TrakBak Privacy Policy

1. Who we are

TrakBak is operated by TRAKBAK LTD, a company registered in England and Wales under company number 17403636.

Registered office: 9 Down End Road Fareham Hampshire United Kingdom PO16 8RG

TRAKBAK LTD is the controller of personal information processed through the TrakBak platform and website.

For privacy enquiries, contact privacy@trak-bak.com.

2. About this Privacy Policy

This Privacy Policy explains how we collect, use, store and protect personal information when you use TrakBak, including our website, Creator Profiles, Studio, collaboration, FeedBak and community features.

TrakBak is a community built around human creativity and the development of original music. As you use the platform, you may choose to upload and share creative material such as audio, video, lyrics and information about your work.

This policy concerns personal information. Ownership and permitted use of creative works uploaded to TrakBak are addressed separately in our Terms of Use.

3. Information we collect

Depending on how you use the TrakBak website and platform, we may process:

Account information - such as your email address, account credentials, account status and authentication information.

Creator Profile information - information you choose to add to your public or community profile, such as your creator name, biography, profile image, musical interests, skills and other information about yourself.

Creative content and track information - audio, video, lyrics, images, track titles, versions, arrangement information and other material you upload or create through TrakBak.

Collaboration information - invitations, collaborators, contributions and activity associated with collaborative work.

FeedBak and community activity - FeedBak you give or receive, replies, creator responses, reactions and other interactions with members of the TrakBak community.

Communications and website enquiries - messages you send to us, including your name, email address, enquiry category and message submitted through the public website Contact form, as well as support enquiries and communications relating to your account or use of the service.

Early Access registrations - your email address, registration date, signup source and records of your consent, including its date and the wording and Privacy Policy versions presented. We also keep relevant withdrawal and suppression information.

Technical and security information - information such as IP address, browser/device information, login activity, security events and technical logs where necessary to operate and protect the service. The public website Contact form uses a temporary pseudonymous IP-based rate-limit key to help prevent abuse.

Preferences - settings, communication preferences and choices you make about how TrakBak works for you.

We aim to collect only information that is reasonably necessary to provide and improve the service.

4. How we use your information

We may use personal information to:

create and manage your TrakBak account;

authenticate you and keep accounts secure;

provide Creator Profiles and Studio functionality;

store and present tracks, lyrics, audio, video and associated content;

enable FeedBak, collaboration and community features;

operate charts, discovery, recognition, competitions or other community features where applicable;

remember your settings and preferences;

provide support and respond to enquiries;

send important service and account communications;

prevent abuse, fraud and security incidents;

respond to public website Contact enquiries and protect forms against abuse;

manage Early Access registrations and, where consented, send launch-related communications;

provide AI-assisted tools, transcription and appropriate content-safety checks;

diagnose technical problems and improve reliability;

understand how TrakBak is being used and improve the service;

comply with legal obligations and protect our legal rights.

Where we introduce new functionality that materially changes how personal information is used, we will update this Privacy Policy where appropriate.

5. Our legal bases for processing

Under UK data protection law, we need a lawful basis for processing personal information.

Depending on the circumstances, we rely on:

Contract - where processing is necessary to create your account or provide TrakBak services you request.

Legitimate interests - where necessary to operate, secure and improve TrakBak, support our users, prevent misuse and manage our business, provided those interests are not overridden by your rights.

Consent - where we ask you to make an optional choice, for example certain marketing communications or non-essential cookies.

Legal obligation - where processing is necessary for us to comply with applicable law.

Legal claims and protection of rights - where information needs to be retained or used to establish, exercise or defend legal rights.

For Early Access promotional emails, we rely on consent. For Contact enquiries and proportionate anti-abuse controls, our lawful basis will generally be our legitimate interests in responding to enquiries and protecting the website, unless another basis applies. AI processing depends on the relevant feature and purpose, including providing requested services and maintaining platform safety.

6. Public and community information

TrakBak includes social and community features.

Information you deliberately publish to a public Creator Profile or make available through public/community features may be visible to other people.

Other material may be available only to particular people - for example collaborators or members invited to provide FeedBak - depending on the feature and settings being used.

Your account email address will not be displayed publicly simply because you have a TrakBak account.

You should avoid including information in public profiles, lyrics, FeedBak, comments or other content that you do not want other people to see.

7. Your music, lyrics and creative work

Using TrakBak does not transfer ownership of your original creative work to TRAKBAK LTD.

We process and store creative material where necessary to provide the features you choose to use.

The permissions TrakBak needs to host, process, display and distribute content within the service are described in our Terms of Use.

8. Creative Companion and AI

TrakBak's purpose is to support human creativity, not replace it. We use AI-assisted functionality for Creative Companion conversations, lyric translation and development, artwork generation, audio transcription and lyric timing, and certain text-safety checks. Some music-development tools use local processing rather than an external AI model.

Depending on the feature, information processed may include your prompts and recent conversation messages; Trak and Version details; lyrics, arrangements, Notes and Story/Thoughts; relevant FeedBak, including reviewers' display names and comments; selected artwork and images; and audio recordings or video soundtracks. Creative material can itself contain personal information about you or other people.

Most creative AI features run when you request them. Some processing can also occur automatically, including media transcription and lyric timing, a Creative Companion observation after certain audio uploads, and text-safety checks associated with writing or submissions.

We use OpenAI services through Replit AI Integrations and ElevenLabs services through a Replit connector for relevant AI and audio-processing features. Information required for those features may pass through Replit to the relevant service provider.

We retain certain results as part of the service, such as translated lyrics, transcription and timing information, saved Notes and accepted artwork. Creative Companion conversation messages are currently held in the active browser interface rather than in a dedicated persistent conversation record. Operational logs and provider-side records may be retained separately.

OpenAI's published API arrangements state that API content is not used to train its models by default unless the customer opts in. Data use, retention and training arrangements for each provider depend on the applicable services, terms and settings; we are reviewing those arrangements for TrakBak. We do not assume that all providers follow identical practices.

Some AI-related processing may take place outside the United Kingdom. International-transfer protections are described in Section 12. Creators should review AI-assisted outputs and remain responsible for their creative decisions.

9. Marketing communications

We may offer you the choice to receive TrakBak news, product updates, opportunities and community communications.

When you join the Early Access List using our updated signup process, we collect your email address and evidence of your consent, including when and where you signed up and the wording presented to you. With your consent, we may contact you about Early Access invitations, the TrakBak launch and your promotional code. Joining the list does not create an account or paid subscription.

Early Access signup does not itself enrol you in an unrelated ongoing marketing newsletter. Where consent is required for other marketing communications, we will ask separately and make that choice optional.

You may withdraw consent using a personal unsubscribe link where provided or by contacting us. A withdrawal prevents that address from being included in future Early Access campaigns; we may keep limited evidence of consent and withdrawal to respect your choice and meet legal requirements.

When you register for Early Access, you receive an automated welcome email containing the shared promotional code TRAKBAK2027 and information about using it at launch. The email includes a secure, personal unsubscribe link. This confirms your requested registration and does not enrol you in unrelated marketing. With your consent, we may separately send Early Access invitations, launch updates and other promotional communications. Marketing emails will include an appropriate way to unsubscribe. Registering does not create a TrakBak account or paid subscription.

We may still send necessary service communications relating to your account, security, changes to the service or other important administrative matters.

10. Cookies and similar technologies

The TrakBak public website does not currently use active analytics, advertising tracking or website-defined cookies. It does not use local storage or session storage to remember or track visitors.

All public website fonts are hosted locally. Your browser may cache fonts and other website resources to help pages load efficiently.

Information entered into website forms is held temporarily in the page while you complete and submit the form. The collection and retention of submitted information are addressed elsewhere in this Privacy Policy.

The separate TrakBak application uses or may use storage and access technologies for authentication, security, preferences and service functionality. Information about any non-essential technologies and applicable choices will be provided as required.

If we introduce cookies or other storage and access technologies, we will explain their purposes and provide any consent or objection controls required by applicable law.

11. Who we share information with

We use service providers to help operate TrakBak, including hosting and infrastructure, email delivery, storage, authentication, security, AI processing and support. For the public website, Replit hosts the website and its Early Access database, while Resend processes Early Access email addresses and welcome email content to deliver automated welcome emails, as well as delivering Contact form enquiries to our receiving email provider. Contact messages are not stored in the website application database. Service providers may use their own subprocessors.

For AI-assisted features, relevant information may be processed through Replit integrations by OpenAI and ElevenLabs, depending on the feature used. Providers may use subprocessors to deliver their services.

Our service providers process personal information to deliver their services, under the terms and safeguards applicable to those services. The precise infrastructure, subprocessors and contractual arrangements can vary with the service and account configuration.

We may also disclose information where reasonably necessary to comply with law or a lawful request; protect TrakBak, our users or others; investigate fraud, misuse or security incidents; establish, exercise or defend legal claims; or as part of a corporate transaction such as a merger, acquisition or sale, subject to appropriate safeguards.

We do not sell your personal information.

12. International transfers

Some providers process or store personal information outside the United Kingdom, including in the United States. Replit describes its hosting infrastructure as primarily US-based, although the location and database provider for our particular production deployment may vary. Resend states that email content and logs are stored in the United States. Other providers and subprocessors may process information in additional countries.

Where UK data protection law requires a transfer mechanism, we use appropriate safeguards, which may include applicable adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to standard contractual clauses, depending on the provider and transfer. The relevant safeguards depend on the contractual arrangements applying to each service.

13. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing TrakBak, maintaining security and complying with legal obligations. Retention periods vary by the type of information and the relevant service.

Contact enquiries are delivered by email and are not stored in the public website application database. We intend to retain enquiry correspondence in our receiving mailbox for up to 12 months after the last relevant correspondence, unless a continuing relationship, dispute, legal requirement or other justified purpose requires a longer period. Copies held by Resend, the mailbox provider and their backups may follow separate retention schedules. Resend publishes a 30-day email/log retention period for its Free, Pro and Scale plans, with other arrangements possible for Enterprise accounts. The public website uses a temporary pseudonymous IP-derived rate-limit record for Contact submissions, lasting approximately 15 minutes.

Early Access registration and consent records are stored in the website database. We intend to remove active Early Access list records within three calendar months after the TrakBak platform’s public launch, unless you separately opt into ongoing communications or there is a justified need to retain limited records (such as evidence of consent or withdrawal). Automatic deletion is not currently active; the launch date and operational retention process will be confirmed before the schedule begins. You can request deletion or withdraw consent earlier using the contact details below.

Early Access welcome email delivery records include status, timestamps, template version and provider message ID. These records will normally be removed within three calendar months after the main TrakBak application publicly launches. We may retain limited records for longer where necessary for compliance, evidence of consent or withdrawal, or the establishment, exercise or defence of legal claims.

AI-related content and results may be retained within TrakBak as described in Section 8. Provider-held information, operational logs and backups may have different retention periods, which are being verified.

If you close your account, information associated with it will be deleted or anonymised when appropriate, although we may retain certain information where necessary for legal obligations, security, fraud prevention, dispute resolution or the establishment or defence of legal claims.

Content involving other users may require particular handling - for example collaborative activity or FeedBak forming part of another creator's project. The Terms of Use explain how account closure affects this material.

14. Security

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration or disclosure.

No online service can guarantee absolute security. Users are also responsible for protecting their account credentials and should notify us if they believe their account has been compromised.

15. Your rights

Depending on the circumstances, UK data protection law gives you rights relating to your personal information, including the right to request access to personal information we hold about you; ask us to correct inaccurate information; request deletion in certain circumstances; request restriction of processing; object to certain processing; receive certain information in a portable format; withdraw consent where processing relies on consent; and complain about how your information is handled.

To exercise your rights, contact privacy@trak-bak.com.

We may need to verify your identity before fulfilling a request.

You also have the right to complain to the UK Information Commissioner's Office (ICO).

16. Age requirement

TrakBak is intended for people aged 16 or over.

You must be at least 16 years old to create a TrakBak account.

We do not knowingly provide accounts to children under 16. If we become aware that an account belongs to someone under 16, we may close the account and take appropriate steps regarding personal information associated with it.

17. Changes to this policy

We may update this Privacy Policy as TrakBak develops or where legal or regulatory requirements change.

When we make material changes, we will take reasonable steps to bring them to users' attention. The date at the top of this policy will show when it was most recently updated.

18. Contact us

TRAKBAK LTD Company number: 17403636 9 Down End Road Fareham Hampshire United Kingdom PO16 8RG

Email: privacy@trak-bak.com