External Privacy Notice

1. Who we are
Karma Sounds Limited ("we", "us", "our") is a company registered in England and Wales under company number 13229197, with registered office at 2a The Quadrant, Epsom, Surrey, KT17 4RH, United Kingdom. For the purposes of UK data protection law, we are the controller of the personal data described in this notice unless we tell you otherwise.

2. How to contact us
If you have any questions about this notice or how we use your personal data, please contact:
Email: info@karma-sounds.com
Post: 2a The Quadrant, Epsom, Surrey, KT17 4RH, United Kingdom
Telephone: +44 1372 374143
Website: www.karma-sounds.com

3. The personal data we collect
We may collect and use the following categories of personal data:
Names, stage names, company names, job titles and professional roles.
Email addresses, telephone numbers, postal addresses and other contact details.
Contractual and commercial information, including enquiries, proposals, agreements, invoices and payment-related records.
Artist, composer, producer, contractor or supplier information relevant to our business relationship with you.
Marketing preferences and records of whether you have subscribed, unsubscribed or objected to marketing.
Website and technical data, including IP address, browser type, device information, cookies and analytics data.
Correspondence records, including emails, messages, notes of calls and meeting records.
Any other information you choose to provide to us.

4. How we collect personal data
We collect personal data directly from you when you contact us, sign up to our mailing list, enter into a contract with us, supply services to us, submit information through our website, or otherwise communicate with us.
We may also receive personal data from business partners, professional advisers, service providers, public sources, or from people acting on your behalf.

5. Why we use personal data and our lawful bases
We use personal data to:
Respond to enquiries and communicate with you.
Assess and manage potential business relationships.
Negotiate, enter into and perform contracts.
Administer artist, composer, producer, consultant, contractor and supplier relationships.
Process payments, maintain accounts and comply with legal, tax and regulatory obligations.
Send service communications and business-related updates.
Send marketing communications where permitted by law.
Operate, maintain and improve our website, systems and services.
Protect our legal rights, business interests and security.

Our lawful bases for processing are one or more of the following:
Performance of a contract.
Taking steps at your request before entering into a contract.
Compliance with a legal obligation.
Our legitimate interests, including running and developing our business, maintaining records, ensuring security and managing professional relationships.
Consent, where we specifically ask for it.

6. Use of AI tools

KSL may use artificial intelligence (“AI”) tools and AI-enabled service providers to support our day-to-day business operations. This may include helping us draft, review and summarise emails and documents, organise information, support administration, improve workflows, manage customer or client communications, and assist with internal business efficiency.

Where these tools process personal data, we do so only for the purposes described in this Privacy Notice, using the lawful bases set out in this Privacy Notice, and subject to appropriate human oversight. Any use of AI by KSL is intended to assist our personnel, not replace accountable human decision-making.

We may also use third-party providers that offer AI-enabled functionality as part of software or platform services we use for business purposes. Where such providers process personal data on our behalf, we require them to do so subject to appropriate contractual, confidentiality, security and data protection obligations.

KSL does not use AI to make decisions based solely on automated processing which produce legal effects, or similarly significant effects, on individuals unless we are lawfully permitted to do so and have provided any required information and safeguards.

7. Marketing
We may send you marketing by email or other electronic means where you have consented, or where we are otherwise permitted to do so under applicable law. You can unsubscribe at any time by clicking the unsubscribe link in our messages or by contacting us using the details above.

8. Cookies and similar technologies
Our website may use cookies and similar technologies for essential functionality, analytics and, where applicable, marketing. Where required, we will ask for your consent before using non-essential cookies. More information is set out in our Cookie Notice.

9. Who we share personal data with
We may share personal data with trusted service providers and advisers, including IT, website, cloud storage, analytics, CRM, marketing, accounting, legal, payment and administration providers, where this is necessary for our business operations or legal compliance.
We may also share personal data with regulators, law enforcement, courts, insurers or professional advisers where necessary.

10. International transfers
Some of our suppliers or service providers may process personal data outside the UK. Where this happens, we will take appropriate steps to ensure that personal data remains protected in accordance with UK data protection law.

11. How long we keep personal data
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, accounting and reporting requirements. Further detail is available in our internal retention schedule.

12. Your rights
You may have the right to request access to your personal data, ask for inaccurate data to be corrected, ask for data to be erased, ask us to restrict how we use it, object to certain processing, and in some cases ask for your data to be transferred.
You also have the right to withdraw consent at any time where we rely on consent.
To exercise your rights, please contact us using the details above.

12. Complaints
If you are unhappy with how we use your personal data, please contact us first so that we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office.

13. Changes to this notice
We may update this notice from time to time. The latest version will always be available on our website.