Privacy notice

Who we are

The data controller is Emberlight Artists Ltd, registered in England and Wales under company number 17379355, registered office 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, with an office at Strawinskylaan 4117, 1077 ZX Amsterdam. Questions about this notice or about personal data we hold should be sent to contact@emberlightartists.com.

We follow the UK General Data Protection Regulation and the Data Protection Act 2018, and the EU General Data Protection Regulation where it applies to people in the European Union.

What we collect and why

What	Why we use it	Lawful basis
Artist applications	To decide whether to work together and to reply	Steps you asked for before an agreement; legitimate interests
Emails and enquiries, including booking enquiries for our artists	To answer you, quote, book and confirm work	Contract, or steps before one; legitimate interests
Newsletter sign ups	To send the newsletter you asked for	Consent, which you can withdraw at any time
Records of artists we manage, their bookings, contracts and invoices	To run the management agreement	Contract; legal obligation for accounting records
Analytics (only if you agree)	To see which pages are read, so we can improve the site	Consent

We do not use your data for automated decisions about you, and we do not sell it.

Artist applications

When you apply for representation on our application page, we collect what you enter: your name and contact details, the artist’s name, location and links, whether the artist is under 18 and, if so, the name and email of a parent or guardian, and your answers about the music, audience, team, rights, income and plans. The income question is optional.

We use this only to decide whether to work together and to reply to you. Applications are read by the Emberlight Artists team. They are stored on our web hosting and sent to us by email through our mail provider. We do not share them with anyone else.

If we do not go on to work together, we delete the application twelve months after we reply, unless you ask us to keep it on file. If we do work together, it becomes part of your artist record.

While you fill in the form, your answers are also kept in your own browser so you can come back to them. They are removed from your browser when you send the application or press Start again, and we cannot see them before you send.

If you sign up on our newsletter page, we keep your email address, your name if you give it, when and where you signed up, and a record of your consent. Every newsletter has a link to unsubscribe in one click, and once you do we stop sending it and keep only what we need to make sure you are not emailed again.

Artists we manage and the people they work with

For the artists we manage, we keep the records the work needs: contact details, the plan, bookings, contracts, invoices, payments and royalty registrations. Promoters, venues, bookers and clients who contact us or our artists are recorded with the details needed to quote, confirm, invoice and get paid. These records are kept on our own platform, The Booth, and are available to the artist they relate to. If a management agreement ends, the artist leaves with their website, contacts, dates and financial records.

Cookies and analytics

We use Google Analytics, provided by Google Ireland Limited, to count visits and see which pages are read. It runs in Google’s consent mode: until you choose Accept analytics, no analytics cookies are set and Google receives only basic signals without cookies or identifiers. If you accept, Google Analytics sets cookies named _ga and _ga_*, kept for up to two years. You can change your choice at any time with the Cookie choices link at the foot of every page.

The site also keeps a few things in your own browser that are needed for it to work and are not sent to us: your cookie choice, which song the roster player was on during your visit, and your unsent application answers.

Spotify and YouTube

Our pages include The Roster, a playlist hosted on Spotify, with a Play the roster button. The Spotify player is not loaded when you open a page, and nothing is sent to Spotify. Until then the page shows pictures stored on our own site.

If you press play, the Spotify player loads from Spotify’s servers. From that point Spotify receives your IP address and browser details, may set its own cookies and may link your listening to your Spotify account if you are signed in. Pressing play is how you choose to load it; if you would rather not, use the Open in Spotify links instead, or do not press play.

Spotify handles that data as a separate controller under its own privacy policy and cookie policy.

The film on our Desk tour page is embedded from YouTube in its privacy enhanced mode, which does not set YouTube cookies until you play the film. Links to YouTube elsewhere on the site are ordinary links and load nothing until you follow them. YouTube is run by Google under its own privacy policy.

We use a small number of providers who process data on our behalf and under contract: our web hosting and email providers, and Google for analytics if you accept it. When we act for an artist, we share what is needed with the people involved in that piece of work, such as a promoter, an agent, a label, a publisher, an accountant or a lawyer. We share data with authorities only where the law requires it.

Some providers may process data outside the United Kingdom and the European Economic Area. Where they do, the transfer is covered by an adequacy decision or by standard contractual clauses.

How long we keep it

Applications that do not lead to an agreement: twelve months after we reply.
General enquiries and emails: up to two years after the last contact.
Newsletter: until you unsubscribe.
Contracts, invoices and accounting records: six years after the end of the financial year they relate to, as UK law requires.
Artist records: for the length of the management agreement and the post term period, then as above for accounting records.

Your rights

You can ask to see the personal data we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive a copy to take elsewhere. Where we rely on consent, you can withdraw it at any time. Write to contact@emberlightartists.com and we will answer within one month.

If you are unhappy with how we have handled your data, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk, or in the Netherlands to the Autoriteit Persoonsgegevens at autoriteitpersoonsgegevens.nl.

We will update this notice when what we do changes, and change the date at the top when we do.