Privacy policy
This Privacy Policy (together with our User Terms and Conditions) applies to Personal Information we collect about you and to your use of www.audoo.com (our “Site”). It also covers how we use your Personal Information, who we disclose it to, where we might transfer it to, how we protect it and your rights in relation to it.
Please read the following information carefully.
By visiting and using our Site, Web Portal and Mobile Application, we will assume that you have read and understood this Privacy Policy.
If you have any questions about our privacy practices, please contact us at info@audoo.com.
Latest updates
This notice was last updated on [08.08.23]. We may sometimes need to update this notice to reflect changes to the way we provide our services or to comply with updates to data protection law. Where possible, we will notify you of any important changes before they take effect.
Contents
1. About us
2. Information we collect about you
3. How we can use your information
4. Who we share your information with
5. Where your information is located
6. How we keep your information safe
7. How long we keep your information
8. Your legal rights
1. About Us
We are Audoo Limited, registered in England and Wales with company number 11530289 whose registered address is Floor 4, 35 King Street, London, United Kingdom, WC23 8JG (Audoo / we / us / our).
Audoo is a multiple award-winning technology company revolutionising performance royalty reporting through accurate data. We’ve created the Audoo Audio Meter™ (Audio Meters), which recognises the actual music played across public performance locations (Premises), with levels of accuracy that haven’t been seen before.
We arrange for the Audio Meters to be installed in commercial premises by a trusted and verified network of professional contractors (Installers). Our installers use the dedicated Audoo Installer app to connect Audio Meters to the cloud, and ensure they are installed in the optimum position for music recognition.
Using real-time data from premises, our technology supports Performing Right Organisations (PROs) & Collective Management Organisations (CMOs) partners to distribute public performance royalty payments to their members (Artists & Writers) with greater accuracy.
In order to recognise the music playing within each premises…
- A short clip of sound is captured by an Audio Meter
- The foreground noise (speech / environmental sounds) is filtered out to focus on the background music playing
- The remaining musical information is converted into a tiny digital fingerprint
- Only these digital fingerprints are sent to our cloud-based platform via end-to-end encryption, for matching against a catalogue of over 120 million songs
- This process is repeated at regular intervals to create a digital playlist report for each premises in which a device is installed
- Each time the process is repeated, the previous clip of sound is overwritten with the next, meaning no audio is ever stored on or transmitted from Audio Meters
- Reports are automatically sent safely and securely with our PRO & CMO partners to support accurate royalty distributions
If you would like more information about how this works, please check out our explanatory video and FAQs on our Privacy & Security page.
Although our services are targeted at prospective Performing Rights Organisation (PRO) and Collective Management Organisation (CMO) Partners – our Website can be used by any member of the public. You can use our Website to find out more information about our technology and services, follow our social media accounts and apply for any open positions.
We are the controller for the limited information we collect about people (which means we decide what information we collect, how it is used and who we share it with).
2. Information we collect
Personal data means any information which does (or could be used to) identify a living person. We have grouped together the types of personal data that we collect and where we receive it from below
| Premises Owners’ employees’ and patrons’ personal data | Received from |
|---|---|
| Identity Data (employees only) – first name, last name, title, employer, job role |
|
| Contact Data (employees only) – work email address, work telephone number |
|
| Website Visitors’ personal data | Received from |
|---|---|
| Identity Data – first name, last name |
|
| Contact Data – email address, telephone number (optional) |
|
| Technical Data - internet protocol (IP) address, browser type and version, time zone setting and generic location, browser plug-in types and versions, operating system, and platform on the devices you use to access our systems |
|
| Enquiries and Feedback - information and responses you provide when completing our webforms, surveys and questionnaires |
|
| Other categories | Received from |
|---|---|
| Partner employees - First name, last name, employer, job role, marketing preferences |
|
| Social media users - Social media handle, profile picture, interactions and comments with our corporate social media accounts |
|
| Installers - First name, last name, employer, job role, location, feedback from you or about you, attendance, usage data, internet protocol (IP) address, browser type and version, time zone setting and generic location, operating system and platform on the devices you use to access our systems, such as the Audoo Web Portal and Installer App. |
|
3. How we can use information
Under UK data protection law, we need a legal reason (known as a lawful basis) for holding, collecting and using your personal data. There are 6 main legal reasons which organisations can rely on. The most relevant are:
- to enter into and perform our contract with you;
- pursue our legitimate interests (our justifiable business aims) but only if those
- interests are not outweighed by your other rights and freedoms (e.g. your right to privacy);
- to comply with a legal obligation that we have;
- where you have consented to us using your personal data a certain way.
The following table sets out when we rely on each lawful basis. If we intend to use your personal data for a new reason that is not listed in the table, we will update our privacy notice and notify you.
| Purposes | Lawful Basis |
|---|---|
| Taking steps to enter into the contract with you or our business customer (and fulfil the terms of that contract, including sharing Data Sets) | Performance of contract (where our customer is an individual) Legitimate interests (where our customer is an organisation, as necessary to conclude our contract with such organisation and obtain contact details for key contracts) |
| Processing payments and collecting and recovering monies owed to us | Performance of contract (where our customer is an individual) Legitimate interests (where our customer is an organisation, as necessary to conclude our contract with such organisation and obtain contact details for key contracts) |
| Responding to enquiries | Performance of contract (where enquiry relates to the contract and our customer is an individual) Legitimate interests (where the enquiry relates to the contract and our customer is an organisation) |
| Administering and protecting our Website, web portal, services and systems | Legitimate interests (necessary to provide our products and services, monitor and improve network security and prevent fraud) |
| Providing insight on how our Website, services and products are being used | Legitimate interests (necessary to identify areas for improvement and inform service, product and content development) |
| Investigating and responding to complaints (including allegations of bullying or unacceptable conduct) | Legitimate interest (to safeguard other individuals) |
| Facilitating request for reasonable adjustment | Legal obligation (necessary to comply with our obligations of non-discrimination) |
| Sending you marketing communications by email | Consent (where you are an individual) Legitimate interest (where your email address belongs to a corporate body NOTE: we may alter our approach to marketing if we are sending communications to a recipient located in a country with stricter marketing rules. Please see section 4 below. |
| Asking you to participate in surveys and other types of feedback | Legitimate interest (necessary for us to improve our products and services) |
| Issuing, responding or defending legal claims | Legitimate interest (in defending ourselves against legal claims and responding to breaches of contract) |
| Notifying you about changes to our privacy notice | Legal obligation (necessary to comply with our obligations under data protection law). |
4. Who we share information with
We may share your personal data with:
- Our personnel: our employees (or other types of workers) who have contracts containing confidentiality and data protection obligations.
- Our partners: we have a contract in place with all Partners which sets out what information we provide to them as part of our services. Partners are independent controllers. For more information about what information they use, you should check their privacy notice.
- Our supply chain: other organisations that help us provide our services, such as installation agencies and contractors. We ensure these organisations only have access to the information required to provide the support we use them for and have a contract with them that contains confidentiality and data protection obligations.
- Our website hosting provider: the company who provides website hosting services to us may have access to some information (e.g. information from cookies and tracking technologies) to ensure that the Website is working correctly.
- Our cloud service provider: which we use to store information about our customers and which enables us to deal with enquiries and provide our services to customers.
- Social media platforms: we have corporate accounts on multiple social media platforms.
- Regulatory authorities: such as HM Revenue & Customs.
- Our professional advisers: such as our accountants or legal advisors where we require specialist advice to help us conduct our business.
- Any actual or potential buyer of our business.
If we were asked to provide personal data in response to a court order or legal request (e.g. from the police), we would seek legal advice before disclosing any information and carefully consider the impact on your rights when providing a response.
5. Where information is located
We store company information (including your personal data) in servers located in the UK. We have proper mechanisms in place to ensure that transfer to that country is compliant with relevant data protection laws.
Otherwise, we will only transfer information outside of the UK or the EU where we have a valid legal mechanism in place (e.g. by using contracts approved by the European Commission or UK Secretary of State).
6. How we keep your information safe
We have put in place appropriate security and safety measures to prevent your personal data from being lost or illegally accessed by those who do not have permission. These measures include:
- access controls and user authentication;
- internal IT and network security;
- regular testing and review of our security measures;
- staff policies;
- incident and breach reporting processes;
- business continuity and disaster recovery processes
In the event that there is an event or incident affecting your personal data, we will keep you informed. We may also need to notify the regulator (where required under data protection law).
If you notice any unusual activity on your web portal account (or believe your account have been otherwise compromised), please let us know by emailing info@audoo.com .
7. How long we keep your information
Where we are responsible for making decisions about how to collect and use your personal data, we will only keep your personal data for as long as necessary to fulfil the purposes we collected it for or as long as required to fulfil our legal obligations.
When we consider how long to keep your personal data, we will consider whether it is still necessary to keep it for the purpose which we collected it or whether the same purpose could be achieved by holding less personal data. We will also consider the volume, nature, and sensitivity of the personal data and the potential harm to you if there was an incident affecting your personal data.
We may keep Identity Data, Contact Data and certain other data (specifically, any exchanges between us by email or any other means) for up to seven years after the end of our contractual relationship with you.
If you browse our Website, we keep personal data collected through our analytics tools for only as long as necessary to fulfil the purposes we collected it for (see our cookies policy for further information).
8. Your legal rights
You have specific legal rights in relation to your personal data. These are equivalent in the UK and European Economic Area so we have grouped them together.
We can decide not to take any action in relation to a request where we have been unable to confirm your identity (this is one of our security processes to make sure we keep information safe) or if we feel the request is unfounded or excessive. We may charge a fee where we decide to proceed with a request that we believe is unfounded or excessive. If this happens we will always inform you in writing.
These are equivalent in the UK and European Economic Area so we have grouped them together. Your legal rights are as follows:
- Access: You must be told if your personal data is being used and you can ask for a copy of your personal data as well as information about how we are using it to make sure we are abiding by the law.
- Correction: You can ask us to correct your personal data if it is inaccurate or incomplete. We might need to verify the new information before we make any changes.
- Deletion: You can ask us to delete or remove your personal data if there is no good reason for us to continuing holding it or if you have asked us to stop using it. If we think there is a good reason to keep the information you have asked us to delete (e.g. to comply with regulatory requirements), we will let you know and explain our decision.
- Restriction: You can ask us to restrict how we use your personal data and temporarily limit the way we use it (e.g. whilst you check that the personal data we hold for you is correct).
- Objection: You can object to us using your personal data if you want us to stop using it. We always comply with your request if you ask us to stop sending you marketing communications but in other cases, we decide whether we will continue. If we think there is a good reason for us to keep using the information, we will let you know and explain our decision.
- Portability: You can ask us to send you or another organisation an electronic copy of your personal data.
- Complaints: If you are unhappy with the way we collect and use your personal data, you can complain to the Information Commissioner or another relevant supervisory body, but we hope that we can respond to your concerns before it reaches that stage. Please contact us at info@audoo.com
If you would like to exercise any of your legal rights, please contact: info@audoo.com