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SoundOps

Privacy Policy

Last updated: 13 March 2026

1. Introduction

SoundOps ("we", "us", "our") operates the SoundOps platform (soundops.io) and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our platform, including any features that integrate with third-party services such as Facebook, Instagram, and other Meta products.

2. Information We Collect

2.1 Information You Provide

  • Account registration details (name, email address, password)
  • Profile and business information (label name, artist details, branding assets)
  • Content you create or upload (releases, images, blog posts, event listings)
  • Communications you send through our platform (messages, comments, support requests)
  • Payment and billing information (processed securely via Stripe)

2.2 Information from Third-Party Services

When you connect third-party accounts (e.g. Instagram, Facebook, Spotify), we may receive:

  • Your public profile information (name, profile picture, account ID)
  • Page and business account details you grant us access to
  • Content engagement data (comments, messages, post metrics) as permitted by the platform
  • Access tokens required to operate features on your behalf (stored encrypted)

2.3 Automatically Collected Information

  • Device and browser information (IP address, browser type, operating system)
  • Usage data (pages visited, features used, timestamps)
  • Cookies and similar tracking technologies

3. How We Use Your Information

  • To provide, maintain, and improve our platform and services
  • To process transactions and send related notifications
  • To enable integrations with third-party services you connect (e.g. Instagram posting, DM management)
  • To send marketing communications you have opted into
  • To respond to your enquiries and provide customer support
  • To monitor and analyse usage trends and improve user experience
  • To detect, prevent, and address technical issues and security threats
  • To comply with legal obligations

4. Data Sharing and Disclosure

We do not sell your personal data. For our full list of sub-processors and the transfer mechanism in place for each, see /sub-processors. We may share information with:

  • Service providers - trusted third parties that help us operate our platform (e.g. AWS, Stripe, Vercel, MongoDB Atlas)
  • Third-party integrations - services you explicitly connect (e.g. Meta/Instagram, Spotify) receive only the data necessary to provide the requested functionality
  • Legal requirements - when required by law, regulation, or legal process
  • Business transfers - in connection with a merger, acquisition, or sale of assets

5. Data from Meta Products (Facebook & Instagram)

When you connect your Instagram or Facebook account to SoundOps, we access data through the Meta Graph API in accordance with Meta's Platform Terms. Specifically:

  • We access your Instagram Business Account data only with your explicit authorisation
  • We use this data solely to provide the features you have enabled (content publishing, DM management, comment moderation, analytics)
  • We do not share Meta-sourced data with other third parties except as required to operate the service
  • Access tokens are encrypted at rest using AES-256-GCM and are never exposed to the frontend
  • Instagram messages and comments are subject to 30-day data retention and are automatically deleted after this period
  • You can disconnect your Instagram/Facebook account at any time from your SoundOps admin settings, which revokes our access

6. Analytics and Advertising on soundops.io

This section covers tracking on the soundops.io marketing site only. It does not apply to sites we host for our customers - each of those has its own privacy policy and its own tracking configuration, set by the customer.

Nothing below loads until you accept marketing or analytics cookies. Our banner defaults to refusing both, and no advertising or analytics tag runs while that choice is outstanding or declined. You can change your decision at any time using the “Manage cookies” link in the footer.

6.1 Tools we use

  • Google Tag Manager - loads the tags listed below. It sets no cookies of its own.
  • Google Analytics 4 - measures which pages are visited, how people arrive, and where journeys break. Loaded under the analytics category.
  • Meta pixel and Conversions API - measures which marketing activity leads to sign-ups, so we can assess our advertising. Loaded under the marketing category.

6.2 What we send to Meta

With your consent we send Meta a record of certain actions on this site: viewing a page, starting a sign-up, completing registration, and subscribing to a paid plan (including the amount). These are sent both from your browser and from our servers, matched by a shared event identifier so the same action is counted once.

To let Meta match those actions to an account, we include your email address and, where available, identifiers from Meta's own cookies, your IP address and browser user agent. Your email address is irreversibly hashed (SHA-256) before it is sent - we never transmit it in readable form. Meta's automatic advanced matching may additionally capture details entered into forms on our marketing and sign-up pages, hashed in the same way. We exclude our sign-in and account pages from this entirely, so information entered when logging in is never sent.

Our lawful basis is your consent (UK GDPR Article 6(1)(a)), given through the cookie banner and withdrawable at any time. Meta acts as an independent controller for this data; their handling is governed by their own terms. Transfers are covered by the UK Addendum to the EU Standard Contractual Clauses.

6.3 Declining

Declining costs you nothing. Every part of the site works identically, and we simply measure less. Withdrawing consent stops any further data being sent, though it cannot recall what was already shared.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide services. For the full retention table see our _LEGAL.md sub-readme or contact privacy@soundops.io.

8. Your Rights

Under UK GDPR you can access (Article 15), correct (Article 16), erase (Article 17), restrict (Article 18), port (Article 20), or object to (Article 21) our processing. To exercise any of these contact privacy@soundops.io.

9. Contact

privacy@soundops.io