Privacy Policy

1. Who we are

Digital Gramophone is the trading name used for this service. Digital Gramophone is responsible for the personal information described in this Privacy Policy.

For privacy questions or requests, contact us at licensing@digitalgramophone.com.

2. What this policy covers

This policy explains how Digital Gramophone collects, uses, stores and shares personal information when you use our website, interact with Neo, submit a licensing request, make a catalogue enquiry, or otherwise contact us.

3. Information we collect

Depending on how you use Digital Gramophone, we may collect information including:

• your name, email address, company or organisation;
• information you provide about a film, television, advertising, game or other production;
• music searches, recording selections and licensing requirements you provide through Neo;
• catalogue information submitted by labels, rights holders or catalogue representatives;
• correspondence and information you send directly to Digital Gramophone; and
• limited technical information needed to operate, protect and maintain the website and its services.

Please do not provide sensitive personal information through Neo or our enquiry forms unless it is genuinely necessary for your request.

4. How Neo uses information

Neo is an AI-assisted music intelligence and licensing system. Information you enter into Neo is processed so that Neo can understand your request, search and reason over relevant music information, help build a licensing brief, and respond to you.

Neo uses external AI inference services to process conversations. This means information you enter into Neo may be transmitted to service providers acting as part of the technical infrastructure used to generate responses.

We do not intentionally store the full Neo conversation transcript as part of a submitted licensing case. Instead, when you choose to submit a licensing request, Digital Gramophone stores the structured information needed to understand and handle that request.

Neo may also retain limited, minimised music-related information that helps improve future music reasoning. This learning information is separated from licensing contact records and is designed not to include your name, email address, company, budget or full private conversation.

5. Licensing requests

A licensing request is not submitted merely because you have a conversation with Neo. You must explicitly choose to send the request.

When you submit a licensing request, we may store the selected recording, production and usage information, licensing requirements, your contact details and other information you have chosen to include in the request.

A Digital Gramophone reference may be created for the submitted request. This allows the case to be identified and, while it remains active, continued in a later session without requiring you to repeat the original licensing brief.

Neo assists with music discovery and the collection of licensing information. Final rights, availability, pricing and licensing decisions are subject to human review and are not determined solely by Neo.

6. Catalogue enquiries

If you submit a catalogue enquiry, we use the information you provide to assess the catalogue, contact you about the enquiry and, where appropriate, discuss onboarding or commercial arrangements.

Submitting a catalogue enquiry does not create a partnership, representation agreement or guarantee that the catalogue will be accepted.

7. Why we use personal information

We use personal information where it is necessary to respond to requests, take steps towards providing licensing or catalogue services, operate our services, protect the security and integrity of Digital Gramophone, maintain appropriate business records and comply with legal obligations.

Depending on the circumstances, our lawful basis may include taking steps at your request before entering into a contract, performing a contract, complying with a legal obligation, or our legitimate interests in operating and protecting Digital Gramophone and responding to genuine business enquiries.

Where consent is required for a particular use, we will ask for it separately.

8. Who we share information with

We do not sell your personal information.

We may share or process information through service providers that are necessary to operate Digital Gramophone. These may include:

• website hosting and infrastructure providers;
• database and cloud service providers;
• AI inference providers used by Neo;
• transactional email providers;
• professional advisers where reasonably necessary; and
• authorities or other parties where disclosure is required by law.

If a licensing request progresses, relevant information may also be shared with rights holders, representatives or other parties where this is necessary to investigate rights or progress the licensing request.

9. International processing

Digital Gramophone uses online infrastructure and service providers that may process information in more than one country.

Where data protection law requires safeguards for an international transfer, we take reasonable steps to use appropriate contractual, legal or other recognised safeguards.

10. How long we keep information

Licensing requests that do not progress to a licence are generally retained for up to 12 months after the last meaningful contact relating to the request.

A Digital Gramophone licensing reference normally becomes inactive for conversational resumption after six months without meaningful activity. A reference becoming inactive does not necessarily mean that the underlying business record is immediately deleted.

If a licensing request progresses into a transaction, agreement or dispute, relevant records may be retained for longer where reasonably necessary for contractual, accounting, legal or rights-management purposes.

Catalogue enquiries and ordinary correspondence are retained only for as long as reasonably necessary to deal with the enquiry and maintain appropriate business records.

Minimised music-related learning information used to improve Neo may be retained separately for longer where it no longer contains the contact and identity information associated with the original licensing request.

11. Your rights

Depending on the data protection laws that apply to you, you may have rights relating to your personal information. These may include the right to:

• ask for a copy of your personal information;
• ask us to correct inaccurate information;
• ask us to delete information in certain circumstances;
• ask us to restrict certain processing;
• object to processing based on legitimate interests;
• receive certain information in a portable form where applicable; and
• withdraw consent where processing is based on your consent.

You have the right to object to processing based on our legitimate interests where applicable.

To make a privacy request, contact licensing@digitalgramophone.com. We may need to verify your identity before acting on certain requests.

You may also have the right to complain to the relevant data protection authority in the country or territory where you live, work, or believe a data protection infringement has occurred.

12. Security

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

No internet service can guarantee absolute security, so please avoid sending information that is not necessary for your enquiry.

13. Children

Digital Gramophone is a professional music archive and licensing service and is not intended to collect personal information from children. If you believe a child has provided personal information to us unnecessarily, please contact us.

14. Changes to this policy

We may update this Privacy Policy when Digital Gramophone, Neo, our service providers or applicable legal requirements change.

The current version will always be published on this page with its latest revision date.

15. Contact

Questions about this Privacy Policy or the use of your personal information can be sent to:

Digital Gramophone
Email: licensing@digitalgramophone.com