Privacy Policy

SongRegister HQ, LLC, a California limited liability company, is the controller of the personal information described here. Write to privacy@songregisterhq.com about anything in this policy.

Almost everything here is information you type in, because a registration form asks for it. We collect it so you enter it once instead of five times.

Account

• Email address and a password, which is hashed by our authentication provider and never visible to us.
• Sign-in timestamps and confirmation status.

Songwriter profile

• Legal name, artist or stage name, and any pseudonym a work is credited to.
• Date of birth and citizenship or domicile — the Copyright Office requires these on every application and the PROs ask for date of birth.
• Contact email, phone number and mailing address.
• IPI/CAE number, PRO affiliation and member account number, publisher name, publisher IPI and publisher PRO.
• SoundExchange account, label name and website.
• Tax ID. This field is labelled and intended for an EIN. Please do not enter a Social Security Number — see section 6.

Catalog and rights records

• Songs: titles, performing artist, ISRC, genre and release date, entered by you or imported from a distributor export file you provide.
• Split sheets, including collaborator names, roles, ownership percentages and IPI numbers.
• Registrations you record, including status, dates, service request and registration numbers.
• SoundExchange claims you track.

Billing

• Your plan, its status and renewal date, and identifiers that link your account to Stripe.
• We never receive or store your card number. Card details go directly to Stripe.

Technical

• Standard server and security logs kept by our hosting and database providers, which include IP address and browser user agent.
• We do not use advertising cookies or third-party analytics trackers. Cookies we set are the ones needed to keep you signed in.

A split sheet is, by its nature, a record about other people. When you enter a co-writer’s name, share and IPI, you are giving us personal information about someone who has not signed up here.

• You are responsible for having a lawful basis to provide it, and for telling your collaborators that it is stored in SongRegister HQ.
• We process it only to produce your split sheets and to help you prepare registrations. We do not contact your collaborators, market to them, or use their details for anything else.
• A collaborator may write to privacy@songregisterhq.com to ask what we hold about them or to have it removed. Because the record belongs to your account, we will normally need to work through you, and we will tell you if we are asked.

• To run the Service: authenticate you, store your catalog, and assemble the details each registration asks for.
• To take payment and manage your plan.
• To send transactional email — confirmation, password reset, billing and material changes to these policies. These are not marketing and you cannot opt out of them while you hold an account.
• To keep the Service secure, investigate abuse and meet legal obligations.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We do not train machine learning models on your catalog or your splits.

Only the providers needed to operate, each under contract and only for that purpose:

• Supabase — database, authentication and file storage.
• Vercel — application hosting and delivery.
• Stripe — payment processing. Stripe is the controller of your payment data under its own privacy policy.
• Resend — delivery of transactional email.

We may also disclose information if required by law or valid legal process, to protect our rights or someone’s safety, or to a successor if the business is sold — in which case we will tell you first.

We do not send your information to BMI, ASCAP, SESAC, SoundExchange, the Copyright Office or any distributor. You file with them yourself. Once you do, their privacy policies govern what they hold.

The Tax ID field exists because PROs and SoundExchange need a taxpayer identifier before they can pay you. It is labelled for an EIN on purpose.

A Social Security Number stored in an ordinary database column turns any breach into identity theft rather than an inconvenience. A sole proprietor can get an EIN from the IRS free, in minutes, and use it everywhere an SSN would go. Please do not enter an SSN. If you already have, clear the field and email us so we can purge it from backups.

• Encrypted in transit with TLS, and encrypted at rest by our database provider.
• Every table enforces row-level security, so a query can only ever return rows belonging to the signed-in account. This is enforced by the database, not only by the application.
• Passwords are hashed by our authentication provider. Nobody here can read yours.
• Access to production data is limited to those who need it to operate the Service.

No system is perfectly secure. If a breach affects your personal information we will notify you and any regulator as the law requires.

Your content is kept while your account is open. If you delete an item it is removed from the live database immediately and disappears from encrypted backups as those rotate, normally within thirty days.

If you close your account we delete your content on the same schedule. We keep the minimum billing and tax records the law requires us to keep, which is generally seven years, and those contain transaction records rather than your catalog.

Wherever you live, you can ask us to give you a copy of your information, correct it, delete it, or restrict how we use it. Most of this you can do yourself from the Account and Profile pages. For anything else, write to privacy@songregisterhq.com and we will respond within thirty days.

California

California residents have the right to know what we collect and why, to delete it, to correct it, to limit the use of sensitive personal information, and not to be discriminated against for exercising those rights. We do not sell personal information or share it for cross-context behavioural advertising, so there is nothing to opt out of. You may use an authorised agent.

Europe and the United Kingdom

If you are in the EEA or UK, our lawful bases are performance of our contract with you (running the Service), legitimate interests (security and preventing abuse), and legal obligation (tax and accounting records). You may object, request portability, or complain to your supervisory authority. Your data is processed in the United States.

The Service is not for anyone under 18, and we do not knowingly collect information from children. If you believe a child has given us information, write to privacy@songregisterhq.com and we will delete it.

If we change this policy materially we will email registered users and update the effective date above. The current version always governs, and it is always at https://www.songregisterhq.com/privacy.

See also the Terms of Service and the Refund & Cancellation Policy.