Privacy Policy

How we collect, use and protect your personal information.

Last updated: October 2026

1. Who we are

Pluto Music is the trading name of Pluto Entertainments Limited, a company registered in England and Wales (company number 00931447), registered office c/o Percy Westhead & Company, Hanover House, 30–32 Charlotte Street, Manchester M1 4FD. In this policy, "we", "us" and "our" means Pluto Entertainments Limited. We are registered with the Information Commissioner's Office (ICO) under registration number ZA909262.

We are the controller of the personal information described in this policy, which means we decide how and why it is used.

If you have any questions about this policy or your information, contact us at info@plutomusic.com.

2. Who this policy covers

This policy explains how we use personal information about:

people who visit plutomusic.com;
people who contact us, book a call or session, or buy from our online shop;
our clients, including artists, bands, managers and businesses we work for;
people who take part in our projects, such as session musicians, performers and people who appear in videos we film;
freelancers and suppliers we work with.

3. The information we collect

Depending on how you deal with us, we may collect:

contact details: your name, email address, phone number and postal address;
booking and project details: the services you book, session dates, briefs, feedback and correspondence with us;
billing information: invoices, payments made and, for business clients, company details. We do not see or store full card details for online payments, which are handled by our payment provider;
creative material: recordings, performances, video footage, photographs, artwork and other material created or supplied during a project. Recordings and footage may capture your voice, image and likeness;
artist and registration details: for admin services, details such as legal names, songwriter information, ISRCs and account information you ask us to submit on your behalf;
account access: where you choose to give us login details, or bank details for royalty registrations, so we can carry out work on your behalf;
website and booking data: information collected when you use our website, such as pages visited, device and browser type, and booking or order details;
video call information: if you join a consultation by Zoom, your name, email and anything you share during the call. We do not record calls without telling you first.

Most of this information comes directly from you. Some may come from your manager, label, or the person who booked us on your behalf, or from publicly available sources such as your streaming and social media profiles when we are preparing work for you.

If you are booking on behalf of a band or other people, please make sure they are aware of this policy.

4. How and why we use your information

Data protection law requires us to have a lawful reason (a "lawful basis") for each way we use personal information. Ours are set out below.

To provide our services (performance of a contract):

to respond to your enquiry and prepare a quote;
to book and run sessions, shoots and consultations;
to produce, deliver and store your work;
to carry out admin and registration tasks you ask us to do;
to fulfil orders from our online shop.

To meet our legal obligations (legal obligation):

to keep accounting and tax records;
to respond to lawful requests from authorities.

To run and improve our business (legitimate interests):

to manage our relationship with clients, freelancers and suppliers;
to keep project archives so we can help with future releases, re-edits or questions about past work;
to show our work in our portfolio, showreels, website and social media once it has been publicly released, as described in our terms and conditions. You can object to this at any time;
to understand how our website is used and keep it secure;
to establish, exercise or defend legal claims.

With your consent (consent):

to send you news and offers by email, if you have opted in. Every email includes an unsubscribe link;
to place non-essential cookies on your device;
to feature you in case studies or behind-the-scenes content where this goes beyond our usual portfolio use.

You can withdraw your consent at any time by contacting us. This will not affect anything we did with your consent before you withdrew it.

We do not sell your personal information, and we do not use it for automated decision-making that has legal or similarly significant effects on you.

5. People who appear in our recordings and videos

If you perform on a recording or appear in a video we produce, your voice, image and performance will form part of the finished work. Once the work is released, it is published by our client and may be shared widely, so it is not usually possible to withdraw it from circulation.

We ask performers and contributors to agree to this before taking part, usually through a release or our client's own agreement with them.

Anyone under 18 may only appear in our videos with the consent of a parent or guardian, who must be present during filming.

6. Who we share your information with

We only share personal information where we need to. This may include:

members of our team and trusted freelancers, such as mastering engineers, video editors and session musicians, who need it to carry out the work;
service providers who help us run our business, including our website, booking and shop platform (Wix), file-sharing and storage (Dropbox), video calls (Zoom) and workspace and project management (Notion);
our accountants and professional advisers;
organisations you ask us to deal with on your behalf, such as collecting societies (for example PRS for Music or PPL), distributors and streaming platforms;
our clients, where you are a contributor to their project;
the police, courts or other authorities where the law requires it.

Our service providers may only use your information to provide services to us, and must keep it secure.

7. International transfers

Some of our service providers, such as Wix, Dropbox, Zoom and Notion, may store or process information outside the UK, including in the United States and the European Economic Area.

Where this happens, we make sure appropriate safeguards are in place, such as the UK's adequacy regulations (including the UK–US data bridge) or the UK's approved international data transfer agreements.

8. How long we keep your information

We keep information only for as long as we need it. As a guide:

enquiries that do not lead to a booking: up to 12 months after our last contact;
client records and correspondence: for 6 years after the end of our last project together, in case of questions or legal claims;
invoices and accounting records: 6 years from the end of the financial year they relate to, as required by law;
project files: only for the period set out in the terms and conditions or agreement for your individual project, unless you ask us in writing to keep them longer;
account logins you give us: deleted when the work they were needed for is complete;
bank details you supply for royalty registrations: permanently deleted as soon as they have been entered;
mailing list details: until you unsubscribe;
published portfolio material: for as long as the work remains part of our portfolio, unless you ask us to remove it.

When information is no longer needed, we delete it or make it anonymous.

9. Keeping your information secure

We take every possible and reasonable care to protect your information, including password-protected and access-restricted accounts, two-factor authentication where available, and sharing files only with the people who need them.

Unreleased material is treated as confidential and is never shared outside the project without your permission.

No method of sending or storing information online is completely secure, but if a data breach affects your rights and freedoms, we will tell you and the ICO where the law requires it.

10. Cookies

Our website uses cookies, which are small files placed on your device. Some are essential for the website, booking system and shop to work. Others help us understand how the site is used or support marketing features.

We only use non-essential cookies if you agree to them through the cookie banner on our website. You can change your choices at any time through the banner or your browser settings.

11. Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct information that is wrong or incomplete;
ask us to delete your information;
ask us to limit how we use your information;
object to us using your information based on our legitimate interests, including for portfolio use;
ask us to transfer information you gave us to another organisation, where technically possible;
withdraw your consent where we rely on it.

Some of these rights only apply in certain circumstances, for example we may need to keep accounting records even if you ask us to delete them. We will explain if this applies.

To use any of these rights, email info@plutomusic.com. We will respond within one month. There is usually no charge.

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be on our website, with the date it was last updated.