Zektiva Privacy Policy

1. Scope and roles

This policy covers the Zektiva website, application and related services.

Zektiva workspaces are controlled by the organization that creates them. When an organization or manager uploads information about an artist or team member, that organization generally decides what to collect and how to use it, and Zektiva processes that information to operate the Service on their behalf. For account information you give us directly, and for operating and securing the platform, Zektiva decides how information is handled.

If your information is in a workspace you do not control, you can contact that organization, and you can also submit a request through our Privacy & Legal Request form and we will help route it.

2. Information we collect

The categories below reflect what the product actually stores and uses:

• Account and authentication information: name, email address, password credentials handled by our authentication provider, and profile details you add.
• Organization, team and role information: workspace name and settings, membership, roles and permissions, invitations, and access or beta codes redeemed.
• Artist profiles and platform connections: artist names, images, biography and industry profile fields, and the streaming or social platform accounts you connect or record.
• Music, catalog and creative information: releases, projects and tracks, songs and pipeline stages, lyrics and lyric analyses, audio you upload for transcription, creative briefs, development feedback and notes, visual projects and attachments.
• Rights and business information: publishing, distribution and royalty identifiers and registration status, rights records, and related business details you enter.
• Operational data: goals, check-ins, capacity and execution records, readiness checklists and assignments, budgets and expenses.
• Metrics and platform data: performance data you enter, import, connect or ask Zektiva to retrieve on your behalf.
• Support, feedback and requests: messages you send us, privacy requests and their status.
• Billing and plan metadata: plan, billing interval, subscription and add-on status, credit balances and credit transaction records. Payment card details are handled by our payment processor; Zektiva does not store full card numbers.
• Technical, security and usage logs: authentication and activity timestamps, request and error logs, and similar records needed to operate, debug and protect accounts.
• Legal consent records: which version of the Terms and Privacy Policy you accepted, when, and from which part of the product.

3. Why we use information

• to provide, authenticate and maintain the Service and your workspace;
• to enable organization collaboration, roles, permissions and invitations;
• to run features you invoke, including AI-assisted features, imports and metric retrieval;
• to provide customer support and respond to your requests;
• to send service and account communications;
• to process plans, credits and billing;
• to protect accounts, prevent abuse and fraud, and secure the platform;
• to debug, monitor reliability and improve performance;
• to comply with legal obligations and enforce our agreements;
• to improve the product using appropriately scoped data.

4. AI processing

AI features run when you deliberately invoke them. When you do, Zektiva sends only the relevant authorized context needed to complete that task to the configured AI service providers.

Zektiva does not use your workspace content to train a Zektiva foundation model without separate, affirmative permission from you.

AI providers process the request under their own agreements and configurations. We do not make claims about a provider's internal retention or training practices beyond what our current configuration and agreements support, and we choose configurations intended for service delivery rather than model training.

5. Ownership versus privacy rights

Ownership of your music, content and business data is addressed in the Terms of Service: you keep it. This Privacy Policy is about personal information — how it is handled and what rights you have over it. Accepting this policy does not waive any statutory privacy right.

6. How information is shared

• Infrastructure providers: hosting, database, authentication, storage and content delivery vendors that run the platform.
• Payment and billing providers, where you purchase a plan, add-on or credits.
• Security, error monitoring and analytics services used to keep the Service reliable and safe.
• AI service providers, only when you invoke an AI feature, and only with the context needed for that task.
• Third-party platforms you connect or direct us to interact with on your behalf.
• Professional advisers such as legal and accounting, under confidentiality.
• Legal, safety and transaction disclosures: to comply with law or valid process, to protect rights and safety, or in connection with a merger, acquisition or asset transfer, with notice where required.
• Other members of your workspace, according to the roles and permissions your organization configures.

7. No sale or cross-context behavioral advertising

Zektiva does not sell personal information, and does not share personal information for cross-context behavioral advertising, as those terms are commonly used in U.S. state privacy laws. We do not run advertising trackers in the product.

8. Security and data minimization

Zektiva uses reasonable technical and administrative safeguards, including authentication, role-based permissions, database-level access rules and workspace isolation designed so one organization cannot read another organization's data. Access to production data is limited to what is needed to operate and support the Service.

We aim to collect only what the product needs to function. No method of storage or transmission is completely secure, and we cannot guarantee absolute security.

9. Retention

We keep information while your account or your organization's workspace needs it to operate the Service, and afterwards only as needed for legitimate operational, legal, tax, security or dispute-resolution purposes, after which it is deleted or anonymized.

Deleted content may persist for a limited period in backups and logs before being overwritten. Legal acceptance and security records may be retained as long as needed to demonstrate compliance and enforce agreements.

10. Your privacy rights

Regardless of where you live, and to the extent we can verify your request and are legally able to fulfill it, you can ask us to:

• know or access the personal information we hold about you;
• correct inaccurate information;
• delete information, subject to legal, security and backup exceptions;
• obtain or export a copy of information where technically available;
• opt out of any sale or sharing of personal information, where applicable;
• limit the use of sensitive information, where applicable;
• exercise other rights your state or country provides, and appeal a decision where required.

11. How to make a request, and verification

Submit requests through the Privacy & Legal Request form. Before fulfilling a sensitive request we will take reasonable steps to verify your identity, and we may ask for information to match you to an existing account. Authorized agents may submit requests where the law requires, with proof of authority.

We do not discriminate against you for exercising privacy rights.

If your information lives in an organization's workspace, we may need to route your request to that organization and assist them in responding.

12. Cookies, local storage, and analytics

Zektiva uses cookies and browser storage that are essential to the product: keeping you signed in, maintaining your session, remembering interface preferences, and supporting installed-app behavior. We do not use advertising cookies.

On our public marketing pages we use a privacy-minimized measurement service to understand which pages and campaigns bring people to Zektiva. It receives page addresses and campaign parameters only — never your name, email, workspace or artist names, or anything you enter in the product.

Inside the product we record a minimal, first-party record of which features are used (for example that a goal was created), so we can improve Zektiva. These records contain no titles, messages, lyrics, notes, contacts, or financial values.

13. Children

Zektiva is not intended for children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided information, contact us through the request form and we will take appropriate action.

14. International users

Zektiva relies on cloud infrastructure and vendors that may process and store information in locations other than where you live. Where information is transferred across borders, we rely on our vendor agreements and appropriate safeguards for that transfer.

15. Third-party links and services

The Service may link to or integrate with third-party sites and platforms. Their privacy practices are their own; review their policies before connecting an account or sharing information.

16. Changes to this policy

We may update this policy. Each version has a version number and effective date. For material changes, we will provide notice and, where appropriate, ask you to acknowledge the updated policy before continuing to use protected areas of the Service.

17. Contact

Use the Privacy & Legal Request form, or the in-app contact path if you are signed in. Requests are recorded with a reference so we can follow up.