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PRIVACY POLICY

Last Updated: November 27, 2025

Cosmic Fairy LTD ("we", "us", "our") is committed to protecting your privacy and processing your personal data securely. This Privacy Policy describes how we collect, use, store, and protect your personal information when you use our website and services.

1. Scope and Definitions

This Privacy Policy applies to all users of our website, including artists, visitors, demo submitters, and newsletter subscribers. By using our services, you acknowledge that you have read and understood this Privacy Policy.

1.1 Key Definitions

Personal Data: Any information relating to an identified or identifiable person, such as your name, email address, phone number, or any other information that can identify you.

Data Subject: The individual whose personal data we process (you).

Processing: Any operation performed on personal data, including collection, recording, storage, use, disclosure, or deletion.

Data Controller: Cosmic Fairy LTD, which determines the purposes and means of processing personal data.

2. Information We Collect

2.1 Information You Provide

We collect personal information that you voluntarily provide to us:

  • Demo Submissions: Name, email, phone number, country, Instagram username, demo links, and any additional notes you provide
  • Newsletter Subscriptions: Email address
  • Contact Information: Any information you provide when contacting us directly

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain technical information:

  • IP address and device information
  • Browser type and version
  • Pages visited and time spent on pages
  • Referral sources
  • Usage data collected through analytics tools (Google Analytics)

3. Legal Basis for Processing

We process your personal data based on the following legal grounds:

  • Consent: When you subscribe to our newsletter or submit information voluntarily, you provide consent for us to process your data
  • Legitimate Interests: We process data for our legitimate business interests, such as reviewing demo submissions, improving our services, and analyzing website usage
  • Contractual Necessity: When we enter into agreements with artists or service providers
  • Legal Compliance: When required by law to process certain information

4. How We Use Your Information

We use your personal data for the following purposes:

  • Reviewing and responding to demo submissions
  • Sending newsletters and promotional communications
  • Communicating with you about our releases and events
  • Improving our website and services
  • Analyzing user behavior and preferences
  • Complying with legal obligations
  • Protecting our rights and preventing fraud

5. Data Sharing and Third Parties

5.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website and services:

  • Google Apps Script / Google Sheets: For form submissions and data storage
  • Google Analytics: For website analytics and performance tracking
  • Email Service Providers: For sending newsletters and communications
  • Web Hosting Providers: For hosting our website

5.2 Legal Requirements

We may disclose your information if required by law, court order, or other legal processes, or to protect our rights, property, or safety.

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

6. International Data Transfers

Your personal data may be transferred to and processed in countries outside your jurisdiction. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

7. Your Rights

You have the following rights regarding your personal data:

7.1 Right to Access

You have the right to request access to your personal data and receive information about how we process it.

7.2 Right to Rectification

You can request correction of inaccurate or incomplete personal data.

7.3 Right to Erasure

You can request deletion of your personal data when it is no longer necessary for the purposes for which it was collected, or if you withdraw your consent.

7.4 Right to Restrict Processing

You can request that we temporarily restrict processing of your personal data in certain circumstances.

7.5 Right to Data Portability

You can request to receive your personal data in a structured, commonly used, and machine-readable format.

7.6 Right to Object

You can object to processing of your personal data based on legitimate interests or for direct marketing purposes.

7.7 Right to Withdraw Consent

Where processing is based on consent, you can withdraw your consent at any time. This will not affect the lawfulness of processing before withdrawal.

7.8 How to Exercise Your Rights

To exercise any of these rights, please contact us at hello@cosmicfairyrecords.com. We will respond to your request within one month.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

  • Demo Submissions: Retained for up to 2 years or until you request deletion
  • Newsletter Subscriptions: Retained until you unsubscribe
  • Website Analytics: Aggregated data retained for up to 26 months
  • Legal Requirements: Some data may be retained longer to comply with legal obligations

9. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, loss, destruction, or alteration. These measures include:

  • Secure data transmission using SSL/HTTPS encryption
  • Access controls and authentication
  • Regular security assessments
  • Employee training on data protection

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us:

  • Remember your preferences
  • Analyze website traffic and usage patterns
  • Improve our services

You can control cookies through your browser settings. However, disabling cookies may affect your ability to use certain features of our website.

11. Third-Party Links

Our website may contain links to third-party websites, including social media platforms and streaming services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

12. Children's Privacy

Our services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If we become aware that we have collected personal data from a child without parental consent, we will take steps to delete that information.

13. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify you and the relevant supervisory authority without undue delay, in accordance with applicable data protection laws.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a new "Last Updated" date. Your continued use of our services after such changes constitutes acceptance of the updated Privacy Policy.

15. Your Right to Complain

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the relevant data protection supervisory authority in your jurisdiction.

16. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Cosmic Fairy LTD
Email: hello@cosmicfairyrecords.com
Website: cosmicfairyrecords.com

17. Consent

By using our website and services, you consent to the collection and use of your personal information as described in this Privacy Policy. If you do not agree with this policy, please do not use our services.

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