Privacy Policy

01

Scope of this policy

This Privacy Policy applies to personal information handled through EverySongBy.com, including the public artist catalogues, blog posts, comments, contact and correction submissions, and the website’s technical operation.

It does not control how independent third-party websites process information after you follow a link or interact with embedded content.

02

Who is responsible for your information

THE CO UNIVERSE LTD, trading as EverySongBy, is the data controller responsible for personal information handled through EverySongBy.com. This means the company decides why and how that information is used.

THE CO UNIVERSE LTD is registered in England and Wales under company number 16368736. Its registered office is 1st Floor, 36–40 West Parade, Halifax, England, HX1 2TE.

Privacy questions and requests can be sent to mail@everysongby.com or through the Contact Us page. Please choose Privacy request as the topic or include those words in the subject so the request can be identified correctly.

03

Information we may collect

Information you provide directly

Depending on how you use the website, this may include:

• Your name, email address, enquiry topic, subject and message when you use the contact form.
• An optional relevant page or source URL included with a contact message, correction or research submission.
• The page from which the form was submitted, the submission date and time, and confirmation that the privacy information was acknowledged.
• Information and sources included in a correction or artist suggestion.
• Your comment, display name, email address and optional website address when comments are enabled.
• Any other information you choose to include in a message or public submission.

Please do not send passwords, payment details, health information, identity documents or other sensitive personal information unless it is genuinely necessary and has been specifically requested.

The contact form does not accept file uploads. It should not be used to send passwords, payment information, identity documents, leaked audio or links to unauthorised recordings.

Technical and security information

The website, hosting provider and security tools may automatically process limited technical information such as:

• IP address and approximate location derived from it.
• Browser, device and operating-system information.
• Pages requested, referring page, date and time of access.
• Error logs, security events and suspected malicious activity.
• Cookie-consent choices and necessary session information.
• A temporary pseudonymous value derived from the connection’s IP address when the contact form is used, for rate limiting and abuse prevention.

The contact form also uses a hidden anti-spam field, a minimum completion-time check, server-side validation and a temporary submission counter. The pseudonymous rate-limiting value is not intended to identify a visitor directly and normally expires automatically after approximately one hour.

Information from comments

When you leave a comment, WordPress may collect the information shown in the comment form, together with your IP address and browser user-agent string to assist with moderation and spam detection.

Information from cookies and similar technologies

Cookies and similar storage technologies may record consent choices, support essential site functions, remember preferences, measure site use or enable third-party content. Non-essential technologies are controlled through the site’s consent tools.

When analytical cookies are accepted, Google Analytics may receive information about page views, visits, approximate location, browser and device type, operating system, referring source, interactions and session activity. EverySongBy does not intentionally send names, email addresses or contact-form message contents to Google Analytics.

04

How and why information is used

Personal information is not used for solely automated decision-making that produces legal or similarly significant effects.

05

Cookies and consent choices

Cookies are small files or stored values used by websites to remember information about a browser or device.

Necessary cookies

These support functions such as security, WordPress administration, session handling and remembering consent choices. They may be used without optional consent where they are genuinely necessary.

Functional, analytical and advertising categories

The cookie banner may offer additional categories such as functional, analytical or advertising cookies. A category being displayed does not necessarily mean that every type of cookie is active. The currently detected services and cookies should be shown in the cookie-preference interface.

Non-essential cookies should not be activated before the required consent is received. You can reject them or change your choices later. The current consent preference may be remembered for up to 12 months before the website asks again, although a new choice may be requested sooner if services or purposes change.

Google Analytics

EverySongBy uses Google Analytics to understand how people find and use the website, identify popular pages, measure general engagement and improve the archive. Google Analytics is an optional analytical service and should only be activated after analytical-cookie consent has been provided.

Google Analytics may set first-party cookies including _ga, which distinguishes visitors, and _ga_<container-id>, which maintains session state. Google documents a default expiry of up to two years for these cookies, although browser restrictions, consent withdrawal or the site’s configuration may shorten that period.

Google Analytics processes usage and device information on behalf of EverySongBy. Google states that Google Analytics does not log or store IP addresses for users in the United Kingdom, European Union or Switzerland. IP addresses may nevertheless be processed briefly when the connection is received so that approximate location and other service functions can be provided.

You can refuse or withdraw analytical consent through the cookie settings. Google also provides a Google Analytics opt-out browser add-on . More information is available in Google’s Privacy Policy .

WordPress cookies

WordPress may use cookies for comment convenience, login sessions and administrator display preferences. Most login and publishing cookies apply only to registered administrators, not ordinary catalogue visitors.

06

Comments, Gravatar and public submissions

Comments may be displayed publicly after approval. Your chosen display name, comment, posting date and optional website link may therefore be visible to other visitors. Your email address is not normally displayed publicly.

An anonymised value created from your email address may be sent to the Gravatar service to check whether you use a profile image. If a Gravatar is connected to your email, that image may appear beside an approved comment.

Comments may also be processed by automated spam-detection or security services. Do not include private, sensitive or unnecessary personal information in content intended for public display.

EverySongBy may remove comments that are abusive, unlawful, misleading, promotional, irrelevant or likely to expose personal information.

07

Who information may be shared with

Personal information may be disclosed to service providers only where reasonably necessary to operate, protect or improve the website. Categories of recipient may include:

• Website hosting, domain, storage and backup providers.
• WordPress, Elementor and website-plugin providers.
• Email and SMTP delivery providers used to deliver messages to mail@everysongby.com.
• Security, firewall and spam-prevention providers.
• Google Analytics, provided by Google, when optional analytical cookies have been accepted.
• Embedded-content providers when you choose to load or interact with their content.
• Professional advisers, regulators, courts or law-enforcement bodies where legally necessary.

Contact-form messages are sent to mail@everysongby.com. The EverySongBy form handler does not intentionally create a separate permanent public WordPress-database copy of each message. The message and related delivery records may still be retained by the website host, mailbox provider or SMTP delivery provider.

Service providers are expected to process information for the agreed service and to protect it appropriately. THE CO UNIVERSE LTD does not sell personal information collected through EverySongBy.

08

International data transfers

Some hosting, email, security, Google Analytics or embedded-content providers may process information in countries outside your own, including outside the United Kingdom or European Economic Area.

Where data-protection law requires additional safeguards, transfers may rely on an adequacy decision, approved contractual protections such as Standard Contractual Clauses, a UK transfer addendum or International Data Transfer Agreement, or another legally recognised mechanism.

Third-party services may also make their own independent transfer decisions under their privacy policies.

09

How long information is kept

Information is kept only for as long as reasonably necessary for its purpose.

• Contact and correction correspondence: normally for up to 24 months after the matter is resolved, unless a longer period is needed for ongoing research, legal obligations, rights management or a dispute.
• Published comments: for as long as the comment remains published or is needed to preserve the discussion and moderation history.
• Security and server logs: for the period reasonably needed to investigate errors, prevent abuse and protect the service, subject to the hosting or security provider’s settings.
• Cookie preferences: generally for up to 12 months unless you change or clear them earlier.
• Contact-form rate-limiting records: temporary pseudonymous submission-control values normally expire after approximately one hour.
• Google Analytics: user-level and event-level data may be retained in the Google Analytics property for up to 14 months, subject to the property configuration. Standard aggregated reporting may remain available for longer.
• Email delivery records: retained according to the settings and documented practices of the mailbox, hosting and SMTP providers used by THE CO UNIVERSE LTD.
• Legal records: for as long as necessary to comply with law, resolve disputes or establish, exercise or defend legal claims.

Information may be anonymised so that it no longer identifies an individual; genuinely anonymised information may be kept for research or statistical use.

10

How information is protected

Reasonable technical and organisational measures are used to protect personal information. These may include encrypted HTTPS connections, access controls, software updates, security monitoring, backups and restrictions on administrative access.

No website, storage system or transmission method can be guaranteed completely secure. If a personal-data breach creates a legal duty to notify affected people or a regulator, the required notification will be made.

11

Your privacy rights

Your rights depend on your location and the circumstances of the processing. They may include the right to:

• Ask whether personal information about you is being processed.
• Request access to a copy of your personal information.
• Correct inaccurate or incomplete information.
• Request deletion where there is no valid reason to keep the information.
• Restrict or object to certain processing.
• Receive information you supplied in a portable format where applicable.
• Withdraw consent without affecting earlier lawful processing.
• Complain to the relevant data-protection authority.

California and some other US state laws may provide additional rights where those laws apply, including rights to know, correct or delete information and to opt out of certain sales or sharing. THE CO UNIVERSE LTD does not sell personal information collected through EverySongBy.

A request may require reasonable identity checks. Information will not be disclosed to somebody who cannot show that they are the person concerned or properly authorised to act for them.

Valid rights requests are normally answered without undue delay and within one month after any reasonably required identity information has been received. Data-protection law may permit additional time in limited circumstances, in which case the requester will be informed.

12

Children’s privacy

EverySongBy is a general music-information website and does not knowingly request sensitive personal information from children.

A person who is below the age at which they can legally consent to the relevant processing in their country should use contact forms, comments and optional cookies only with appropriate parent or guardian involvement.

Contact us if you believe a child has submitted personal information that should be reviewed or removed.

13

Embedded content and external links

Pages may link to or embed material from music services, video platforms, social networks, chart organisations, publishers, archives and other independent websites.

Embedded content can behave as though you visited the provider directly. That provider may receive your IP address, set cookies, collect interaction data or connect activity to an account you hold with it. Optional embedded services should be handled in line with the cookie choices available on the site.

EverySongBy is not responsible for the privacy practices, accuracy or security of independent third-party websites. Review their policies before supplying them with personal information.

14

Changes to this policy

This policy may be updated when the website, its services, legal requirements or data-handling practices change. The date at the top of the page shows the latest review.

Material changes may also be highlighted through the website or cookie interface where appropriate. The current version published on this page replaces earlier versions.

15

Contact and complaints

Send privacy questions, access requests, deletion requests or concerns to mail@everysongby.com or through the Contact Us page. Choose Privacy request as the topic or use those words in the subject.

The controller is THE CO UNIVERSE LTD, trading as EverySongBy, company number 16368736, registered office: 1st Floor, 36–40 West Parade, Halifax, England, HX1 2TE.

If you are in the United Kingdom and remain concerned after contacting us, you may complain to the Information Commissioner’s Office . People in other countries may contact their local privacy or data-protection authority.