Privacy Policy

1. About PromoLink

PromoLink is a promotional email delivery platform used by music labels, artists and agencies to send release campaigns to selected contacts. PromoLink acts primarily as a technical provider that routes and monitors campaigns on behalf of its users.

PromoLink is operated by:
IAMT Music 2021 SCP
c/ Suissa 8, 2-1
Barcelona, Spain
VAT ESJ05494513

If you have any questions regarding this Policy, you can contact us at: support@promolink.app

2. Definitions

User

A registered individual with a PromoLink account who creates campaigns and uploads contact data.

Sender

A profile created by a User for sending campaigns. One User may have multiple Sender profiles.

Receiver

A contact who opens a campaign via MagicLink and becomes an active participant on the platform.

Contact

A personal email address uploaded by the User into their private contact database. These contacts may or may not be Users or Receivers.

Campaign

A promotional message containing music releases and related information.

3. Data We Collect

PromoLink collects only the data required to provide the service. This includes:

3.1 User Account Data

• name
• email address
• password (hashed)
• profile settings
• sender profiles created by the User

3.2 Contact Data Uploaded by Users

Users upload their own contact lists. This data may include:

• email addresses
• first and last names
• genre tags
• country or city
• notes provided by the User
• mailing list assignments

Users are solely responsible for ensuring that contact data is collected lawfully under GDPR.

PromoLink never sells, shares or uses contact data for its own purposes.

3.3 Receiver Data (Created on Interaction)

When a contact opens a campaign via MagicLink, the following is collected:

• email address
• IP address and approximate geolocation
• device and browser information
• open events
• play events
• download events
• trust score signals
• date and time of each interaction

The Receiver may optionally set a password and become a User.

3.4 Campaign Data

• release title
• artwork
• metadata provided by the Sender
• uploaded audio files (WAV)
• automatically generated MP3 320, MP3 192, AIFF files
• analytics events related to the campaign

3.5 Cookies and Tracking Technologies

PromoLink uses cookies strictly for:

• authentication
• security
• session management
• analytics to measure open, play and download events

PromoLink does not use cookies for advertising, retargeting or cross-site tracking.

4. How We Use Personal Data

PromoLink processes data only for the purposes described below:

4.1 Delivering Campaigns

PromoLink sends emails on behalf of the User to the selected contacts.

4.2 Providing MagicLink Access

MagicLink allows contacts to view the release landing page and interact with the content without initial registration.

4.3 Analytics and Reporting

PromoLink tracks opens, plays, downloads, trust signals and geographic information to provide aggregated analytics to the Sender.

4.4 Service Functionality and Improvements

We analyse usage patterns to improve the platform, performance and reliability.

4.5 Security and Fraud Prevention

We track unusual or abusive behaviour to protect our users and infrastructure.

5. Lawful Basis for Processing

As required by GDPR, PromoLink processes data under the following legal grounds:

5.1 Performance of a Contract

For Users who create campaigns.

5.2 Legitimate Interest

For operating the platform, security and performance.

5.3 User Provided Contact Data

The User is the Data Controller for their own contact lists and must have a lawful basis (such as consent or legitimate interest) for emailing these individuals.

PromoLink is the Data Processor for contact data uploaded by Users.

6. Responsibility for Contact Lists

PromoLink does not collect or source email addresses. Users upload their own contacts and act as the Data Controller.

The User is solely responsible for:

• ensuring all contacts were collected legally
• maintaining records of consent or lawful basis
• respecting GDPR and applicable regulations
• determining who receives campaigns
• ensuring the content of campaigns is lawful

PromoLink does not verify, review, validate or approve contact lists or campaign content.

PromoLink assumes no liability for any communication made by the User.

7. Sharing of Data

PromoLink does not sell or trade personal data.

Data may be shared only with:

• Email infrastructure providers used to deliver campaigns
• Cloud hosting providers
• Security and monitoring tools
• Legal authorities if required by law

All third party partners comply with GDPR.

8. Data Retention

• WAV files, MP3 files, AIFF files: retained during the active campaign and for up to 30 days after expiration.
• Campaign analytics: retained as long as the User account remains active.
• Contact lists: stored until deleted by the User.
• User accounts: stored until deletion.

9. Data Subject Rights

Under GDPR, individuals have the right to:

• access their data
• correct inaccuracies
• request deletion
• object to processing
• withdraw consent
• request portability

Requests can be made at any time by contacting our support team.

10. Security

PromoLink uses industry standard security measures including encryption, access controls, logging and authentication systems to protect data.

No system is entirely secure, but we take reasonable steps to safeguard information.

11. International Transfers

Data may be stored or processed outside the EU, but always with GDPR compliant safeguards such as Standard Contractual Clauses.

12. Changes to This Policy

PromoLink may update this Privacy Policy as needed. Significant changes will be communicated to Users.

13. Contact Information

For privacy related questions, please contact: support@promolink.app