Privacy Policy

Effective date: July 15, 2026
Last updated: July 15, 2026

Introduction

Flawless Records Entertainment (“Flawless Records,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information you provide when using our website, flawlessrecords.online.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, when it may be shared, and the choices available to you.

This policy applies to visitors, artists, subscribers, business contacts, booking representatives, media professionals, partners, and anyone who submits information through our website. We process personal data in accordance with applicable privacy laws, including Ghana’s Data Protection Act, 2012 (Act 843).

Information We Collect

Depending on how you use the website, we may collect information you provide directly, including your name, artist or stage name, legal name, email address, telephone number, country, city or location, social-media handles, music genre, artist biography, career goals, booking or event information, venue and event date, budget range, private streaming links, music profile links, messages, newsletter preferences, merch preferences, clothing sizes, product interests, press photographs, EPKs, PDFs, JPG or PNG files, optional MP3 files, and any other information you voluntarily provide.

When you visit the website, we may automatically receive limited technical information such as IP address, browser type, device type, operating system, referring website, pages viewed, time spent on the website, approximate location based on IP address, cookie identifiers, website performance information, and error information.

How We Use Your Information

We may use your information to review artist and music submissions, communicate with artists and applicants, respond to general, management, booking, press and partnership inquiries, evaluate potential talent or collaborations, manage bookings and event requests, process newsletter registrations, record merch interest, improve the website, maintain security, prevent misuse, protect legal rights, comply with obligations, maintain internal records, and send marketing communications where requested or agreed.

Submitting music does not guarantee a response, representation, management agreement, recording agreement, distribution agreement or any other business relationship.

Legal Grounds for Processing

Where required by applicable law, we process personal information based on consent, steps necessary to respond to your request or consider entering into an agreement, our legitimate business interests, legal compliance, and protection of rights. You may withdraw consent for future processing where processing is based on consent.

Music and Artist Submissions

Information and materials submitted through the Artist Submissions page may be reviewed by authorized members of Flawless Records and relevant professional advisers or contractors. These materials may include personal data, biographies, photographs, links, EPKs and optional MP3 files.

We use these materials only for legitimate internal purposes such as talent evaluation, A&R review, artist-development consideration, potential management or label discussions, and evaluating collaborations. Submission materials will not be publicly posted by Flawless Records without permission, except where disclosure is required by law or necessary to protect legal rights.

Please do not submit identification documents, bank information, passwords, medical information or other highly sensitive information through the submission form.

Newsletter and Marketing Communications

When you subscribe to release alerts or label updates, we may use your name, email address and selected interests to send new-release announcements, artist news, music videos, event announcements, merchandise updates, and label developments. You may unsubscribe at any time by using the unsubscribe option in an email or contacting management@flawlessrecords.online.

How We Share Information

We do not sell your personal information. We may share information only where reasonably necessary with website-hosting providers, database and cloud-storage providers, email and newsletter providers, analytics and security providers, authorized employees, managers, A&R representatives, professional advisers, contractors, authorities where legally required, or a buyer, investor or successor if the company undergoes a merger, restructuring or transfer.

Uploaded Files

Uploaded press photographs, EPKs and MP3 files should be stored using private access controls. We take reasonable steps to restrict access to authorized persons, validate file types, enforce file-size limits, prevent malicious uploads, protect files from predictable public links, and remove files when no longer needed. No internet-based system is completely secure. You submit information and files at your own risk.

Data Retention

We retain personal information only for as long as reasonably necessary. Unless a longer period is required for legal, contractual or security reasons, intended retention periods include artist submissions and uploaded materials for up to 12 months, general contact inquiries for up to 24 months, booking and partnership records for the duration of discussions plus a reasonable legal recordkeeping period, newsletter information until unsubscribe or list discontinuation, merch-interest responses for up to 24 months, and security or technical logs generally up to 12 months.

International Data Transfers

Our website, database, hosting or service providers may operate in countries outside Ghana. Where information is transferred internationally, we take reasonable steps to ensure appropriate protection under applicable law.

Your Privacy Rights

Depending on applicable law, you may have the right to request access, correction, deletion, restriction, objection, withdrawal of consent, information about how your data is used, unsubscribe from marketing communications, or make a complaint to a relevant privacy regulator. Ghana’s Data Protection Commission identifies rights including access, correction and objection under sections 39–44 of Act 843.

To make a privacy request, email management@flawlessrecords.online with the subject line “Privacy Request.” We may need to verify your identity before completing a request.

Children’s Privacy

The website and artist-submission service are not intended for children under 18 acting without parental or legal-guardian involvement. Anyone under 18 should obtain permission and assistance from a parent or legal guardian before submitting music, files or personal information.

Security

We use reasonable administrative, technical and organizational measures designed to protect personal information, including restricted administrative access, secure passwords and authentication, private file storage, file-type and size validation, spam protection, database access controls, software updates, and backups where appropriate. No website, database or transmission method can be guaranteed to be completely secure.

Third-Party Links

Our website may contain links to platforms such as Spotify, Apple Music, Audiomack, YouTube, Instagram, TikTok, Snapchat or other third-party services. Those platforms operate under their own privacy policies. Flawless Records is not responsible for their privacy or security practices.

Changes to This Policy

We may update this Privacy Policy when our website, services or legal obligations change. The updated version will appear on this page with a revised “Last updated” date.

Contact Us

For privacy questions or requests, contact Flawless Records Entertainment at management@flawlessrecords.online. Website: flawlessrecords.online. Business address: available upon request.