Privacy Policy

Privacy Policy

Effective date: [October 3, 2025]
Last updated: October 3, 2025

Who we are & scope

Meaning Vault (“we,” “our,” “us”) operates https://www.meaningvault.com (the “Site”) and the “Field Notes from the Deep End” submissions experience (the “Service”). This Policy explains how we collect, use, share, and protect information when you visit, submit materials, or communicate with us.

Contact: privacy@meaningvault.com
(We are U.S.-based and do not specifically target the EU/UK.)

Information we collect

A. You provide

  • Artist details: Full name, stage name, email, bio, social links/website.
  • Submission materials: Audio (e.g., WAV/FLAC/MP3), images (e.g., JPG/PNG), documents (e.g., DOCX/TXT/PDF), titles/notes.
  • Verification: A 6-digit code sent to your email; the code you enter; timestamp.
  • Agreement records: Agreement texts presented to you; your acceptance; generated PDF receipt.
  • Music metadata (optional/if audio): Distributor/label, release title, ISRCs, UPC/EAN, release links, YouTube channels for whitelisting, PRO, IPI/CAE, handles.
  • Communications: Messages and contact history.

B. Automatically collected

  • Technical logs: IP address, user-agent, pages viewed, referrer, time/date, and similar diagnostic data.
  • Cookies/Local storage: Used for session/nonces, preferences, and security (see Cookie Policy).
  • Privacy-preserving analytics. We use first-party, privacy-preserving analytics (Schemattic 3) to understand aggregate usage of the Site. The analytics do not store IP addresses or other personal identifiers. Typical events include page views and basic technical attributes such as:
  • page URL and referrer (if any)
  • timestamp
  • screen size / viewport
  • user agent (e.g., browser + OS)
  • simple event counts
  • This data is collected in a way designed to avoid identifying individual visitors. We do not build profiles or track you across other sites.

How we use information

  • Operate & improve the Site and submission workflow (including verification and generating a PDF receipt).
  • Curation & production for Field Notes, including internal review and preparing materials for potential presentation/publishing per your license.
  • Communications (verification codes, confirmations, updates).
  • Security/anti-abuse (spam prevention, audit trail).
  • Legal & recordkeeping (license evidence, consent logs).
  • With your additional consent: any new purpose we describe and you approve (e.g., newsletters).

Analytics (aggregate only): to measure what pages are visited and improve performance and content. We do not use analytics for advertising or cross-site tracking.

Legal bases (if applicable): performance of a contract (processing your submission), legitimate interests (security, curation), legal obligations, and consent where required.

Sharing

We don’t sell personal information. We share only as needed:

  • Service providers (hosting, storage, email/SMTP, security, logging), under contract.
  • Production partners/curators for Field Notes, as necessary under your license.
  • Legal compliance and protection of rights/safety.
  • Public display only per the license you accepted (e.g., if your work is selected).
  • Analytics vendor: Our analytics are first-party and/or privacy-preserving; they do not receive or store IP addresses or other personal identifiers, and we do not permit them to use data for their own purposes.

CPRA/CCPA

  • We do not sell or share personal information for cross-context behavioral advertising. Our analytics are aggregate and non-identifying.

Data retention

  • Submissions & related records are retained for as long as needed for curation/production/archival and legal purposes.
  • Operational logs are kept for shorter periods (e.g., 30–180 days) unless needed for security/legal reasons.
  • You may request deletion; we’ll honor valid requests subject to lawful/archival exceptions.
  • Analytics retention: Aggregate analytics records are retained for 12 months for trend analysis and then deleted or further aggregated. No IP addresses are stored.

Security

We use reasonable administrative, technical, and physical safeguards (TLS, access controls, role-limited admin access). No method is 100% secure.

Your choices & rights

  • Access/Correction/Deletion: Email privacy@[yourdomain.com]. We may need to verify your identity.
  • Marketing emails: If we ever send marketing (not just transactional), you can opt out at any time.
  • California: We do not “sell” or “share” personal info for cross-context behavioral advertising. California residents may request access, deletion, or correction by contacting us.
  • EU/UK residents: We do not target the EU/UK, but you can contact us to exercise applicable rights.
  • Analytics: Because our analytics don’t use personal identifiers or track you across sites, there’s no individual profile to access or delete. If your browser sends a “Do Not Track” signal, we honor it where supported by our analytics tooling.

Children

The Site is not intended for children. If you believe a child submitted information, contact us to remove it.

International transfers

Your information may be processed in countries other than where you live (e.g., U.S.). We use appropriate safeguards where required.

Changes

We may update this Policy. We’ll post the updated version with a new “Effective date.”

Contact

privacy@meaningvault.com