Privacy Policy

Last updated: 10 November 2026

1. Who we are

Promoting Local is a trading name of Music Monitor Ltd, a company registered in England and Wales (company number 13275768). Our registered office is 10 Newcourt Street, London, NW8 7AA.

Music Monitor Ltd is the "controller" of the personal information described in this policy. That means we decide how and why it is used, and we are responsible for looking after it under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Questions about privacy: hello@promotinglocal.co.uk.

2. What we collect and why

Artists and visual creators

When you sign up, are invited, claim your artist page or upload work, we collect:

• your name or artist name, email address and any contact details you give us;
• your music, artwork, photos, videos, bio, track descriptions and links (Spotify, Bandcamp, social media, merch);
• rights information you give us, such as whether you or your works are registered with PRS for Music or PPL, songwriter and performer credits, and ISRCs;
• your consent and sign-off records (what you agreed to, and when);
• if a colleague or friend invites you through our invite tool, the details they entered to send you that invite.

Why: to review and publish your work, credit you, send people to you, show you where and how your music is played, report plays to PRS/PPL where required, and keep a record of your permission. Our legal basis is the agreement between us (contract), plus our legitimate interest in keeping accurate licensing records and our legal obligations to rights bodies.

Your artist name, public bio, artwork, links and published tracks appear on your public artist page, on our streams and on Player screens. That's the point of the service. Your email address and private details never appear publicly.

Businesses, venues and organisations

When you take a Player, book a demo or use the venue remote or dashboard, we collect business and contact details, your site address, the slides and content you upload, billing details, music licence details where your Player plays licensed commercial music, and records of how your Player is used (what played, when, and its connection status).

Why: to supply and support your Player, bill you, keep you compliant, and produce the play reports that licensing bodies require. Legal basis: contract, legal obligation, and legitimate interest.

Listeners: the Tees Valley Stream, QR codes and Player screens

You can listen to the Stream, scan a sticker or Player QR code, and browse artist pages without giving us your name or creating an account. When you do, our servers record technical information such as the page or sticker you came from, the track that was playing, the time, an approximate region (country level, so we can keep the Stream to the UK as our licence requires), your device and browser type, and your IP address.

If you rate a track or leave feedback, we store that rating with the track and location it relates to.

Why: to run the Stream, count listens for our PRS and PPL licence reports, show artists and venues anonymous totals of what's connecting, and keep the service secure. Legal basis: legitimate interest and legal obligation (licence reporting). Artists and venues see totals and trends, never information that identifies individual listeners.

Everyone who contacts us

If you email us or fill in a form, we keep your message and contact details so we can reply and keep a record of the conversation. Legal basis: legitimate interest.

Merch and payments

When merch sales open, payments will be handled by a specialist payment provider. We'll receive order details (what you bought, delivery or collection details) but never your full card number. We'll update this policy with the provider's details before sales go live.

3. Cookies and similar technology

We don't use advertising cookies or sell data to ad networks. Our pages use a small amount of browser storage that's needed for things to work, for example remembering that you came from the Stream so the "back to the Stream" button works, or keeping you signed in to your artist or venue account. These are strictly necessary, so we don't ask for consent for them.

If we ever add analytics or other optional cookies, we'll ask first.

4. Who we share information with

We only share personal information where we need to, and never sell it. We use these trusted service providers, who process data on our instructions:

We also share information:

• with PRS for Music and PPL: play and usage reports (track, artist, ISRC, play counts) as our licences require. These reports are about recordings and plays, not about individual listeners;
• with the public: your public artist profile and credited work, as described above;
• with businesses hosting a Player: what played on their own Player and how their audience responded, in total;
• if the law requires it, or to protect the rights and safety of our users or the public.

Some providers may process limited data outside the UK. Where they do, we rely on the safeguards UK law requires, such as the UK International Data Transfer Agreement or adequacy regulations.

5. How long we keep it

• Artist and creator accounts: while your account is active. If you leave, we remove your public profile and stop playing your work, then delete your account data within 12 months, except the licence and consent records we must keep (see below).
• Consent and licensing records (what you agreed to, plays reported to PRS/PPL): for 6 years after the relationship ends, so we can show we had permission and reported correctly.
• Business customer records: for the length of the contract plus 6 years for tax and accounting.
• Listener technical logs: raw logs containing IP addresses are kept for up to 12 months, then deleted or reduced to anonymous totals.
• Emails and enquiries: up to 2 years after our last contact, unless they become part of a contract.

6. Your rights

Under UK data protection law you can ask us to:

• give you a copy of the personal information we hold about you;
• correct anything that's wrong;
• delete your information (where we don't need to keep it for legal reasons);
• restrict or object to how we use it;
• send your information to you or another organisation in a portable format.

Email hello@promotinglocal.co.uk. We'll respond within one month. It's free.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.

7. Young people

Artists and creators must be 16 or over to join Promoting Local on their own. If you're under 18, we'll ask for a parent or guardian to confirm your sign-up and permission. Our streams and pages don't knowingly collect personal information from children under 13.

8. Keeping information safe

We use encrypted connections, access controls, and storage with a major cloud provider in London. Only people who need access to do their job can see account information. No system is perfect, but if something does go wrong we'll act quickly and tell you and the ICO where the law requires.

9. Changes to this policy

We'll update this page when our services change, for example when merch sales open. If a change significantly affects how we use your information, we'll tell artists, creators and business customers by email.