Privacy Policy

Last updated: August 2026

This Privacy Policy explains how Pool Media ("we", "our", or "us") collects, uses, and protects your information when you use our download gates to access promotional music files, sample packs, or other digital downloads.

We are fully committed to protecting your privacy and complying with the General Data Protection Regulation (GDPR).

1. Information We Collect & How We Collect It

Depending on the specific configurations set by the content creator on our individual download gates, we may process information through the following methods:

A. Gates Involving Email Capture

• Email Address: If a gate explicitly requires an email submission, this data is submitted directly from your browser to a Google Forms endpoint, which records responses into our private Google Sheets database environment.
• Campaign Context: Along with your email address, we record the artist name and track title associated with the download for analytics and list segmentation.

B. Automated Social Media Interactions (All Gates)

• SoundCloud Authentication: To perform gate actions on your behalf, our system requests temporary authorization via the secure SoundCloud API. We do not look at, capture, or store your SoundCloud password or sensitive account credentials.
• SoundCloud Actions Performed: Once authorized, our system may like, repost, comment on, and/or follow the relevant artist profile(s) using your account, exactly as described on the specific gate page. Any comment text you write is posted publicly and visibly to your SoundCloud profile on the associated track.
• SoundCloud Profile Data Retained: We store your SoundCloud username, SoundCloud user ID, the track and campaign involved, and the date/time of your gate completion in an internal analytics log. This log is used to verify gate completion, prevent duplicate claims, and measure campaign performance, and is viewable only by us through a password-protected internal dashboard.
• Instagram Redirects: Instagram interactions are executed entirely manually on your end via secure, standard browser redirection links to the specified target profile. We do not monitor, track, or handle your Instagram profile data.

2. How We Use Your Information

The processing of data is based entirely on your explicit consent given at the moment you engage with the download platform actions. We utilize this data to:

• Deliver the requested direct file download links safely and securely.
• Verify that the required social platform actions (e.g., leaving a track comment, liking, reposting, or following) have actually been completed before releasing a download.
• Review individual SoundCloud profiles and download activity internally to detect abuse and measure campaign performance.
• Send you promotional newsletters, updates, and direct marketing communications regarding new music releases and tools under the Pool Media umbrella (only on gates where email address collection was explicitly filled and submitted).

3. Data Storage & Third-Party Services

We do not run third-party tracking analytics software or pass information to advertising brokers. To keep operations running, we pass minimal criteria strictly to the following processing nodes:

• Google Infrastructure: Collected email addresses and basic campaign descriptors are stored inside a password-protected Google Workspace environment (Google Sheets).
• Cloudflare Workers: Our backend logic runs inside serverless edge locations provided by Cloudflare to manage SoundCloud API transactions. Unlike a purely transient pass-through, completed gate actions (SoundCloud username, user ID, track, and timestamp) are persisted in a database behind this Worker so they can be reviewed on our internal analytics dashboard, described in Section 1B above.

4. Data Retention

SoundCloud profile and download-activity logs (username, user ID, track, timestamp) are retained indefinitely for campaign analytics and abuse prevention, unless you request their deletion. For gates utilizing active email capturing campaigns, email data is stored until you explicitly request removal or choose to unsubscribe from marketing materials.

5. Cookies & Local Storage

Our public-facing download gate pages do not set cookies or use browser local storage to track fans. Our separate, password-protected internal analytics dashboard stores a login credential in the browser's local storage purely to keep site administrators signed in; this is not present on, or used by, any fan-facing gate page.

6. International Data Transfers

Because we rely on Google Workspace and Cloudflare, your information may be processed or stored on servers outside your country of residence, including in the United States. Where this applies to EU/UK residents, we rely on the standard contractual clauses and data processing terms offered by Google and Cloudflare as the legal basis for these transfers.

7. Security

We use industry-standard safeguards appropriate to the limited data we handle: SoundCloud authorization is handled via OAuth so we never see or store your password, all data in transit uses HTTPS, and our internal analytics dashboard is protected by a password known only to us. No online system is 100% secure, and we cannot guarantee absolute security of information transmitted to us.

8. Children

Our download gates are not directed at children, and we do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal data, please contact us so we can remove it.

9. Your GDPR Rights

As a European Union resident or user worldwide, you possess complete dominion over your information. Under the GDPR framework, you hold the right to:

• Request access to check what email listings, SoundCloud identifiers, or other parameters we hold under your identity.
• Request complete rectification or immediate erasure of your data entries across our systems.
• Withdraw your marketing subscription consent seamlessly at any given point in time.

To exercise any of these rights or lodge an inquiry regarding your data, please get in touch with us directly at the contact channel provided below.

10. Contact Us

For inquiries, support, or data erasure requests under the GDPR, please contact the data controller directly via email: info@poolmedia.nl (Attn: Nathan Pool).