Privacy Policy

Last updated: June 2026

This Privacy Policy explains how Track Record ("we", "us", or "our") collects, uses, stores, and protects your personal data when you use the Track Record platform, including our website, applications, and related services (together, the "Service").

We are committed to protecting your privacy and handling your personal data transparently and in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

If you have any questions about this Policy or how we handle your data, please contact us at track-record@outlook.com.

1. Who we are

Track Record is a platform that lets people create, share, and archive "anthologies" — curated sequences of music tracks, each introduced with a recorded voice note or written annotation. The Service allows users to build anthologies privately, collaborate with others, contribute to public anthologies, and subscribe to other users' profiles.

For the purposes of data protection law, Track Record is the "data controller" responsible for your personal data.

Data controller contact details:

  • Entity: Track Record
  • Email: track-record@outlook.com

2. The personal data we collect

We collect and process the following categories of personal data:

Account information. When you create an account, we collect your name or username, email address, and password (stored in encrypted form). You may optionally provide a profile image and a phone number.

Voice recordings. A core feature of the Service is the ability to record voice notes introducing music tracks. When you record a voice note, we collect and store the audio recording, which is your personal data and may contain your voice, opinions, personal memories, and references to other people. We also generate and store a text transcript of each voice recording.

Content you create. We collect the content you create on the Service, including anthology titles and descriptions, written annotations and comments, the tracks you select (including links to third-party music services), questions you pose, and any other content you submit.

Workspace data. We store the tracks you save to your private Workspace, along with any annotations, notes, and timestamps you attach to them.

Collaboration and subscription data. We collect information about your interactions with other users, including who you invite to or collaborate with on anthologies, the profiles you subscribe to, and the subscribers to your own profile.

Usage data. We automatically collect information about how you use the Service, including pages visited, features used, playback activity, the date and time of your visits, and actions you take.

Technical data. We collect technical information including your IP address, browser type and version, device information, operating system, and similar identifiers. Some of this is collected through cookies and similar technologies (see Section 9).

Communications. If you contact us or submit feedback through the Service, we collect the content of those communications and any information you choose to provide.

3. Special category and sensitive data

Voice recordings may, in some circumstances, reveal information that could be considered sensitive — for example, if you choose to discuss your health, beliefs, relationships, or other personal matters in a voice note. We do not seek to collect special category data, and we ask that you are mindful of what you choose to record. Where voice recordings contain such information, we process it only on the basis of your explicit consent, which you provide by choosing to create and save the recording, and you may withdraw that consent by deleting the recording or your account.

You should not record or upload special category data about other people without their consent.

4. How and why we use your personal data

We use your personal data for the following purposes, relying on the lawful bases set out below:

To provide the Service (lawful basis: performance of a contract). We process your account information, content, voice recordings, and Workspace data to operate the Service, create and store your anthologies, enable playback, and deliver the features you use.

To enable collaboration and subscriptions (lawful basis: performance of a contract). We process collaboration and subscription data to let you invite others, build anthologies together, contribute to public anthologies, and subscribe to profiles.

To transcribe voice recordings (lawful basis: performance of a contract and your consent). We process your voice recordings to generate text transcripts, which make your content searchable and accessible.

To send notifications (lawful basis: performance of a contract and, where required, consent). We use your email address and, if provided, your phone number to send you service-related notifications, such as reminders that it is your turn in an anthology. Where you have opted in, we may send these by SMS.

To improve and maintain the Service (lawful basis: legitimate interests). We use usage and technical data to understand how the Service is used, diagnose problems, ensure security, and improve features. Our legitimate interest is in operating and improving a reliable, secure Service, balanced against your rights.

To respond to you (lawful basis: legitimate interests). We use communications and feedback data to respond to your enquiries and act on feedback.

To comply with legal obligations (lawful basis: legal obligation). We may process your data where necessary to comply with applicable law, respond to lawful requests, or enforce our terms.

We will not use your personal data for automated decision-making that produces legal or similarly significant effects on you.

5. Public and shared content

Track Record is designed around sharing music. You control the visibility of your content:

Private anthologies are visible only to you and to the specific people you invite to collaborate.

Public anthologies are visible to other users of the Service, and the content within them — including your voice recordings, transcripts, annotations, selected tracks, and your name or username — may be heard, read, and accessed by others.

Public profiles. If you set your profile to public, your profile information, stats, and public anthologies may be discoverable by and visible to other users, and other users may subscribe to your profile.

Please consider carefully what you include in content you make public, particularly in voice recordings, as this content may be widely accessible and may reference other people. Once content is shared publicly or with collaborators, we may be unable to fully retrieve or remove copies that others have accessed.

6. Information about other people

If your voice notes, annotations, or other content mention or contain information about other people, you are responsible for ensuring you have the right to share that information. We ask that you respect the privacy of others and do not share personal or sensitive information about identifiable individuals without their consent.

7. Who we share your data with

We do not sell your personal data. We share it only in the following circumstances:

Service providers (data processors). We use third-party providers to operate the Service. These currently include:

  • Supabase — for hosting, database, authentication, and file storage, including storage of your voice recordings and content.
  • OpenAI — for transcribing voice recordings into text. Audio may be transmitted to this provider for processing.
  • Twilio — if you opt in to SMS notifications, for delivering text messages.
  • Third-party music services (such as Spotify, YouTube, and Bandcamp) — when you link or play tracks, your browser interacts with these services, which have their own privacy policies and may collect data about your use of their players.

We enter into data processing agreements with our service providers requiring them to protect your data and process it only on our instructions, except where they act as independent controllers under their own policies (such as the third-party music services).

Other users. As described in Section 5, content you make public or share with collaborators is accessible to those users.

Legal and protection. We may disclose personal data where required by law, to respond to lawful requests from public authorities, to enforce our terms, or to protect the rights, safety, or property of Track Record, our users, or others.

Business transfers. If we are involved in a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

8. International data transfers

Some of our service providers may store or process your data outside the United Kingdom or European Economic Area. Where we transfer personal data internationally, we take steps to ensure it is protected by appropriate safeguards, such as the UK International Data Transfer Agreement, the European Commission's Standard Contractual Clauses, or transfers to countries deemed to provide adequate protection.

You may contact us at track-record@outlook.com for more information about the safeguards in place.

9. Cookies and similar technologies

We use cookies and similar technologies to operate the Service, remember your preferences, keep you logged in, and understand how the Service is used. Some cookies are strictly necessary for the Service to function; others are used for analytics or preferences and are used only where permitted.

You can control non-essential cookies through the cookie settings presented to you and through your browser settings. Disabling certain cookies may affect how the Service works.

10. How long we keep your data

We keep your personal data for as long as your account is active or as needed to provide the Service.

  • Account and content data is retained while your account exists. If you delete specific content (such as a voice recording or an anthology), we delete it from active systems, though residual copies may persist in backups for a limited period before being overwritten.
  • If you delete your account, we will delete or anonymise your personal data within a reasonable period, except where we are required to retain certain information to comply with legal obligations, resolve disputes, or enforce our agreements.
  • Public content that you have shared and that others have incorporated into or relied upon (for example, a voice note accepted into another user's public anthology) may persist after you delete your account, in a manner that is dissociated from your account where reasonably possible.

11. How we protect your data

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, or alteration. These include encryption of passwords, access controls, and secure hosting. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

12. Your rights

Under data protection law, you have the following rights in relation to your personal data:

  • The right to be informed about how we use your data, as set out in this Policy.
  • The right of access to the personal data we hold about you.
  • The right to rectification of inaccurate or incomplete data.
  • The right to erasure ("the right to be forgotten") in certain circumstances.
  • The right to restrict processing in certain circumstances.
  • The right to data portability — to receive your data in a structured, commonly used, machine-readable format.
  • The right to object to processing based on legitimate interests, and to object to direct marketing.
  • The right to withdraw consent at any time where we rely on consent, without affecting the lawfulness of processing before withdrawal.
  • Rights in relation to automated decision-making, though we do not carry out such decision-making with significant effects.

To exercise any of these rights, please contact us at track-record@outlook.com. We will respond within the timeframes required by law. We may need to verify your identity before acting on your request.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority, at ico.org.uk, or with your local data protection authority.

13. Children and young people

The Service is not directed at children under 16, and we do not knowingly collect personal data from children under that age without appropriate consent. Because the Service involves recording and sharing voice and personal content, we take the protection of young people seriously.

If you are under the age of 16, please do not use the Service or provide any personal data unless permitted and with the consent of a parent or guardian as required by law.

If we become aware that we have collected personal data from a child in a manner inconsistent with applicable law, we will take steps to delete it. If you believe we may hold data about a child, please contact us at track-record@outlook.com.

14. Third-party links and services

The Service contains links to and integrations with third-party music services and other websites. We are not responsible for the privacy practices of those services. We encourage you to review their privacy policies before using them.

15. Changes to this Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service before the changes take effect. The "Last updated" date at the top of this Policy indicates when it was last revised. Your continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

16. Contact us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at:

Track Record track-record@outlook.com

This Privacy Policy is provided as a template and should be reviewed by a qualified legal professional before use to ensure it meets your specific legal obligations.