Privacy Policy

1. Who We Are

Roster is operated by RosterRoyalties Limited, a company registered in England and Wales (Company No. 17242618), with its registered office at 82a, RosterRoyalties James Carter Road, Mildenhall, IP28 7DE.

We are the controller for personal data we collect for our own website, account administration and communications. When we process artist or collaborator records on your organisation's instructions, the controller and processor roles depend on the service and the applicable agreement.

2. What Data We Collect

We collect the following categories of personal data:

• Account data — name, email address, company name, and password when you register.
• Usage data — pages visited, interactions and session recordings collected via PostHog. Contact form inputs are masked in recordings. This website uses the PostHog EU cloud endpoint.
• Artist data — artist names, payment information, royalty statements, and split sheet data that you upload to the platform.
• Payment data — billing details processed securely via Stripe. We do not store card numbers.
• Communications data — messages sent via our contact form or email.

3. How We Use Your Data

We use your personal data to:

• Provide, operate, and improve the Roster platform
• Administer billing for usage and optional subscriptions
• Send transactional emails (account confirmation, statements, invoices)
• Respond to support requests and enquiries
• Analyse platform usage to improve our product
• Comply with legal obligations

4. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract performance — to deliver the services you use.
• Legitimate interests — for product analytics and improving our platform.
• Legal obligation — where required by law.
• Consent — for optional website analytics, recordings, advertising and referral tracking, and marketing communications where applicable.

5. Data Sharing

We do not sell your personal data. We share data only with trusted third-party service providers who assist us in operating the platform, including:

• Stripe — payment processing
• PostHog — website analytics using the EU cloud endpoint
• Vercel — marketing website hosting
• Google and Tolt — optional website analytics, advertising and referral tracking after acceptance
• Formspree — website enquiry delivery
• Resend — website agreement notifications and requested copies

Application services may involve additional providers. Contact us for current processor information, data-handling terms and transfer arrangements relevant to your workspace.

6. Data Retention

We retain your personal data for as long as your account is active, or as necessary to provide services and comply with legal obligations. You may request deletion of your account and associated data at any time.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Rectify inaccurate or incomplete data
• Request erasure of your data ("right to be forgotten")
• Restrict or object to processing
• Data portability
• Withdraw consent at any time

To exercise any of these rights, contact us at legal@rosterroyalties.com.

8. Cookies

The marketing website keeps optional PostHog analytics and session recordings, Google Analytics, Google Ads, Tolt referral tracking and Vercel Analytics off until you accept optional tracking. Declining does not prevent you from browsing, opening product examples or sending an enquiry.

Your choice is stored in this browser for up to 180 days. Use Privacy settings in the footer to change it. Withdrawing a previously accepted choice reloads the page to stop loaded trackers and clears known optional first-party tracking cookies. Browser settings can manage or remove other stored cookies. If browser storage is unavailable, your choice applies to the current page and may need to be made again on a later visit.

This choice covers the marketing website. The separate Roster application and external booking service have their own settings and policies.

9. Contact

For any privacy-related enquiries, please contact us at:

RosterRoyalties Limited
Company No. 17242618
82a, RosterRoyalties James Carter Road
Mildenhall, IP28 7DE
legal@rosterroyalties.com

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).