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Privacy policy

Last updated: 9 October 2026

Music Licence Consulting Ltd (“MLC”, “we”, “us”) is an independent consultancy registered in England & Wales (company no. 17350315), registered office Suite A, 82 James Carter Road, Mildenhall, IP28 7DE. This policy explains what personal data and documents we collect through this website, how we use and protect them, how long we keep them, and your rights. For the purposes of UK data protection law, Music Licence Consulting Ltd is the data controller for the information you provide, and you can reach us at matt@musiclicenceconsulting.com.

What we collect

When you send a question or submit the invoice-check or new-licence form we collect:

  • Contact and business details: your name, company, role, email, phone number and the description of how you use music.
  • Documents you upload: invoices, “Quote Usage Summary” documents and similar files. These are commercially sensitive and may contain personal data (for example names, contact details or site addresses). We ask you to upload only what is needed for the review.
  • Basic technical/analytics data: site usage statistics (see “Analytics”). For contact-form abuse prevention, we keep a keyed hash of the sending address and IP in a short-lived hourly count, deleted after 48 hours.

How and why we use it

We use this information solely to review your music-licensing position, respond to your enquiry and, if you engage us, to carry out the audit or procurement work and manage our relationship with you. Our lawful bases are your consent (in submitting the form), the performance of a contract where you engage us, and our legitimate interests in responding to enquiries and running our business. We do not sell your data or use it for third-party marketing.

Business contacts we approach directly

We sometimes contact businesses we think may benefit from our service, by email to a company address or by post. To do this we use business contact details: a person's name, job title, work email address and the company they work for.

  • Where the details come from: the business's own website, Companies House, trade and local press, professional profiles, and business-data providers such as Apollo.io.
  • Why and on what basis: to tell businesses about our music-licence checks. Our lawful basis is legitimate interests: the contact is relevant to the person's job, and we keep it brief. We only email companies and other corporate bodies, not sole traders or individuals in a personal capacity.
  • Your choice: you can object at any time. Reply to any email or write to matt@musiclicenceconsulting.com and we'll stop straight away. We keep a short “do not contact” record so we don't contact you again.
  • How long we keep it: if you don't reply or engage, we delete your details within 12 months of our last contact (except the “do not contact” record).

Storage & security

Uploaded documents are held in private storage that is not publicly accessible: files can only be retrieved through an authenticated, access-controlled admin area used by MLC. Enquiry records are stored in an encrypted database. Access is limited to authorised MLC personnel.

Service providers (processors)

We use a small number of reputable providers to run the site and deliver the service:

  • Vercel: website hosting and private document storage.
  • Neon / Vercel Postgres: the database that stores submission records.
  • Resend: sending notification and confirmation emails.
  • HubSpot: our CRM, where enquiries are recorded so we can follow up.
  • PostHog: website and funnel analytics, hosted in its EU region.
  • Google Workspace: email and calendar.
  • Apollo.io: a business-data provider we use to find and verify work contact details.

These providers process data only on our instructions. Hosting and processing may take place in the UK, the EU and the United States; where data is transferred outside the UK/EEA we rely on appropriate safeguards such as the providers’ standard contractual clauses and data-protection frameworks.

How long we keep it

We keep enquiry data and uploaded documents only as long as necessary. If an enquiry does not proceed, we delete the associated documents and records within 12 months (or sooner on request). If you engage us, we retain what we need for the duration of the engagement and for any period required to meet legal, accounting or regulatory obligations, after which it is deleted.

Your rights

You may request access to, correction of, or deletion of your personal data, object to or restrict processing, or withdraw consent at any time. To exercise any of these, including asking us to delete uploaded invoices, email matt@musiclicenceconsulting.com and we’ll action it promptly. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Analytics

We use analytics to understand website visits and whether people start or complete a check or enquiry. Internal and preview traffic is excluded where configured. Our analytics settings are described here as a site measurement practice, not a guarantee that every visit is anonymous.

Contact

Questions about this policy or your data? Email matt@musiclicenceconsulting.com.

This is a general template and not legal advice. Review with a professional before relying on it.