Privacy Policy | Verilux Music LLC

Effective date and time (UTC): 2026-09-25T00:50:53Z.

Policy version: 2026-09-25T00-50-53Z-identity-submission-credits.

Scope and responsibility

This notice explains how VERILUX Music handles personal information in connection with its public website, sync portal, applications, song submissions, catalog and representation workflows, and related communications. It covers veriluxmusic.com and sync.veriluxmusic.com as one set of Services.

Verilux Music LLC, a Montana limited liability company (“VERILUX,” “we,” “us,” or “our”), is the operator of the Services and the controller of personal information for the activities described here, except where another party independently determines how it processes information. Our contact information appears at the end of this notice. This notice does not replace the privacy notices of third-party websites or services that you use directly.

Information we collect

Depending on how you interact with us, we collect:

Account and professional information: Names, artist or project names, email addresses, country, professional links, account identifiers, representative roles, and profile details.
Submission and catalog information: Recordings and other uploaded files, listening and download links, lyrics, artwork, stems, titles, descriptions, identifiers, release information, metadata, and notes.
Rights and contributor information: Writer and publisher details, performing-rights organization information, ownership shares, contact details, permissions, agreements, split sheets, contributor or work-for-hire documents, clearance answers, and disclosures about samples and generative AI.
Policy acceptance records: Your authenticated account identifier, email at acceptance, representative/account role, the policy versions and exact confirmation wording presented, the date and time of acceptance, server-observed IP address, and browser information. We retain the policy texts and document hashes needed to identify what you accepted or acknowledged.
Workflow and agreement records: Application and song statuses, review notes, analysis results, communications, acceptance and signature records, document versions, relevant timestamps, and licensing or accounting records created through our relationship.
Purchase and submission-credit records: If you purchase credits, billing and contact information, payment and transaction identifiers, purchased amounts, credit balances, submission debits, restored credits, refunds, disputes, and related timestamps. Payment information supplied directly to a payment processor is also handled under that provider's applicable practices.
Representative authority: Information identifying an adult acting for a minor artist or contributor and records needed to establish the representative’s authority and required permissions.
Identity-verification records: The legal name read from an identity document, verification status and method, provider and account references, relevant timestamps, profile-name comparison, and limited review, consent or notice records. Stripe collects identity documents, facial images and related information as explained below.
Communications and preferences: Inquiries, replies, newsletter or waiting-list registrations, outreach history, subscription preferences, and suppression records.
Technical and usage information: IP addresses, browser and device information, requested pages, referring links, relevant activity events, account-session information, and operational or security logs.
Information from others: Information supplied by an authorized representative, contributor, industry contact, service provider, or public professional source.

Audio, metadata, and documents may contain personal information about people other than the account holder. If you provide another person’s information, you are responsible for having appropriate authority and giving them any notices required for your disclosure. Do not include unrelated sensitive information in material you send us.

How we use information

We use information to operate and secure the Services; manage accounts and representatives; receive and evaluate applications and music; verify rights and authority; identify missing or inconsistent documentation; communicate with relevant people; and administer agreements, catalogs, authorized pitches, licensing, and related records.

Where paid submissions are offered, we also use information to process purchases, maintain credit balances, record credit use on submission, restore eligible credits when songs are rejected before clearance, reconcile transactions, handle payment disputes and applicable refunds, and maintain financial records.

We use policy acceptance records to document agreement to the Terms of Use and acknowledgment of this Privacy Policy, administer access, and address compliance questions or disputes. These actions are separate from optional marketing preferences and any cookie or other consent required by law.

We also use information to identify and organize audio, prepare metadata, perform automated screening and analysis, troubleshoot problems, understand usage, improve our workflows, prevent abuse, manage professional outreach and requested subscriptions, honor preferences, comply with law, and establish or defend legal claims.

We maintain review and due-diligence records to document the checks performed on a song and support clearance and licensing decisions. Relevant results, dates, or summaries may be provided to involved industry decision-makers during authorized representation or licensing activities. These records document a process and are not guarantees of authorship, copyright protection, or clearance.

Where applicable law requires a legal basis, our bases depend on the purpose and relationship: performing a contract or taking requested precontractual steps; legitimate interests in operating and protecting our business and Services; complying with legal obligations; and consent where required. When we rely on consent, withdrawal does not affect processing already lawfully performed or processing supported by another applicable legal basis.

Audio analysis and automated processing

We use automated and AI-assisted services for functions such as audio identification, tagging, similarity analysis, metadata preparation, and assessing possible generative AI use. This can involve sending a recording, a retrievable link, metadata, or other relevant submission information to a provider. Sending a link instead of a file does not prevent the provider from retrieving and processing the linked audio.

Analysis may create fingerprints, technical features, tags, matches, scores, descriptions, and review records. We use these outputs in submission, eligibility, catalog, and clearance workflows. Outputs can be inaccurate; rules and automated checks may flag or block a submission or route it for further review. A purchased individual human-review and clearance-review service includes human review; automated processing may assist that process but does not replace it.

Contact us if you believe material information used in a decision is wrong or wish to provide supporting documentation. Where applicable law gives you rights concerning automated decision-making, you may exercise those rights through the contact process below.

Identity verification through Stripe

We use Stripe Identity to help confirm who is using an account as a first step in clearance and to reduce impersonation. Identity verification does not establish music ownership, authority to sign for another person, or clearance of a recording or composition. A manager or representative verifies their own identity; their authority to act for artists or rights holders is assessed separately.

Artist and manager account holders must complete identity verification before adding or progressing songs or signing. Before opening Stripe, the account holder must acknowledge the verification notice. Administrators are not subject to this artist-account requirement.

Our configured flow asks for a supported government-issued photo ID, live camera capture and a selfie. Stripe processes the document and facial images, information appearing on the ID, and device and fraud-prevention signals; this can include names, addresses, birth dates and document numbers. Stripe uses biometric technology for facial comparison to help determine whether the document belongs to the person presenting it. Its verification screens provide additional notices and applicable consent requests. See Stripe's Privacy Policy for its processing practices.

We share information with Stripe to initiate and associate the check with your account, and Stripe returns verification information to us. Our application keeps the ID-derived legal name, verification status and method, account and provider references, dates, profile-name comparison, and limited notice and review records. The ID-derived legal name is kept separately from artist names and PRO writer names. We use these records to administer verification, account access, and related clearance and agreement workflows.

Our application does not download or store copies of ID or selfie images, biometric templates, document numbers, birth dates or addresses from the verification. Authorized VERILUX administrators can nevertheless view sensitive verification evidence, including ID and selfie images, in Stripe's dashboard when reviewing a check. Keeping images out of our application does not mean VERILUX has no access to them.

Stripe also processes information for its own purposes, including operating and improving its services and preventing fraud, as described in Stripe's Privacy Policy. Any optional permission Stripe requests to improve its biometric verification technology is not a VERILUX requirement. Acknowledging this Privacy Policy is not itself consent to biometric processing or to that optional use.

When verification is required, an unresolved result blocks new song submissions, song changes, clearance progression and signing. You can still view existing songs, update permitted profile details, and delete eligible unsigned submissions. Automated results and name comparisons can be wrong; a failed check is not by itself a finding of fraud. You may correct profile information, follow any retry instructions shown, or contact us about an error or difficulty completing verification.

If you cannot complete Stripe verification or do not want automated facial comparison, you may request a private human review in the portal. The VERILUX owner will inspect you and your government photo ID in a private, unrecorded live session, compare the ID name with your profile, and record the outcome, review checks, reviewer and date. We do not record the session or retain ID images from that review. An approved human review permits the same account actions as an approved Stripe check; it is not represented as a Stripe approval. Your music rights and authority still require separate review.

Use our contact page for assistance or a privacy request. Do not send ID or selfie photographs through email, contact forms, song submissions or ordinary support messages.

Who receives information

We disclose information as relevant to the following purposes and recipient categories:

Operational providers: Hosting, databases, file storage, authentication, communications, document and signature workflows, technical support, and security.
Payment providers: Payment processors and billing-support providers involved in purchases, transaction verification, refunds, reconciliation, and dispute handling, where paid services are offered.
Identity-verification provider: Stripe, for the identity-verification processing described above. ID and selfie images are not included in ordinary music pitches or shared with prospective licensees.
Analysis providers: Audio identification, AI-use detection, tagging, similarity search, metadata preparation, and related technical processing.
Catalog and industry platforms: Tools used to organize, discover, deliver, and share music and associated information in connection with authorized business activities.
Contributors and representatives: Writers, publishers, managers, rights holders, and other relevant contacts when necessary to verify authority, resolve rights questions, or administer a submission or agreement.
Industry recipients: Prospective licensees, music supervisors, production contacts, and other recipients involved in authorized pitching, review, or licensing activities, including relevant clearance and due-diligence records or summaries.
Analytics and embedded-content providers: Providers receiving technical information when their measurement tools, players, fonts, or other resources are loaded.
Professional and legal recipients: Advisers, insurers, authorities, courts, and other parties where reasonably necessary for compliance, dispute resolution, fraud prevention, or protection of rights and safety.
Business transactions: Potential or actual successors and their advisers in connection with a financing, restructuring, sale, or transfer of all or part of our business, subject to applicable law.

Depending on the service and relationship, a recipient may process information on our behalf or under its own applicable terms and responsibilities. Relevant audio, metadata, and derived analysis records may be retained under the applicable service arrangements and legal requirements. Deleting a source file from our system does not necessarily remove copies, analysis results, or records held elsewhere.

This notice describes recipient categories rather than publishing our complete internal provider roster. Where applicable law requires information about a specific recipient of your personal information, you may request it through the contact process below.

Cookies, browser storage, and measurement

The Services use cookies or similar browser storage for functions such as sign-in sessions, security, appearance preferences, and remembering consent choices. Disabling this storage can prevent account features from working correctly.

The public website uses Google Analytics through Google Tag Manager to measure page visits, referrals, device and browser characteristics, approximate location, and selected interaction events. The website also loads resources such as web fonts, and linked or embedded media may communicate with their providers when accessed.

The public website’s analytics configuration uses regional consent settings, with analytics storage denied by default for the European Economic Area, United Kingdom, and Switzerland until permission is recorded. Where the consent prompt is offered, you can accept or decline analytics storage. Cookieless measurement requests may still occur when analytics storage is denied; declining storage is not the same as blocking every connection to the analytics provider.

You can manage cookies and browser storage through your browser, use the site’s available consent controls, or use Google’s Analytics opt-out tool. Clearing a saved consent choice may cause the site to ask again where its prompt is offered. Other jurisdictions and browser settings can affect which controls are available; contact us to raise a privacy preference or exercise an applicable right.

Retention and deletion

We retain information for as long as reasonably necessary for the purposes described here, considering the status of a submission or relationship, existing agreements and licenses, legal and accounting obligations, security and abuse prevention, potential disputes, and technical requirements.

Different records can have different retention periods. Declined or withdrawn submissions may leave review and correspondence records; deleting audio does not necessarily delete its metadata or analysis history. Due-diligence, agreement, and licensing records may need to remain after an account closes, to document the checks performed, administer licenses, and address disputes. Retention remains subject to applicable law and the relevant service arrangements. Limited suppression information may be retained to avoid sending unwanted marketing.

Purchase and credit-ledger records may remain after a song or account is deleted where reasonably necessary to substantiate balances and transactions, meet accounting or legal obligations, prevent duplicate credit returns, or address payment disputes. A request to delete a song does not itself erase its financial transaction history.

Deletion requests are subject to applicable rights and exceptions. Deletion from active systems may not immediately remove backup copies, logs, recipient copies, or records held by independent providers. We do not promise a single deletion deadline for every category or system.

Identity-specific retention

Deletion of verification evidence is handled manually; there is no automatic VERILUX deletion schedule for evidence in Stripe. That evidence remains under Stripe's applicable retention settings unless it is redacted earlier; completing a check or deleting a song does not automatically erase it. See Stripe's Identity FAQ for its applicable retention information. Stripe supports requests to redact verification-session data held for our business, as explained in its redaction documentation.

We retain the limited verification records stored in our application according to the purposes and criteria in this retention section, including account administration, relevant agreements, legal obligations and disputes, subject to applicable law. We have not implemented a separate automatic deletion period for these records. They do not contain ID or selfie images or biometric templates.

Contact VERILUX to request deletion of information we control, including verification-session data Stripe holds for our business. We assess applicable rights and exceptions and, when the request is granted, arrange redaction with Stripe and address the corresponding records in our application. Stripe redaction is irreversible, can take several days, and is available only for eligible verification-session states; a request does not mean every copy has already been removed (Stripe redaction documentation).

Stripe separately handles requests concerning information it processes for its own purposes through the process in Stripe's Privacy Policy. Our redaction request does not necessarily remove that information. We will explain any applicable retention exception and any effect of deleting verification records on features that require verified identity.

Location and security

Information is processed in the United States and may be processed in other countries where relevant providers or recipients operate. Those countries may have different privacy laws from your location. Applicable transfer requirements depend on the information, parties, and jurisdictions involved; contact us with a question about a particular transfer.

We use technical and organizational measures intended to protect information, including encrypted transmission and access controls. No storage system, transmission method, or third-party service is completely secure, and we cannot guarantee absolute security. We will provide notices concerning security incidents where required by applicable law.

Your choices and rights

You can request correction of account or submission information and contact us about access, deletion, or other privacy concerns. Depending on the law applicable to us and your information, you may also have rights to obtain a copy, request portability, restrict processing, object to certain processing, withdraw consent, opt out of specified disclosures or processing, appeal a decision on a privacy request, or complain to a relevant supervisory authority.

We may need information to verify your identity or a representative’s authority before acting. Rights are subject to applicable conditions and exceptions, including protection of other people’s information and retention needed for legal claims or obligations. We will respond within the period required by applicable law and explain an applicable refusal or limitation. We will not unlawfully discriminate against you for exercising protected rights.

For marketing messages, use the available unsubscribe mechanism, our unsubscribe page, or contact us. An unsubscribe request does not necessarily stop transactional or operational messages about your account, submissions, agreements, security, or an inquiry you initiated.

Children

Account holders and direct submitters must be at least 18 years old. We do not permit minors to create or operate accounts or submit material themselves, including through an adult’s account.

An authorized adult may submit on behalf of a minor artist or contributor. In that case, we receive relevant information and material from the adult and may request documentation of parental or guardian authority and other required permissions. This does not make the minor an account holder or permit direct use by the minor. We may pause or decline processing until required authority is established.

If you believe a minor is using an account directly or information about a minor was provided without required authority, contact us so we can investigate and restrict or delete information as appropriate or required by law. Applicable child-privacy and consent requirements remain in effect regardless of who submitted the material.

Updates and contact

We may update this notice as the Services or our practices change. Each new published version will identify its effective date and time in UTC and its version identifier. We will provide additional notice or obtain consent where required by applicable law; a Privacy Policy acknowledgment does not replace a separate consent where one is required.

Verilux Music LLC 4800 Thorpe Rd Belgrade, MT 59714 United States

Use VERILUX Music’s contact page and identify your message as a privacy request. Include enough information for us to locate the relevant account or record, but do not send passwords or unrelated sensitive documents.