01 About this policy

This Privacy Policy explains how BeatsWithSheph Pty Ltd (ABN 99 656 096 614), including its studio and production services trading as Sheph Studios and Sheph.ART ("we", "us", "our"), handles personal information. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

This policy forms part of our Terms of Service. It applies to everyone whose personal information we handle, including artists, subscribers, studio clients, guests, people who contact us, and visitors to our website and social media pages. We may update it from time to time by publishing a new version on our website.

02 What we collect

Depending on how you work with us, we may collect:

1. Contact and identity details, such as your name, artist or stage name, email address, phone number, postal address and date of birth or age.
2. Booking and account details, such as the services you book or subscribe to, session dates, invoices, payment history and login details for our portal.
3. Payment information. Card and bank details are processed by our payment and buy now, pay later providers. We do not store your full card number.
4. Creative and career information, such as your music, lyrics, demos, release plans, streaming and social media links and statistics, brand audit answers, publishing and collecting society details, and split information.
5. Recordings and images, such as your voice and performances captured in sessions, and photos or video of you taken at the studio (see clause 6).
6. Communications, including emails, text messages, direct messages on Instagram and other platforms, call notes and feedback.
7. Website and advertising data, such as your IP address, device and browser type, pages visited and how you interacted with our ads (see clause 9).

We do not ask for sensitive information, such as health information, unless it is needed for your session (for example, an access or safety need you choose to tell us about), and then only with your consent.

03 How we collect it

We collect most information directly from you, for example when you fill in a form or booking page, book an intro call, message us on social media, sign an agreement, pay for a service, or attend a session. We also collect information automatically when you use our website or engage with our ads.

Sometimes we receive information about you from other people, such as your manager, label, a featured artist, or a person who books a session for you. If you give us information about someone else, please make sure they know you are sharing it with us.

04 How we use it

We use personal information to:

1. provide our services, including bookings, sessions, subscriptions, beats, management and advisory work;
2. take payments, issue invoices and keep financial and tax records;
3. communicate with you about your bookings, projects and account;
4. manage publishing splits, credits, licences and collecting society registrations;
5. run our portal, webinars and artist resources;
6. promote our business and your released work, in line with clause 6 and our Terms of Service;
7. improve our services, website and advertising; and
8. meet our legal obligations and protect our rights, including under our Terms of Service.

If you do not give us the information we ask for, we may not be able to provide some services to you.

05 Marketing messages

We may send you emails, text messages or other messages about our services, offers and events. We do this in line with the Spam Act 2003 (Cth). Every marketing message tells you who it is from and gives you a simple way to unsubscribe. You can also opt out at any time by emailing us. Opting out does not stop messages we need to send about your bookings or account.

06 Recordings, photos and video

Sessions involve recording your voice and performances, and we often film or photograph sessions for our social media and marketing. How we use this content is set out in our Terms of Service, including clause A11 (Content and marketing) and Part B (Artist Confidentiality Agreement).

In short, we will never publish your unreleased music without your consent, and if you would prefer not to appear in our content, you can tell us in writing before your session.

07 Who we share it with

We only share personal information where it is needed for the purposes in clause 4. This may include:

1. our staff, engineers, producers and contractors who help deliver our services;
2. software and service providers we use to run the business, such as our booking and customer management platform, email and messaging tools, cloud storage and accounting software;
3. payment processors and buy now, pay later providers;
4. advertising and social media platforms, such as Meta, TikTok and Google, to run and measure our ads;
5. distributors, labels, publishers and collecting societies such as APRA AMCOS, where this is part of your project or you have asked us to;
6. our professional advisers, such as lawyers and accountants; and
7. government bodies, courts or law enforcement where the law requires it.

We do not sell your personal information.

08 Overseas storage

Some of the platforms we use store information on servers outside Australia, mainly in the United States and Europe. When we use overseas providers, we take reasonable steps to make sure they handle your information in a way that is consistent with the Australian Privacy Principles.

09 Cookies and tracking

Our website uses cookies and similar tools, including advertising pixels from platforms such as Meta, TikTok and Google, to understand how people use the site, remember your preferences, and show and measure our ads. You can block or delete cookies in your browser settings, and you can manage ad preferences in your social media account settings. Some parts of the website may not work properly if cookies are blocked.

10 Security and data breaches

We take reasonable steps to protect personal information from misuse, loss and unauthorised access. This includes password-protected systems, limiting access to people who need it, and using reputable providers with their own security measures. No system is completely secure, so we cannot guarantee the security of information sent to us online.

If a data breach is likely to cause you serious harm, we will notify you and, where required, the Office of the Australian Information Commissioner (OAIC).

11 How long we keep it

We keep personal information only for as long as we need it for the purposes in this policy or to meet legal requirements. Financial and tax records are kept for at least five years, as required by law. Session files and recordings are kept in line with clause A12 of our Terms of Service. When we no longer need information, we take reasonable steps to delete or de-identify it.

12 Your rights

You can ask us to access the personal information we hold about you, or to correct it if it is wrong, out of date or incomplete. You can also ask us to delete information we no longer need. Email us with your request and we will respond within 30 days. In limited cases the law allows us to refuse a request, and if we do, we will tell you why.

13 Under 18s

If you are under 18, a parent or guardian must arrange your booking or service and agree to our Terms of Service and this policy on your behalf. We collect only the information we need to work with you, and we will not use your image in our marketing without your parent or guardian's consent.