Privacy Policy

1. Introduction
This Privacy Policy explains how SONICSWAVE (“we”, “us”, or “our”) collects, uses, stores, and protects personal data when you visit our website, contact us, purchase our services, or interact with us through our workflow tools.
We are committed to protecting your privacy and processing personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) where applicable. The GDPR applies to EU organizations and can also apply to organizations outside the EU that target people in the EU.
2. Who We Are
Controller: Sonicswave
Business Address: Lindenallee 23-31, Viersen 41751
Email: info.sonicswave@gmail.com
Website: www.sonicswave.org
If you have any questions about this Privacy Policy or how we handle your personal data, you can contact us using the details above.
3. What Personal Data We Collect
Depending on how you interact with us, we may collect the following categories of personal data:
a) Contact Information

• Name

• Email address

• Phone number

• Company name

• Social media handles

b) Project Information

• Podcast title and episode details

• Raw audio or video files

• Notes, instructions, revision requests

• Branding assets such as logos, cover art, music, and other media files

c) Billing and Transaction Data

• Billing address

• VAT or tax information where applicable

• Invoice details

• Payment status information

d) Website Usage Data

• IP address

• Browser type and device information

• Referring pages

• Website interactions

• Cookie-related data, where applicable

e) Communication Data

• Emails

• Contact form submissions

• Messages sent through Trello or other project management tools

• Client support requests

4. How We Collect Personal Data
We collect personal data when:

• you visit our website

• you fill out a contact form

• you contact us by email

• you book a call or request a quote

• you purchase a subscription or service

• you share files, notes, and assets with us

• we manage your project through a shared Trello board

• you interact with our cookies or analytics tools, where consent is required

5. Purposes of Processing
We may process your personal data for the following purposes:

• to respond to inquiries and communicate with you

• to provide podcast production services

• to manage your subscription and monthly plan

• to organize projects and requests through Trello

• to deliver edited podcast episodes, clips, and other files

• to send invoices and manage payments

• to improve our website and service operations

• to comply with legal and tax obligations

• to protect our rights and prevent misuse of our services

6. Legal Bases for Processing
Under the GDPR, processing must have a lawful basis such as contract, consent, legal obligation, or legitimate interest.
We typically rely on the following legal bases:
a) Contract
We process your personal data where necessary to provide requested services, manage your subscription, deliver projects, and communicate regarding active work.
b) Legitimate Interests
We may process personal data where necessary for our legitimate interests, including:

• managing client relationships

• organizing workflow and project communication

• improving our website and services

• maintaining business records

• protecting our business against misuse or fraud

Where we rely on legitimate interests, we balance those interests against your rights and freedoms. The EDPB has issued guidance on the conditions for relying on legitimate interest under Article 6(1)(f) GDPR.
c) Consent
We may rely on your consent for:

• non-essential cookies

• analytics tools, where required

• marketing emails, if you opt in

You may withdraw consent at any time. Under EU rules, consent for these purposes must generally be affirmative and freely given.
d) Legal Obligation
We may process certain personal data where necessary to comply with applicable legal, accounting, or tax obligations.
7. Trello and Project Workflow
We use a shared Trello board to manage client projects. Through Trello, we may process:

• names and contact details

• project requests

• task comments

• file links

• production notes

• revision feedback

Trello is used as part of our service delivery workflow so that work can be submitted, organized, tracked, and completed efficiently.
If Trello or any other third-party tool processes data outside the EU/EEA, such transfers should be covered by an appropriate transfer mechanism, such as an adequacy decision or Standard Contractual Clauses where required under EU law. The European Commission explains these transfer safeguards in its data protection guidance.
8. Cookies and Analytics
We may use cookies and similar technologies on our website.
Essential Cookies
These cookies are necessary for the website to function properly and do not usually require consent.
Non-Essential Cookies
If we use analytics, marketing, or tracking cookies, we will request your consent before placing them where required by law. EU guidance explains that non-essential cookies generally require prior consent.
If you use tools such as Google Analytics, Meta Pixel, or similar services, you should specifically list them here.
Example wording if used:
 
We use analytics tools to understand how visitors use our website and to improve performance. Where legally required, these tools are activated only after your consent.
9. Sharing of Personal Data
We may share personal data with trusted third parties only where necessary, including:

• hosting providers

• email providers

• payment processors

• invoicing/accounting providers

• project management tools such as Trello

• cloud storage or file transfer providers

• analytics or cookie providers, if enabled

We do not sell personal data to advertisers.
10. International Data Transfers
Some of our service providers may process data outside your country or outside the EU/EEA. Where personal data is transferred internationally, we aim to use appropriate safeguards required by applicable law, such as:

• adequacy decisions

• Standard Contractual Clauses

• other valid GDPR transfer mechanisms

The European Commission states that EU data protection law includes safeguards for transfers to third countries, including adequacy decisions and SCCs.
11. Data Retention
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including legal, accounting, and operational needs.
Typical retention periods may include:

• contact inquiries: [e.g. 12 months]

• client project files and communications: [e.g. 24 months after project end]

• invoices and accounting records: [according to applicable legal retention periods]

• analytics/cookie data: according to the settings of the relevant tool

You should customize these periods to match your real workflow.
12. Your Rights
If the GDPR applies, you may have the right to:

• access your personal data

• correct inaccurate data

• request deletion of your data

• restrict processing

• object to certain processing

• withdraw consent at any time where processing is based on consent

• receive your data in a portable format in certain cases

• lodge a complaint with a supervisory authority

EU guidance explains that individuals must be informed clearly of these rights and that access, rectification, erasure, objection, and portability are core GDPR rights. Controllers should also respond to requests within one month in most cases.
To exercise your rights, contact us at: [Your Contact Email]
13. Data Security
We take reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse, or disclosure.
However, no method of internet transmission or electronic storage is completely secure, so we cannot guarantee absolute security.
14. Third-Party Links
Our website may contain links to third-party websites or platforms. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies separately.
15. Children’s Privacy
Our services are not directed to children, and we do not knowingly collect personal data from children.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. The most current version will always be posted on our website with the updated effective date.
17. Contact
If you have questions about this Privacy Policy or your personal data, info.sonicswave@gmail.com