Privacy Policy

Last updated: 2 November 2026.

Who is responsible

Satya Studios is an independently operated sole-trader business based in Flintshire, North Wales, UK, and is responsible for the personal information it handles relating to music, recording, personalised songs and software services. Contact info@satyastudios.uk for privacy requests.

Information we handle

Depending on your interaction, we may receive your name, email address, correspondence, order and receipt references, payment status, product and licence details, Installation ID, support information and song questionnaire answers. A personalised brief may describe other people, events or memories. Recording enquiries and sessions may involve identifiable performances and voice recordings.

Square hosts payment checkout and processes payment details under its own terms and privacy notice. We receive the transaction and customer information Square makes available to fulfil and account for the order. Our website does not ask you to enter a card number or security code into a Satya Studios form. Never email those details to us.

Hosting providers may process IP addresses, request details, timestamps and security information when your browser contacts the site. This does not mean we have enabled a separate analytics service.

Why we use information and our lawful bases

• Taking orders, answering order enquiries, producing and delivering songs, arranging recordings, issuing licences and providing requested support: steps before entering a contract or performance of a contract with you.
• Keeping legally required financial records: legal obligation.
• Handling reasonable general enquiries, investigating faults, preventing fraud, protecting systems and managing disputes: legitimate interests in operating and protecting the service, balanced against your rights.
• Publishing a private commission, testimonial, identifiable recording or personal story for promotion: separate permission/consent where required. Ordering does not automatically give that consent.

A contract with a purchaser does not automatically justify every use of another person's data. Where a brief includes someone else's information, we minimise it and establish an appropriate basis for the intended use.

Sensitive stories and other people's information

Please send only information needed for your request. Avoid detailed medical records, identifying information about children, private allegations or another person's sensitive history where a general description would do. Mental health, religion, sexuality and some other story details may be special-category personal data.

Where special-category processing is necessary, we must establish an applicable additional legal condition, such as valid explicit consent from the person concerned where appropriate. A purchaser cannot automatically consent on behalf of another adult. We will seek the necessary permission, anonymise or remove the information, or decline that part of the request. We do not rely on this policy as consent.

Production and service providers

We use service providers for hosting, email, payment processing and agreed creative production. AI-assisted production may involve providing selected brief details, prompts or lyrics to an external production service. We limit information shared to what is needed and avoid unnecessary direct identifiers or sensitive details. We do not promise that an external provider has no retention or training use without confirming its terms and settings.

Square, Facebook and YouTube may act as independent controllers for activities on their own services. When you follow a link, their privacy information applies to their handling of your data. We do not sell your personal information.

Fonts, images, cookies and external connections

The reviewed site loads fonts from Google Fonts and song-cover images from YouTube image servers. Your browser therefore contacts those providers and sends connection information such as an IP address; referrer information may also be sent according to browser and site settings. Gifted in Song cover images are hosted on our own site.

The reviewed site code does not set advertising or analytics cookies and does not embed YouTube or Facebook players. External sites, including Square checkout, may use their own cookies. If we introduce analytics, embeds or other non-essential storage, we will update this information and obtain consent where required before using them.

International processing

Some service providers may process information outside the UK. Where we make a restricted transfer, we must use a valid UK transfer mechanism and any required safeguards and assessment. Contact us for information about the safeguards applicable to your data.

How long we keep information

We keep information only for as long as reasonably needed for its purpose, legal obligations and the establishment or defence of claims. We apply the following retention schedule:

• Order and accounting records: six years after the relevant financial year ends, subject to the actual legal/accounting requirements.
• Unsuccessful general enquiries: up to 12 months after the last meaningful contact.
• Support correspondence: up to two years after resolution, unless a continuing licence or dispute requires specific records longer.
• Completed song questionnaires, including the memories and lyrics supplied within them: delete immediately when you confirm acceptance of the final track. We also delete our active working copies of those questionnaire answers rather than retaining a marketing archive.
• Separate song production working files: delete within 90 days after acceptance unless you expressly request an agreed archive. We do not use that period to retain copies of the deleted questionnaire.
• Session source recordings: normally delete within 90 days after final delivery or an agreed amendment period unless you agree a longer archive.
• Minimal licence records, including the Installation ID and proof of purchase: while needed to support the licence and afterwards only as required for accounting or claims.

Deletion on acceptance applies to our active questionnaire records and working copies. Where a backup exists, it is kept beyond active use only until its scheduled secure overwrite; if restored, the deletion is reapplied. We do not promise immediate erasure from a third-party provider’s independent retention systems. A provider may have separate lawful retention duties or its own controller obligations. We cannot guarantee indefinite recovery of a song or installer; keep your own copy.

Your rights

Depending on the circumstances, you can request access, correction, erasure, restriction or portability, and object to processing based on legitimate interests. Where we rely on consent, you can withdraw it without affecting earlier lawful processing. Some information may need to be retained for legal reasons. We may ask for proportionate identity verification and normally respond within one month, subject to lawful extensions.

We do not use solely automated decision-making with legal or similarly significant effects to decide your order or licence request. AI assistance in music production is not itself such a decision.

Raise concerns at info@satyastudios.uk. You can also complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.

Changes

We will update this notice when our practices change and show its effective date. A new purpose requiring further information or consent will be addressed before that new processing begins.