This Privacy Policy explains how personal data is processed when you visit the Phonovia website and use the Phonovia platform and services. Personal data refers to any information that can identify you as an individual.
In addition to general website usage, this also applies to creating an account, uploading music releases, contacting support and receiving royalty payouts through Phonovia.
For detailed information about how and why your data is processed, please review the full Privacy Policy below.
Who is responsible for data processing?
Phonovia is responsible for data processing on this website and in connection with the Phonovia platform and services. You can find our full contact information in the “Responsible Party” section of this Privacy Policy.
How is your data collected?
We collect personal data in different ways.
Some data is provided directly by you, for example when you create an account, upload a release, contact support, or submit a form on our website.
Other data is collected automatically when you visit the website. This includes technical information such as your browser type, operating system, device information, IP address and access time. This data is collected automatically by our IT systems as soon as you access the website.
What do we do with your data?
Part of the data is collected to ensure the proper functioning and security of the website and platform.
We also use data to operate the Phonovia services, including account management, music distribution, customer support, and royalty processing. Some technical data is used to analyze usage and improve the platform and user experience.
What rights do you have over your data?
You have the right at any time to request free information about your stored personal data, its origin, recipients, and the purpose of processing. You also have the right to request correction or deletion of your personal data.
If you have given consent to data processing, you may withdraw that consent at any time for future processing. Under certain circumstances, you may also request restriction of the processing of your personal data.
You also have the right to lodge a complaint with a competent supervisory authority if you believe that your personal data is being processed unlawfully.
For any privacy-related questions, you may contact us at any time.
Account and Release Data
When you create a Phonovia account and upload music, we process additional information required to provide the distribution service. This may include artist names, release titles, track information, cover artwork, audio files, metadata and store delivery information.
This data is necessary to distribute your music to digital platforms and to manage your releases and royalties. The processing is based on Article 6 (1) (b) GDPR (performance of a contract).
The Phonovia website and platform are hosted by an external service provider. Personal data collected through this website is stored on the servers of our hosting provider. This may include IP addresses, contact requests, metadata, communication data, names, website access logs and other data generated when visiting the website.
External hosting is used to securely and efficiently provide our online services (Art. 6 (1) (f) GDPR) and, where necessary, to fulfill contractual obligations with our users (Art. 6 (1) (b) GDPR).
If consent is required (e.g. for cookies or similar technologies), processing is carried out exclusively on the basis of Art. 6 (1) (a) GDPR and § 25 (1) TTDSG. Consent can be withdrawn at any time.
Our hosting provider processes your data only to the extent necessary to fulfill its service obligations and acts solely on our instructions.
Hosting Provider
Hostinger International Ltd.
60 Kaimakli Avenue
Nicosia 1076
Cyprus
The hosting provider of Phonovia automatically collects and stores information in server log files that your browser transmits to us. These include:
Browser type and browser version
Operating system used
Referrer URL
Hostname of the accessing computer
Time of the server request
IP address
This data is not combined with other data sources. The collection of this data is based on Article 6 (1) (f) GDPR, as Phonovia has a legitimate interest in ensuring the stability, security and proper functioning of the platform.
At Phonovia, we take the protection of your personal data very seriously. We treat your data confidentially and in accordance with applicable data protection laws and this Privacy Policy.
When you visit our website or use the Phonovia platform, various personal data may be collected. Personal data refers to any information that can identify you as an individual. This Privacy Policy explains what data we collect, how we use it, and for what purposes. It also describes how we protect your data.
Please note that data transmission over the internet (for example via email) may have security vulnerabilities. Complete protection of data against access by third parties is not always possible.
The responsible party for data processing on this website and within the Phonovia platform is:
Phonovia
Vienna
Austria
Represented by: Hamudi Alibrahim
Email: hello@phonovia.com
The responsible party is the natural or legal entity that alone or jointly with others determines the purposes and means of processing personal data (such as names, email addresses and account information).
Unless a more specific storage period is stated in this Privacy Policy, your personal data will be stored by Phonovia only for as long as necessary to fulfill the purpose for which it was collected.
If you request deletion of your data or withdraw your consent to data processing, your data will be deleted unless we are legally required or permitted to retain it. This may include legal retention obligations, accounting records, or contractual documentation related to royalty payments and transactions.
In such cases, the data will be deleted once the legal retention period expires.
If you have given consent to data processing, Phonovia processes your personal data based on Article 6 (1) (a) GDPR, or Article 9 (2) (a) GDPR if special categories of data as defined in Article 9 (1) GDPR are processed. If explicit consent is granted for the transfer of personal data to third countries, processing will also take place under Article 49 (1) (a) GDPR. In cases where you consent to the use of cookies or access to information on your device (e.g. device fingerprinting), processing is carried out under Section 25 (1) TTDSG. Consent may be withdrawn at any time.
If your data is required to fulfill a contract or to take pre-contractual steps (for example account creation, distribution services or royalty payouts), processing is carried out under Article 6 (1) (b) GDPR. We may also process your data where necessary to comply with legal obligations under Article 6 (1) (c) GDPR. In addition, processing may be based on our legitimate interests pursuant to Article 6 (1) (f) GDPR, such as maintaining the security, stability and improvement of the Phonovia platform.
The specific legal basis for each processing activity is explained in the relevant sections of this Privacy Policy.
Some data processing operations are carried out only with your explicit consent. You may withdraw your consent at any time by contacting Phonovia. The withdrawal of consent does not affect the lawfulness of data processing carried out before the withdrawal.
If data processing is based on Article 6 (1) (e) or (f) GDPR, you have the right to object at any time to the processing of your personal data for reasons arising from your particular situation. This also applies to profiling based on these provisions. The legal basis for processing is described in this Privacy Policy. If you object, Phonovia will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing that override your interests, rights and freedoms, or the processing serves the establishment, exercise or defense of legal claims (objection under Article 21 (1) GDPR).
If your personal data is processed for direct marketing purposes, you have the right to object at any time to the processing of your personal data for such advertising. This also applies to profiling related to direct marketing. After your objection, your personal data will no longer be used for direct marketing purposes (objection under Article 21 (2) GDPR).
In the event of violations of applicable data protection laws, you have the right to lodge a complaint with a supervisory authority, in particular in the EU Member State of your habitual residence, your place of work, or the place of the alleged infringement. This applies to the processing of personal data by Phonovia. The right to lodge a complaint is without prejudice to any other administrative or judicial remedies.
You have the right to receive the personal data processed by Phonovia, which we handle automatically based on your consent or for the performance of a contract, in a commonly used, machine-readable format. You may request that the data be provided to you or transferred to a third party. A direct transfer to another controller will only be carried out where technically feasible.
In accordance with applicable legal provisions, you have the right at any time to obtain free information about your stored personal data, its origin, recipients and the purpose of processing. You also have the right to request the rectification or deletion of this data.
For such requests, or for any questions regarding your personal data, you may contact Phonovia at: hello@phonovia.com
You have the right to request the restriction of the processing of your personal data by Phonovia. This right applies in the following situations:
If you contest the accuracy of your personal data stored by us, we usually require time to verify it. During the verification period, you have the right to request restriction of processing.
If the processing of your personal data was unlawful, you may request restriction of processing instead of deletion.
If we no longer require your personal data but you need it for the establishment, exercise or defense of legal claims, you have the right to request restriction of processing instead of deletion.
If you have objected to processing under Article 21 (1) GDPR, a balance between your interests and ours must be carried out. While it is being determined whose interests prevail, you have the right to request restriction of processing.
If processing of your personal data has been restricted, such data may — apart from storage — only be processed with your consent, for the establishment, exercise or defense of legal claims, for the protection of the rights of another natural or legal person, or for reasons of important public interest of the European Union or a Member State.
For security reasons and to protect the transmission of confidential content, such as inquiries or account-related information you send to Phonovia, this website uses SSL or TLS encryption.
You can recognize an encrypted connection by the “https://” in your browser’s address bar and the lock icon displayed in the browser.
When SSL or TLS encryption is active, the data you transmit to us cannot be read by third parties.
If you contact Phonovia via email or through a contact form, we will store and process your request, including all related personal data (such as your name, email address and message details), for the purpose of handling your inquiry. We do not share this data without your consent.
The processing of this data is based on Article 6 (1) (b) GDPR if your request is related to a contract or pre-contractual measures (for example account support, release assistance or payout inquiries). In other cases, processing is based on our legitimate interest in responding to inquiries efficiently (Article 6 (1) (f) GDPR) or on your consent (Article 6 (1) (a) GDPR), if such consent has been provided. You may withdraw your consent at any time.
The data you send us via contact requests will remain stored until you request deletion, withdraw your consent to storage, or the purpose for storage no longer applies (for example once your request has been resolved). Mandatory legal retention periods remain unaffected.
Phonovia uses Stripe, a third-party payment service provider, to process payments made through the platform. When you make a payment, Stripe collects and processes payment data such as your payment method details, billing information and transaction data.
Sensitive payment information (for example credit card numbers) is processed and stored exclusively by Stripe. Phonovia does not store or have direct access to your full payment details. We may receive limited information from Stripe necessary to manage transactions, such as your name, email address and payment status.
The processing of payment data is carried out for the purpose of providing our services and fulfilling contractual obligations in accordance with Article 6 (1) (b) GDPR.
You can find Stripe’s Privacy Policy here:
https://stripe.com/privacy
Phonovia uses PayPal, a third-party payment service provider, to process payments and payouts through the platform. When you make a payment or receive a payout, PayPal collects and processes the necessary payment data, such as your PayPal account details and transaction information.
Sensitive payment data is processed and stored exclusively by PayPal. Phonovia does not store or have direct access to your full payment details. We may receive limited information required to complete transactions, such as your name, email address and payment status.
The processing of payment data is carried out for the purpose of providing our services and fulfilling contractual obligations in accordance with Article 6 (1) (b) GDPR.
You can find PayPal’s Privacy Policy here:
https://www.paypal.com/privacy
Phonovia collects your email address when you create an account, contact support, or use our services. Your email address is used to manage your account, provide platform access, send important service notifications (such as release updates, payout information or support responses), and communicate regarding your account.
We do not use your email address for marketing or newsletters unless you explicitly choose to receive such communications.
Email communication is handled through Google (Gmail). Your email data may therefore be processed on Google’s servers in accordance with applicable data protection regulations.
The processing of this data is based on Article 6 (1) (b) GDPR for the performance of a contract and Article 6 (1) (f) GDPR for our legitimate interest in providing reliable communication and support.
Google may process data on servers located outside the European Union. In such cases, appropriate safeguards are applied in accordance with Article 46 GDPR to ensure an adequate level of data protection.
Google’s Privacy Policy can be found here:
Phonovia uses privacy-friendly analytics tools to understand how the website is used and to improve the performance and usability of the platform. These tools are configured to avoid personal identification wherever possible.
The information collected may include:
Page views
Referrer pages
Device type
Browser type
Approximate location (country)
No direct personal identification is performed through these analytics.
The legal basis for this processing is Article 6 (1) (f) GDPR (legitimate interest), as we have a legitimate interest in maintaining and improving the functionality, security and user experience of the Phonovia platform.
Our website uses cookies and similar technologies. Cookies are small text files that are stored on your device when you visit the website. They help us ensure the proper functioning of the platform, improve security and enhance user experience.
Some cookies are technically necessary for the operation of the website (for example login sessions, security protection and basic site functionality). These cookies are processed on the basis of Article 6 (1) (f) GDPR (legitimate interest).
Other cookies, such as analytics or optional features, are only used with your consent in accordance with Article 6 (1) (a) GDPR and § 25 TTDSG. You can accept or reject these cookies at any time through the cookie consent banner.
You can also configure your browser to inform you about the use of cookies, allow cookies only in individual cases, exclude the acceptance of cookies for certain cases or generally, and activate automatic deletion of cookies when closing your browser. Disabling cookies may limit the functionality of the website.
If you subscribe to the Phonovia newsletter or updates, we will process your email address for the purpose of sending service information, platform updates and announcements related to Phonovia.
The subscription only takes place with your explicit consent (Article 6 (1) (a) GDPR). You may unsubscribe at any time using the unsubscribe link included in every email or by contacting us at hello@phonovia.com.
We store your email address for as long as you remain subscribed to the newsletter. After you unsubscribe, your email address will be removed from the mailing list unless legal retention obligations apply.
We do not share newsletter subscriber data with third parties except where required for email delivery services.
