share information if the law requires it, or with professional advisers such as our accountant.
International transfers
Some of these providers are based in, or process data in, the United States. Where information leaves the UK, we rely on the UK–US Data Bridge, or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, to make sure it stays protected.
How long we keep it
- Enquiries that don’t lead to a sale: up to 2 years from our last contact, then deleted.
- Customer records: for the length of our relationship, plus 6 years for tax and legal purposes.
- Google Analytics data: 14 months, after which Google deletes it automatically.
- Server logs: held by WP Engine for a short period, typically no more than a few weeks.
Keeping it secure
The site runs over an encrypted (HTTPS) connection, and access to our systems is limited and password-protected. No method of sending data over the internet is completely secure, but we take reasonable steps to protect your information.
Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you
- ask us to correct anything that is wrong or incomplete
- ask us to delete your information
- object to or restrict how we use it
- ask us to transfer it to you or another organisation
- withdraw your consent to analytics cookies at any time
To use any of these rights, email info@soundwavesmusic.net. We will reply within one month and there is normally no charge.
Complaints
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/make-a-complaint or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
Last updated: [date]