Privacy Policy

1. Who We Are

TTopVibes LLC is a limited liability company registered in the United States and operating from 2306 W Monarch Dr, Farmington - 84025-0019, United States (US). The company provides computer integrated systems design services within the professional scientific and technical services sector, and it also operates an artist entry desk that supports independent recordings through demo intake, pitch preparation, release logistics, artwork review, metadata cleanup and release week planning.

For the purposes of applicable data protection law, TTopVibes LLC acts as the controller of the personal information described in this policy. That means the company decides why information is collected and how it is used. Where the company handles information on behalf of an artist or a partner under a separate written arrangement, the company acts as a processor and the terms of that arrangement govern the handling.

The desk is a working studio rather than a public shopfront. Visitors are welcome to write to us at entry@ttopvibes.lat or to call +17407645873 before planning a visit, and we will arrange a handover window on a weekday when that is useful.

2. Scope of This Policy

This policy covers personal information that we collect through our website, through email and telephone contact, through physical media that is handed to the desk, and through the working documents that support a submission ticket. It does not cover information held by partners who operate their own services, such as distribution platforms, playlist editors or payment processors, each of which maintains a separate privacy policy that governs its own handling.

This policy does not apply to information that has been fully anonymised so that it can no longer be linked to an individual. It also does not apply to information that is already lawfully public, such as an artist name placed on a public release page by the artist or by a distributor acting on the artist instruction.

Where a separate written agreement between TTopVibes LLC and an artist contains privacy terms that differ from this policy for a specific engagement, the terms of that agreement will govern that engagement to the extent of any conflict.

3. Information We Collect

We collect only the information that is needed to run the desk and to answer the messages that reach it. The categories below describe what that means in practice.

Identity and contact details

We collect names, artist or project names, email addresses, telephone numbers and, where an artist supplies it, a postal address for physical media handover. We also collect the name of any representative, manager or collaborator who is named in a submission so that we know who is authorised to speak for the project.

Submission and release information

We collect working titles, track lists, release dates, territory plans, contributor lists, split information, publisher references and similar details that are needed to prepare a pitch pack or a delivery schedule. This may include personal information about other contributors, and the artist who supplies those details is responsible for having a lawful basis to share them with the desk.

Audio, image and document files

We receive audio files, artwork files, lyric sheets, contracts, identifier lists and similar documents. Where these files contain a voice, an image of a person or a signature, we treat them as personal information and handle them under the same rules as written records.

Technical information

When a person visits our website, the hosting service may record limited technical information such as the browser type, the device type, the referring page and a coarse region derived from the network address. We do not build advertising profiles from this information, and we do not use it to identify an individual visitor.

Correspondence

We keep the messages that people send to the desk, including the attachments in those messages, so that we can answer a question, continue a thread and keep a record of what was agreed. This includes messages sent through the contact form on our site, which opens the mail program on the sender device and sends the message directly to the desk address.

4. How We Collect Information

Most information reaches us because a person chooses to send it. That includes messages sent through the contact form, emails sent to entry@ttopvibes.lat, telephone calls to +17407645873, private listening links shared with the desk, and files handed over in person at the studio address. We do not buy contact lists, and we do not add people to a mailing list because they visited our site.

A smaller amount of information is generated automatically when a page is loaded. Our hosting service records standard request logs, which include the time of a request, the page requested and a network address. These logs exist so that the site can be served reliably, so that faults can be diagnosed and so that abusive traffic can be blocked.

We may also receive information about an artist from a collaborator, a manager or a partner who is already working on the same project. When that happens, we note on the ticket who supplied the information, and we confirm with the artist that the details are correct before they are used in a delivery or a pitch pack.

Finally, we may receive limited information from payment providers in the course of settling a service fee, such as a confirmation that a payment was completed and the name on the payment instrument. We do not receive or store full card numbers, and card details are handled by the payment provider under its own policy.

5. Legal Bases for Processing

Where the law requires us to identify a legal basis for handling personal information, we rely on the following grounds.

We process information to perform a contract or to take steps at the request of a person before entering a contract. This covers the core of the desk work, from reviewing a submitted demo to issuing a release week checklist.

We process information on the basis of legitimate interests where the processing supports the safe and reliable operation of the business. This covers the maintenance of request logs, the prevention of abuse and fraud, the recovery of unpaid fees and the improvement of our working documents. Where we rely on this basis we weigh our interest against the rights of the individual and we limit the processing to what is necessary.

We process information to comply with a legal obligation where a record must be kept, for example a tax or accounting record, or where we must respond to a lawful request from a public authority.

We process information on the basis of consent where consent is the appropriate ground, for example where a person asks to receive occasional desk notes by email. Consent can be withdrawn at any time by writing to entry@ttopvibes.lat, and the withdrawal does not affect processing that took place before the withdrawal.

6. How We Use Information

We use personal information to open and run a submission ticket, to review a demo, to prepare pitch material, to confirm artwork and metadata, to schedule a release logistics night and to issue a release week checklist. Each use is tied to the work the artist has asked us to do, and we do not repurpose ticket information for unrelated activity.

We use contact details to answer questions, to confirm appointments and to send updates on a ticket. We use release details to check that a delivery is consistent across partners, and we use the recorded outcome of a pitch round to plan the next round. We use the technical logs described above to keep the site available and to block automated abuse.

We use aggregated and anonymised figures, such as the number of tickets opened in a quarter or the average time between intake and first review, to understand how the desk is working. These figures are built so that no individual can be identified from them, and they do not include the content of any recording.

We do not use personal information to train a generative model on an artist recording, and we do not sell or rent personal information to a third party for that party to use in its own marketing.

7. Submission Materials and Audio Files

An unreleased recording is sensitive material for any artist. We treat every submitted file as confidential, and we share it only with the people who need it for a stage that the artist has agreed to. A private listening link is created for the desk or supplied by the artist, and it is never posted publicly or added to a public library.

Where a pitch pack is prepared, the listening link inside the pack is time limited and can be revoked by the artist at any point. We record who received the link, on what date and for which round, so that the artist can see the reach of the material. If a link is revoked while a round is open, the desk stops the round and records the reason.

Files are stored in a working folder that is tied to the ticket. When an engagement ends, the working folder is closed and its contents are handled under the retention rules set out below. The artist remains the owner of the master recording and the artwork throughout, and nothing in this policy transfers any ownership to TTopVibes LLC.

Physical media that is posted or handed to the desk is logged on arrival, stored in a locked cabinet and returned on request at the artist cost. Media that is not collected within the stated retention period is destroyed by a documented process rather than being reused or resold.

8. Cookies and Site Analytics

Our website is built as a small set of static pages, and it does not set advertising cookies. It does not include third party tracking pixels, and it does not embed a social media widget that would send visitor data to another company without a click.

The hosting service may set a strictly necessary cookie or use a comparable technical mechanism to keep the site secure and to balance traffic across servers. Such a mechanism does not track a visitor across other websites, and it is not used to build a profile.

If we later add a privacy respecting measurement tool to understand which pages are useful, we will describe it in this section before it goes live, and we will configure it so that it does not collect a full network address or link a visit to a named individual. Visitors who prefer not to be measured in any way can block scripts in the browser without losing access to the content of the site.

9. How We Share Information

We share personal information only where there is a clear reason and only to the extent that the reason requires. The main situations are set out below.

With the artist and the named collaborators on a ticket, so that a project group can see the state of its own work. We do not share one artist ticket with another artist.

With playlist editors and programme curators, where the artist has agreed to a pitch round. The material shared for a round is limited to the listening link, the short written note and the release details that the artist has approved.

With distribution partners and delivery platforms, where the artwork or metadata stage requires an upload or a correction. We work inside the account held by the artist with written permission, and we do not create a separate account in the artist name.

With professional advisers, such as an accountant or a legal adviser, where this is necessary to run the business or to respond to a dispute. These advisers are bound by confidentiality duties.

With a public authority where the law requires it, or where disclosure is necessary to protect a person from harm or to defend a legal claim. Where we are allowed to do so, we will tell the affected person before making such a disclosure.

With a successor entity in the event that the business is restructured, merged or sold. In that case the successor would be bound by this policy for information that was collected before the transfer, and we would give notice before any change in handling.

10. Service Providers and Processors

We use a small number of service providers to run the desk. These include a web hosting provider that serves our static pages, an email provider that carries messages to and from entry@ttopvibes.lat, a file storage provider for working folders, and an accounting provider for invoices and tax records. Each provider handles information on our instructions and under a written agreement that requires appropriate confidentiality and security measures.

We review a provider before we begin using it, and we review the arrangement at least once a year. A provider that cannot meet our security expectations, or that insists on using desk information for its own unrelated purposes, is not used.

If a provider suffers a security incident that affects desk information, the provider must notify us without undue delay. We then assess the incident, take steps to limit any harm, and notify affected people and any relevant authority where the law requires it.

11. International Transfers

TTopVibes LLC is based in the United States, and the desk works from 2306 W Monarch Dr, Farmington - 84025-0019, United States (US). Information that is sent to us will therefore be processed in the United States, which may have data protection rules that differ from those in the country where a visitor or artist lives.

Where we transfer personal information from a region that restricts transfers, we use an appropriate safeguard. Depending on the region and the provider, this may be a standard contractual clause approved by a regulator, an adequacy decision, or a specific exception that the law allows for a limited purpose such as answering a request from the individual.

A person who wants more detail about the safeguard that applies to a particular transfer can write to entry@ttopvibes.lat and we will provide a summary of the relevant mechanism, subject to any confidentiality obligation we owe to a provider.

12. Data Retention

We keep personal information only for as long as it is needed for the purpose for which it was collected, and then for as long as a legal or contractual obligation requires. The periods below describe our normal practice, though a specific ticket may be kept for a shorter or longer time where there is a clear reason.

Enquiries that do not lead to a ticket are kept for twelve months so that we can pick up a thread if the person writes again, and then deleted.

Closed submission tickets, including the written review, the pitch outcomes and the release checklist, are kept for three years after the release date. This period allows us to answer a question about a past delivery and to compare a new release against the record of an earlier one.

Audio files, artwork files and other working media are deleted from the working folder twelve months after a ticket is closed, unless the artist has asked us in writing to keep a reference copy. Physical media is returned or destroyed within ninety days of a ticket closing.

Invoices, payment confirmations and tax records are kept for seven years, or for the period required by applicable tax law if that is longer.

Request logs from the hosting service are kept for a short period, normally no more than ninety days, and are then deleted or overwritten by the provider.

13. Security Measures

We take the security of submission material seriously because an unreleased recording can be damaged by a single careless share. Access to a working folder is limited to the staff members who are assigned to the ticket, and access is removed when a person leaves the desk or changes role.

Accounts that hold desk information are protected by strong passwords and multi factor authentication. Files are transferred over encrypted connections, and working devices are encrypted at rest. Physical media is stored in a locked cabinet, and the studio door is locked whenever the room is unattended.

A written record of access to sensitive folders is kept and reviewed at regular intervals. If the desk becomes aware of a breach of security that is likely to result in a risk to the rights of an individual, the affected person and any relevant authority will be notified without undue delay, and the report will describe what happened in plain language.

No system can be perfectly secure. A person who suspects that a message, a link or a file connected to the desk has been mishandled should contact entry@ttopvibes.lat or call +17407645873 as soon as possible so that we can investigate.

14. Your Privacy Rights

Depending on where a person lives, the law may give a set of rights over personal information. We honour these rights for everyone who writes to the desk, regardless of where the requester is based, because applying one consistent standard is simpler and fairer.

The right to know what information is held and to receive a copy of it. The desk will normally respond within thirty days of a verified request.

The right to correct information that is inaccurate or incomplete. Because ticket information often affects a delivery, we will also check whether a correction needs to be passed to a partner that already received the earlier version.

The right to delete information, subject to a legal or contractual obligation that requires us to keep it. Where deletion is not possible, the desk will explain why and restrict use of the record instead.

The right to restrict or object to processing. A person may ask the desk to stop using information for a particular purpose, and the request will be honoured unless a compelling lawful reason overrides it.

The right to data portability, which means receiving a copy of the information supplied by the requester in a structured and commonly used format.

The right to withdraw consent at any time where processing is based on consent, and the right not to be subject to a decision that is based solely on automated processing where that decision has a legal or similarly significant effect.

To exercise a right, write to entry@ttopvibes.lat with enough detail for the desk to identify the relevant ticket. We may ask for a small amount of confirming information so that we do not disclose a record to the wrong person. There is no fee for a request, and we will explain any delay if a request is unusually complex.

15. Rights for California Residents

Residents of California have specific rights under state privacy law. These include the right to know the categories of personal information that a business collects, the right to know the categories of sources, the right to know the business purpose for collection, and the right to know the categories of third parties with which information is shared.

California residents also have the right to request deletion, the right to correct inaccurate information, the right to opt out of the sale or sharing of personal information, and the right not to be discriminated against for exercising a privacy right. TTopVibes LLC does not sell personal information, and it does not share personal information for cross context behavioural advertising.

The categories of information we collect and the purposes of collection are described in sections three, four and six of this policy. The categories of third parties are described in sections nine and ten. A California resident who wants to make a request can write to entry@ttopvibes.lat or call +17407645873, and we will verify the request using information already held by the desk for the relevant ticket.

An authorised agent may make a request on behalf of a California resident where the agent provides written authorisation signed by the resident. We will contact the resident directly to confirm the authorisation before disclosing any information.

We will respond to a verified request within forty five days. If more time is needed, we will tell the requester why and give a revised date within the period the law allows.

16. Privacy for Children

Our website and the artist entry desk are intended for adults and for professional or semi professional artists. We do not knowingly collect personal information from a child under the age of thirteen, and we do not direct any part of the service to children.

Where a release involves a performer who is a minor, the desk works through a parent or a legal guardian, and the consent of that adult is recorded on the ticket before any submission material is reviewed. A parent or guardian who believes that a child has sent personal information to the desk can write to entry@ttopvibes.lat and we will delete the information promptly.

If we discover that information has been collected from a child in error, we will delete it and adjust the intake check so that the same situation is caught earlier next time.

17. Marketing Communications

We do not send a regular newsletter, and we do not add an artist to a marketing list because they opened a ticket. From time to time we may send a short note about a change to the desk, such as a new pitch round schedule or a change to the release week window, and we send it only to people who have asked to receive desk notes.

Every desk note includes a simple way to stop receiving further notes, and a stop request is actioned within two working days. A stop request does not affect messages that are needed to run an open ticket, such as a confirmation of a scheduled release logistics night or a question about artwork.

We do not share a desk note list with a third party, and we do not append an address to a list held by another company.

18. Third Party Links

Our pages may link to a partner site, a distribution platform or a reference document that is hosted elsewhere. When a person follows such a link, the privacy policy of that other site applies, and TTopVibes LLC has no control over how that site collects or uses information.

We choose links with care and we remove a link if we learn that the destination handles information in a way that we would not accept for our own desk. We still encourage a visitor to read the privacy notice of any site before sending personal information to it.

A link from our site does not mean that we endorse every practice of the destination, and it does not create a joint controller relationship unless a written arrangement says so.

19. Automated Decision Making

The desk does not make decisions about a submission using automated scoring, and it does not use a software tool to decide whether an artist is accepted or declined. The intake lead reads every ticket that reaches the queue, and a returned ticket always carries a written reason that a person has reviewed.

We use ordinary office software to sort tickets, to track dates and to search a folder, and we may use a spam filter on the mail server that moves an obvious bulk message to a separate folder. A message that is moved by a filter can be recovered on request, and a person who believes a genuine message was filtered can call +17407645873 and we will look for it.

If the desk ever introduces a tool that materially affects a decision about a person, this section will be updated before the tool goes live, and the person affected will be told how the decision was made and how to ask for a human review.

20. Changes to This Policy

We review this policy at least once a year and whenever we change a service, a provider or a working practice in a way that affects personal information. When a change is material, we will update the effective date at the top of this page and, where we hold a working email address for a person affected, send a short notice that explains what changed.

A change applies from the date shown at the top of the page. Information that was collected before that date continues to be handled under the policy that was in force when it was collected, unless the person agrees to the new terms or the law requires a different result.

The current version of this policy is always available at this address, and a printed copy can be provided on request at the studio.

21. How to Contact Us

Questions about this policy, requests about personal information and concerns about a possible breach are all welcome. Please use one of the channels below so that the message reaches the right person at the desk.

This policy is effective from 1 October 2026 and replaces any earlier notice published on this site.