Privacy Statement

1. Who processes your data

Who TheJay is for

TheJay is a tool for people who work in electronic music: artists, agencies, labels and organisers. You must be 18 or older to have an account. We do not knowingly keep data about anyone younger; if you think somebody under 18 has an account, write to us and we close it.

2. Two roles, and here the difference matters extra

Controller — for your account

For what is yours as an artist — your profile, your music, your releases, your invoices — we (GoingDutch B.V.) determine the purpose and means and are the controller under the GDPR, and this statement is the whole story.

Processor — for your network

TheJay is full of data about other people: bookers, labels, promoters, venues, fellow artists. Who they are, what you think of them, when you last spoke, and whether they listened to your demo. That is personal data, and you decide what you record about it.

For that you are the controller and we are the processor. The terms are in the Data Processing Agreement, which applies automatically — nothing to sign.

3. What data, for what, and on what basis

Your mailbox and calendar

If you connect a Google or Microsoft account, TheJay asks for read-only access by default: to read your mail and your calendar, and to see the names of your calendars. If you choose Read and send when connecting — or later press Allow sending from TheJay — TheJay also asks for permission to send mail (gmail.send at Google, Mail.Send at Microsoft). TheJay can never delete or change anything in your mailbox or your calendar.

Connecting an account starts reading it. From the moment you connect it, TheJay reads its mail and its calendar as described below, for the workspace you connected it to — everyone in that workspace sees what TheJay keeps — until you stop it (the mail under Manage in the Inbox, the calendar on the account in Integrations) or disconnect the account. There is no second switch to turn reading on.

Your own mailbox is yours. In a workspace with colleagues you can connect an account as your own mailbox instead. Then only you see what TheJay keeps from it; an administrator sees that it is connected, never its mail. A conversation from it reaches your colleagues only when you link it to a booking, a contact or another record, or share it with the team. Its calendar is not read. When you leave the workspace, it is disconnected and the conversations only you could see are deleted.

• Mail you work with. From the moment your mailbox is connected until you stop reading it or disconnect it, TheJay reads it in the background every few minutes, and again when you open the Communication hub. It looks at your inbox, at your Sent folder, and at your other folders — from those it keeps only replies to conversations in TheJay — and at delivery reports (a bounce), to see which message could not be delivered. It keeps only the messages about your work — from people in your People list, booking requests, demos, answers to what you sent from TheJay. Of those it stores the sender, the recipients, the subject, the date and a short preview. The full text and the attachments are fetched when you open a message and are not stored.
• Mail you send from TheJay. Only with the send permission, and only from your own mailbox: a reply, a message, a link you share, and the reminders about your bookings you leave switched on leave through Google or Microsoft from your own address, and appear in your own Sent folder. Without the send permission TheJay sends none of it — you get a link to send yourself. TheJay never sends what you write from its own address.
• Your whole inbox. Under Mailbox you can see every message in your inbox. That view is read live from Google or Microsoft each time you look, and none of it is stored or logged. Add a sender to your People and from then on their mail is kept as above.
• Calendar. From the moment you connect, when your workspace has not chosen a calendar yet, until you switch Show what else is in it off on the account in Integrations or disconnect: TheJay reads the events around a date to show you whether that date is busy. Events are not stored. Putting your bookings into your calendar is a separate switch, off until you turn it on.
• AI. Only when you ask TheJay to read a message for you is that one message sent to the AI provider (section 8) — never automatically, and it is not used to train any model.
• Tokens are stored encrypted (AES-256-GCM). Disconnecting deletes them and, for Google, revokes them at Google. You can also withdraw access yourself at myaccount.google.com/permissions or account.live.com/consent/Manage. Mail details already in your hub stay until you delete them or your account.
• Never sold, never used for advertising, never passed to anyone but the sub-processors in section 7, and never read by people at TheJay — unless you ask us to for support, it is needed for security, or the law requires it.

People you are in touch with through TheJay

For these you are the controller and we are the processor (section 2).

• Their messages on a TheJay page — a guest page, a booking page, a signing page — and their email answers to what you sent are kept in the conversation with them, so both of you see one history. Every email about a conversation carries a Stop emails about this link; the conversation stays readable on their page.
• A booking request sent through your public booking form is kept in your workspace as a contact and a conversation.
• An answer to a demo — a reply by email, or a message on the demo page — is recorded against that recipient on your list, beside the listening described in section 5.
• When somebody you work with joins TheJay, TheJay shows them — and only them, once they have proved their address — the public names of workspaces that hold that address and have worked with them. Nothing is linked, and no workspace is told anything, unless they choose to link it. Once they link a workspace, its messages to them arrive in TheJay, with an email copy according to their own notification preference.
• After somebody answers on a TheJay page (and never before), the page may suggest once what TheJay would do for them. We record that it was shown or dismissed, and whether an account followed, on that link's own record. Where a proved address holds live links from more than one workspace, the suggestion may say how many — a number, counted from a salted hash of the address, never a name. Pressing Ask … to add you to their team tells the sender in the conversation; it gives nobody access.
• An organiser's request to an artist without an account arrives as a private link that TheJay sends for the organiser, with the organiser's confirmed address to reply to. The page opens only after a code mailed to that address. Reminders stop at two, come at most once a day, and every letter can stop them.

Mail TheJay sends itself

TheJay's own mail relay (section 7) sends TheJay's own mail: sign-in and confirmation codes, receipts for something a person did on TheJay, invitations to join TheJay ("Luc invited you…"), account, billing and security mail, and notices to members about their own workspace.

It also sends four letters for a member, and only to somebody who has no TheJay account, so that they arrive whether or not the member connected a mailbox: an organiser's request for information, its reminders, a change on the night within 48 hours of a show, and a message to the whole lineup. Each names the member and their organisation and why it arrived, a reply goes to the member's confirmed address, and each keeps a way to stop it. Everything else a member writes leaves from their own mailbox, or not at all.

TheJay's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The TheJay apps for iPhone and Android

The app shows the same TheJay as the website. On top of that, this is what the app does with your phone:

• Notifications, only if you allow them. Your phone then gives the app a push token — from Apple's Push Notification service (APNs) on an iPhone, from Google's Firebase Cloud Messaging (FCM) on Android — and the app gives it to TheJay. We keep that token with your account, with which app it belongs to and the sign-in it came from. A notification goes from TheJay to Apple or Google, and they deliver it to your phone. It carries a short title, which can name your artist name or your workspace, one general line and a link — never the content of a message, a booking or a contract. Apple and Google see that text in order to deliver it.
• When the token stops being used. When you sign out, that phone is no longer notified. When you switch notifications off, or Apple or Google tells us the token no longer works, we mark it as off. The token itself is deleted when your account is erased (section 10).
• Camera, photos and microphone — only when you press the button. The camera or your photos when you add a picture to your profile, a booking or a message; the microphone when you record a voice note or an idea. Your phone asks your permission the first time, and you can withdraw it in your phone's settings. Only the picture you choose is uploaded. A recording goes to the AI provider to be turned into text (section 8); TheJay does not keep the recording itself.
• Nothing in the background. The app does not use the camera, your photos or the microphone when you have not pressed that button. It does not use your location and does not read your phone's contacts.
• No tracking. The app contains no advertising and no analytics or tracking software from anyone else, and it does not follow you across other apps or websites.
• The night, kept on your phone. When you open a night, a copy of tonight's and tomorrow's details stays on your phone so it opens without a signal (see the table above). It never leaves the phone, and it is removed when you sign out.
• Links that open the app. A link to TheJay's product in an email may open the app instead of the browser, where the app is installed. Apple and Google check this with a file on TheJay's site; no data about you is involved.

4. What is deliberately not recorded

This describes the code as it runs, not an intention:

• No IP address and no device on what people do with your links. A visit to a smart link, a demo page or your artist page records no IP address, no browser and no device. The few places where an IP address or a browser is kept, and why, are listed below.
• No location. Not even a country, not even approximate.
• No cookies on your public pages. Your release link, your demo link and your artist page set no cookie at all and use no browser storage. A fan who clicks your smart link picks up nothing. If your artist page shows a Spotify player, that player is Spotify's own and it loads with the page: the visitor's browser contacts Spotify, and Spotify's own terms and cookies apply to that visitor. TheJay sets none of those cookies and receives nothing from them.
• No third-party trackers or pixels. No Google Analytics, no Meta pixel, no ad network.
• Our own fonts. The website and the apps serve their typefaces from TheJay itself, so opening a page does not tell Google Fonts or any other font service that you were there.
• No selling of data, and no training of AI models on your music, your network or your writing.

Where an IP address or a browser is kept

A few things are worth more with a record of where they came from. These are all of them:

• Sign-in attempts — the time, the outcome, the IP address and a hash of the email address that was typed. To notice somebody guessing passwords and to look into an account that was taken over. Kept 90 days.
• Accepting a contract or signing an agreement — the name, email address and time, a fingerprint of the document, and the IP address and browser (user agent) it was done from. As evidence of who agreed to what, and when. The IP address and browser are removed after two years from an accepted booking contract and from an agreement's history; on the signature itself they stay as long as the agreement does, because a signature cannot be changed afterwards.
• Opening a sealed link — a contract, a booking link or an invoice that asks for a code first: which browser typed the code, kept with the link.
• Notifications in a browser — which browser you turned them on in (section 3).
• A support request — which browser and which version of TheJay you were using and the screen you were on, so we can reproduce the problem. Kept with the request; section 10 says what happens to it when your account is erased. If you write to support by email, your mail (sender, subject and text, without attachments) becomes the messages of the request and is kept as the request is; the record of its delivery is kept 30 days, or 90 if it could not be handled.
• A problem in your browser — when a TheJay page runs into an error, your browser reports the error message, the screen it happened on and which browser you use, with your account and workspace, so we can find and fix it. Kept 30 days after the error was last seen.
• A sign-up turned away as automated — what was typed into the form (an email address and a name) and the IP address it came from, so we can recognise a program filling in the form. Kept 30 days.
• Our own staff — when somebody at TheJay acts in the operator portal, the IP address and browser are kept with that act, as a security record.

To slow down abuse, the server also counts requests per IP address for a short time. Most of those counts live in memory and are not stored. Where somebody without an account can send something in — a demo, a signing page, a shared link, unsubscribing, pairing the desktop app — the count is kept in the database instead, with the IP address replaced by a hash, and deleted after one day.

5. Measuring people — demo links and smart links

Two features in TheJay measure what other people do. That is what they exist for, so it gets its own section, in plain words.

Demo links

When you send a demo, TheJay records per link: when it was opened, whether it was played, whether someone reached halfway, whether they finished it, and whether it was downloaded — nothing finer than that. If you attached the link to a specific recipient, those events hang off that person. That is exactly what the product promises — "who listened and how far" — and it is at the same time the measuring of someone else's behaviour. An answer — a reply to your email, or a message on the demo page — is recorded against that person too, and so are the notes somebody writes at a moment of the track on the demo page, where you allowed them. What a listener answers or notes is read by your own workspace alone — nobody else you share or make the track with — until you bring a note to your team yourself.

What is not recorded on a demo visit: no IP address, no device, no location. If the link is not attached to a recipient, there is no way at all to know who was there.

Demos sent inside TheJay

A demo can also go to a label that is on TheJay, into its demo inbox. When somebody at that label plays it there, TheJay records the same steps as for a demo link — opened, played, halfway, finished — and shows them to the artist who sent it, beside the label's answer. Nothing finer, and no IP address, device or location. The artist sees that the label listened and how far; TheJay does not record which person at the label it was. A demo that reached the inbox through the label's form or by email is not measured this way: there is no sender on TheJay to show it to.

Smart links

For a release link TheJay counts how many visits there were and which service was clicked. Nothing more: no visitor id, no cookie, no IP address, no session. Two visits from the same person are indistinguishable, and that is deliberate. You get a campaign count, not an audience.

6. Cookies

Those are the only cookies. Both are strictly necessary: the first is set only when you sign in, the second only while you connect an account. On the public pages — /r/, /d/ and /a/ — neither is set. An artist page with a Spotify player loads Spotify's own player as the page opens; the cookies Spotify then sets are Spotify's, under Spotify's terms, and TheJay reads none of them.

7. Who else sees your data

The full list is on the sub-processors page, which forms part of this statement. In short: the hosting provider, the language-model provider for your AI text, the mail relay, which carries only TheJay's own mail (section 3), and Apple and Google, which deliver notifications to the TheJay app on your phone. Mollie handles payments when TheJay offers a checkout; where it does not, nothing is paid through TheJay and nothing goes to Mollie.

Social platforms

From TheJay you can have posts published to Instagram, Facebook, YouTube and TikTok. That happens only through an account you connect yourself, and only on your instruction: a post goes out only when you schedule or publish it. The platform is then a recipient on your instruction and not our sub-processor; what it does with your post falls under its own terms and privacy policy. The platforms are also listed on the sub-processors page.

For every platform:

• Connecting happens on the platform's own screen. You give TheJay permission there; TheJay never sees your password.
• What we keep: the id and name of the account, the Page or the channel, to show what is connected and to post to the right account; and the access tokens, encrypted (AES-256-GCM) — without the key they are useless. Of a post we keep what section 9 lists, with the id and the link the platform returns. The picture or video itself we delete as section 3 says.
• What for: only to publish what you plan and to show you how it went. What we receive from a platform is not sold, not used for advertising and not used to train AI models. If you ask TheJay's assistant for help, the name of a connected account and the state of the connection may go with that one question to the AI provider (section 8).
• How long: the tokens until you disconnect; the id and name as long as the workspace exists, or until you ask us to delete them (below).

Instagram and Facebook

Both belong to Meta Platforms Ireland Limited. What Meta does with your data is in Meta's privacy policy.

• Instagram. You connect a professional account — Creator or Business — through Instagram's own login. TheJay reads the account's id and username. For a post TheJay sends the pictures or the video and the caption you chose, with the alt text if you wrote it. Afterwards TheJay reads whether the post is ready, the link to the published post, and how many posts the account has already published that day: Instagram allows a maximum per day. The token is valid for sixty days; TheJay renews it when it is used.
• Facebook. You connect a Facebook Page, never your personal profile: TheJay posts as the Page. While connecting, TheJay sees which Pages you may manage, with their name and id, to pick the right one; it keeps only the id, the name and the token of that one Page. For a post TheJay sends the text, the picture or the video you chose.
• Meta fetches a picture or video itself from a temporary TheJay address.

YouTube

For YouTube, TheJay uses the YouTube API Services. By connecting a YouTube channel you agree to the YouTube Terms of Service (see also section 8 of the terms). What Google does with your data is in the Google Privacy Policy. For people in the EEA that is Google Ireland Limited; the YouTube API Services themselves are provided by Google LLC in the United States.

• What TheJay reads: when you connect, your channel's id and name; after an upload, the video's id, from which TheJay makes the link to it.
• What TheJay sends to YouTube: only on your instruction, the video of your post, with the title and description from your post and the visibility it goes up with.
• What TheJay keeps: your channel's id and name, the tokens, encrypted, and on your post the video's id and link. The video itself we delete as section 3 says.
• Who TheJay shares it with: nobody, apart from what is said above about the assistant. TheJay shows no advertising, and no advertising or tracking software of others runs in TheJay (section 4); the cookies TheJay sets itself are in section 6. What TheJay receives from Google is also subject to the Google API Services User Data Policy (section 3).
• Revoking access: press Disconnect on the channel in Integrations; TheJay then deletes the tokens and revokes them at Google. You can also take TheJay's access away yourself in Google's security settings, at myaccount.google.com/permissions.

TikTok

Belongs to TikTok Technology Limited, in Ireland. What TikTok does with your data is in TikTok's privacy policy.

• What TheJay reads: when you connect, your account's display name and open id. For a post, the settings TikTok allows for your account — who may see a post, whether comments, duets and stitches can be on, and how long a video may be — to show you exactly those choices.
• What TikTok receives: the video or the photos and the caption you chose, with the privacy and interaction settings you chose. TikTok fetches the file itself from a temporary TheJay address.
• What TheJay keeps: the open id and display name, the tokens, encrypted, and on your post the id TikTok returns for it.

LinkedIn

LinkedIn is no longer offered: you cannot connect it and TheJay posts nothing there any more. If a LinkedIn account was connected before, it is still listed under Integrations, where you can disconnect it; the same applies to it as to the other platforms.

Disconnecting, and having a platform's data deleted

This applies to every platform above: Instagram, Facebook, YouTube, TikTok and LinkedIn.

1. Disconnect the account in TheJay. Press Disconnect on the account in Integrations. The tokens are deleted at once — at Google they are revoked too — and TheJay can no longer read or post anything with that account. A post that was still scheduled does not go out.
2. Remove TheJay on the platform itself, if you want to as well: in Instagram under Settings ▸ Website permissions ▸ Apps and websites; on Facebook under Settings & privacy ▸ Settings ▸ Business integrations, or Apps and websites; at Google on myaccount.google.com/permissions; in TikTok under Settings and privacy ▸ Security and permissions, among the apps and services with access to your account. Platforms move their menus now and then; otherwise search their settings for TheJay. If you do only this, the connection in TheJay stops working, but the tokens, which can then do nothing, stay with us until you also do step 1.
3. What is left afterwards. Your posts stay in your content plan, with the id and the link the platform returned, until you delete them. The picture or video on a post we delete ourselves: 72 hours after the post has finished on every channel you chose, or 30 days after a channel failed for good. And the workspace keeps a note that the account was connected, with its id and name.
4. Have us delete it. Email luc@going-dutch.com from the address of your TheJay account, naming the platform and the account. We then delete what TheJay still holds of that account — the id and the name, and on your posts the platform's id and link — and tell you by email when it is done. Your posts themselves you delete in your content plan; if you close your account, section 10 applies.

Your own public pages

Your EPK, your release link and your demo link exist to be shared. What you put on them is public to anyone holding the link — that is the point, but worth realising before you put a phone number in your rider. A link can be revoked; what someone has already seen cannot.

8. Transfers outside the EEA

The application, the database and your files run inside the EU, in the Netherlands. Three things can leave it.

• AI. If you use an AI feature — have a text written, ask the assistant, have a contract read, record a voice note, or have a message from your mailbox read — that request goes to the AI provider, today OpenAI in the United States. OpenAI does not train its models on it and keeps it for up to 30 days to detect abuse. A contract you have had read is stored there as a file, so that it is not sent again with every question: TheJay asks OpenAI to delete that file after seven days at the latest, and deletes it sooner when the document is deleted, when its workspace is cleared, or when the account that uploaded it is erased. The European Commission's Standard Contractual Clauses apply, as part of OpenAI's data processing terms. TheJay asks your permission before you use an AI feature for the first time, and you can switch AI off again under Your account.
• Notifications on your phone. If you allow them in the TheJay app, they go through Apple (APNs) for an iPhone or Google (Firebase Cloud Messaging) for Android, which may handle them in the United States: your phone's push token and the short text of the notification (section 3). That transfer rests on the safeguards Apple and Google provide for it in their own terms.
• Publishing to a social platform. What you publish goes to the platform you choose, on your instruction (section 7). Meta, Google and TikTok may also process it outside the EEA, under their own terms and the safeguards in them; the YouTube API Services are provided by Google LLC in the United States.

Notifications you allow in a browser travel through that browser's push service in the same way, encrypted so that the service cannot read them. Without the AI features, notifications and publishing to a platform, nothing leaves the EU by these routes.

9. How long we keep things

• The periods per category are in the table under section 3.
• We delete media on a post ourselves, and that is deliberate. TheJay is a scheduling tool, not a storage service. Once your video is on Instagram or TikTok there is little reason for us to hold the original — and an archive of unreleased work sitting here for years is a risk we do not want to put on you. The clock only starts once every channel you chose has finished; never because the scheduled time went by. If a channel fails at 10:01, the file stays.
• The post itself stays. Title, caption, hashtags, the scheduled and the actual time, the channels, the status, the link to what was posted, the original filename, its type, dimensions, duration and size, and what went wrong — plus a small thumbnail. So your calendar stays readable without us keeping hundreds of megabytes.
• We do not touch your library. Tracks, artwork and press photos stay until you delete them. The period above applies only to the file attached to a scheduled post.
• Revoke a demo link or a smart link and it is dead immediately. Delete it and the associated events go with it.
• Close your account and your data is erased seven days later, except what section 10 lists as kept — among it payment records: what a workspace paid TheJay, kept for seven years after the end of the year they belong to, as Dutch tax law requires (article 52 of the General Tax Act), also when the workspace is closed. Invoices, credit notes and quotes a workspace issued or received in TheJay are kept the same way once every workspace on them has closed: seven years after the end of the year they were issued, and then deleted.

10. Your rights

You have the right of access, rectification, erasure, restriction, portability and objection. Most of it you can do yourself: every record in TheJay can be viewed, changed and deleted.

If someone in your network asks for their data, that is your request to answer — you are the controller there. If it reaches us, we forward it to you and help.

Taking a copy

Under Your account → Your data you can download a copy of everything TheJay holds about you as a person: your account, the workspaces you are in and your role in each, your sign-ins and your sign-in attempts. What a workspace holds — bookings, contacts, music, conversations — belongs to that workspace, and whoever administers it can export it from the workspace itself.

Closing your account

Under Your account → Your data, press Delete my account, type DELETE and confirm with your password. You are signed out on every device at once and nobody can sign in to the account any more. An email confirms it and gives the date your data will be erased: seven days later. Until then you can stop it by resetting your password with the account's email address; after that it cannot be stopped. Every step, and what to do if you cannot sign in, is on Delete your account.

• What is erased: your account — your email address, your name, your password and every session — your place in every workspace, your photograph, the push tokens of your phones and browsers, the mailboxes you connected as your own with their credentials and the conversations only you could see, and your email address in TheJay's log of the mail it sent. A workspace you were the only member of closes with your account and is cleared after it.
• What is kept: what belongs to a workspace other people are in — a booking, an agreement, an invoice, a message in a shared conversation — no longer linked to your account; the name and email address of whoever accepted or signed a contract, as evidence; what your workspaces paid TheJay — subscriptions, invoices, payments and AI credit — which Dutch tax law makes us keep for seven years after the year they belong to, also when a workspace closes; your sign-in attempts (section 4), until their 90 days are up; your support requests, without the address we replied to and without your browser, for six months, after which they are deleted with every message in them; the record that your account was closed and erased — its internal number, the dates, whether you or our support closed it, and a salted hash of your email address, so that we can answer whether an address was erased without keeping it — for two years; and, if you had stopped TheJay's mail or it could not be delivered to you, a salted hash of your email address, so that we never write to you again by mistake.
• Our backups are not edited; what was erased disappears from them when they expire.

If you are the only owner of a workspace other people are in, hand it over first: TheJay will not leave them without an owner. What you made in a workspace other people are in — an artist name, a company — passes to whoever remains there. If you cannot sign in, email luc@going-dutch.com from the account's address. Once we have checked that the request comes from that address, our support closes the account for you: the same closure, with the same seven days and the same email, and a record of who closed it and why.

You can complain to the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl).

11. Security

• Your password is stored as a salted bcrypt hash, never in the clear, and a sign-in that fails costs the same time whether the address, the password or the code was wrong.
• Every row belongs to one workspace and nothing is readable across that boundary.
• Social account tokens are stored encrypted with AES-256-GCM, with a key that exists only in the runtime environment.
• Files are reachable only through a token, not through a guessable URL.
• A demo link is addressed to one person — or says it is for whoever holds it — ends on the day its sender picked, and can be revoked at any moment — every recipient of the same demo has an address of their own, so one can be taken back without touching the others. A download always waits for a code sent to the address the link was sent to.
• Everything runs over HTTPS; the session cookie is HttpOnly and Secure.

In the event of a data breach posing a risk to those affected, we report it to the Dutch Data Protection Authority within 72 hours and inform you without undue delay.

12. Changes

If this statement changes substantively, we raise the version number and tell you by email. A change that describes more precisely what TheJay already does applies from the day it is published. A change that would let us use your data for a new purpose applies only after we have emailed you about it.