Privacy Policy
Settings > Brand Settings > Privacy Policy holds the privacy notice shown on your portal. You are the controller for your customers' data, so this policy is yours to write and maintain.
This guide is not legal advice. If you operate in the UK, EU, or another regulated market, have the final text reviewed.
Update it before
- Opening registration
- Collecting payment details
- Enabling support tickets or a help center
- Adding analytics
- Connecting an external identity provider
What to cover
| Section | Include |
|---|---|
| Who you are | Legal entity name, address, support email, and a privacy contact |
| What you collect | Registration and profile data, artist and release metadata, uploaded audio and artwork, payment metadata, support messages, and login records |
| Why | The purpose and legal basis for each category |
| Processors | Every third party involved: your hosting and distribution platform, payment gateways, email delivery, support tooling, analytics, and copyright checking |
| Transfers | Whether data leaves your region and on what basis |
| Retention | How long you keep account, catalog, support, and payment records after an account closes |
| Rights | How users request access, correction, export, or deletion, and how quickly you respond |
The processor list matters most
This is the section people get wrong. Anything you switch on adds a processor. Enabling copyright checking, a payment gateway, or an external identity provider each change who handles your customers' data, so revisit this page whenever you change your configuration.
Publishing
- Draft and review outside the dashboard.
- Paste the final text into the editor and save.
- Confirm the page is linked from registration and checkout.
- Open it on both your custom domain and your default workspace domain.
A privacy policy is a public page. Real customer names, support tickets, internal procedures, and anything resembling a credential do not belong in it.
Common questions
Can the policy be empty? No. The editor requires content before it will save.
Am I the controller or the processor? For your customers' data, you are the controller. SpaceMedia processes it to run the platform for you. Describe your own role accurately.
How often should I review it? At minimum whenever you enable a new gateway, add-on, analytics tool, or identity provider, and once a year regardless.
Why is this section greyed out? Legal sections are locked until the 30-day free trial is started with an authorized card. See Getting Started.
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Terms of Service
Publish the terms of service for your branded SpaceMedia portal, covering catalog obligations, payments, revenue splits, and when to update them.
Overview
Browse, install, activate, and manage SpaceMedia add-ons: team roles, smartlinks, dashboard and email theming, help center, ticketing, and API access.