Privacy Notice

Who we are

SoulNote is a trading name of Nexus House Ltd, a company registered in England and Wales, company number 17499466.
Registered office: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ.
Email: hello@soulnote.uk · Website: soulnote.uk

Nexus House Ltd is the controller of your personal data under the UK GDPR and the Data Protection Act 2018. If you have any questions about your data, email hello@soulnote.uk or write to us at our registered office.

What we collect

• When you order: your name and email address, the recipient’s first name, nickname and how to say it, your relationship to them, the occasion, the story, memories and messages you write, your music choices, and any extras or discount code.
• Payment: order and payment status, amount and a Stripe payment reference. Your card details go straight to Stripe and never reach our servers.
• Your song: the lyrics, title, album cover and audio we make for you, any remake notes, and a record of your order’s progress.
• The free chorus preview on our home page: the recipient’s first name, your relationship, the occasion, the style, mood and voice you pick, and what you write about them; the chorus and short sung clip we make; a random visitor ID; and a scrambled (hashed) version of your IP address. We use the visitor ID and hashed IP only to limit free previews and stop abuse. If you then order, the preview is linked to your order.
• Reminder emails (only if you tick the box): a record that you asked for them, with the wording and time.
• Reaction videos (only if you send one): the video, the first name you ask us to credit, and a record of your consent (wording version, date and time, IP address and browser).
• Emails you send us and our replies.
• Technical data: our hosting provider keeps short-term server logs (including IP addresses) for security and to fix problems.

About the person the song is for: you’ll tell us about someone else. Please only share what you’re comfortable with and what they would be happy for us to use. Please don’t include sensitive details (such as health, religion or sexuality) unless you want them in the song; if you do, we use them only to write the song.

Why we use it, and our lawful bases

• To make and deliver your song, handle remakes, refunds and support: performance of our contract with you.
• To make your free chorus preview, limit free previews and prevent abuse, keep the site secure, and test prices: our legitimate interests in running and protecting our business. We’ve checked these don’t override your rights.
• Reminder emails and reaction videos: your consent, which you can withdraw at any time.
• Keeping order and payment records for tax and accounting: legal obligation.

We don’t sell your data, we don’t send marketing emails, and we don’t make decisions about you by automated means that have legal or similarly significant effects. AI is used to write and produce the song, not to make decisions about you.

Who we share it with

We use these service providers (processors) to run SoulNote. They only use your data on our instructions:

• Stripe (payments). Stripe also acts as an independent controller for fraud prevention and legal compliance.
• Resend (sending our emails, including your confirmation and delivery emails).
• Fly.io (hosting: our servers and database are in London, UK).
• Mureka, operated by Skywork AI Pte. Ltd. in Singapore (music generation: receives the lyrics, the recipient’s first name as sung, and your style, mood and voice choices).
• Google (Lyria via the Gemini API, our backup music service, used only if Mureka is unavailable; receives the same as Mureka).
• OpenAI (AI that writes the lyrics, chorus preview and title from your story, and makes the album cover from a short description).
• Google Fonts (our pages load fonts from Google, which receives your IP address; no cookies are set).

We don’t send your email address or payment details to the AI services. Some providers are based in, or use servers in, other countries such as the USA and Singapore. Where your data leaves the UK, we rely on UK adequacy regulations (including the UK–US data bridge where the provider is certified) or the UK International Data Transfer Agreement / Addendum to protect it. We may also share data if the law requires it, or with professional advisers.

How long we keep it

• Free chorus previews that don’t become an order: deleted after 30 days.
• Unpaid orders (a story saved at checkout but never paid for): deleted after 90 days.
• Paid orders: your story, lyrics, song and cover are kept for 2 years after delivery so you can play, download and remake your song, then deleted. Basic order and payment records are kept for 6 years for tax and accounting.
• Reaction videos: videos we decide not to use are deleted within 30 days of that decision; a video is deleted when you withdraw consent. We keep the consent record and any discount code record for 6 years.
• Emails with us: 2 years after the last message.
• Server logs: a few weeks at most.

You can ask us to delete your song and story sooner by emailing hello@soulnote.uk.

Your rights

You have the right to: access a copy of your data; have it corrected; have it deleted; restrict or object to our use of it (including where we rely on legitimate interests); receive it in a portable format; and withdraw consent at any time where we rely on consent. To use any of these rights, email hello@soulnote.uk. We’ll reply within one month. There’s no charge.

Complaints

If you’re unhappy with how we use your data, please tell us first at hello@soulnote.uk and we’ll acknowledge your complaint within 30 days. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator: ico.org.uk/make-a-complaint, helpline 0303 123 1113.

Cookies

We use a small number of first-party cookies and no advertising or tracking cookies. See our Cookie Policy.

Changes

We’ll update this notice if how we use your data changes, and change the date below.