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Legal · last updated 2026-10-04

Privacy.

This privacy policy explains what personal data we collect when you visit labelflow.ai, sign up for Labelflow, use your account, ask for a guided start or subscribe to our newsletter, how we use it, and what rights you have under the EU General Data Protection Regulation (GDPR) and the German Federal Data Protection Act (BDSG).

The short version: we collect as little as possible, we use it only for the purpose you gave it to us, we don't sell or share it for marketing, and you can ask for it back or have it deleted.

1 · Who we are (data controller)

The data controller responsible for the processing described in this policy is:

Till Antonio Mahler Digital Music Systems Am Berlin Museum 12 10969 Berlin, Germany Email: hello@labelflow.ai

For privacy questions or requests under the GDPR, write to hello@labelflow.ai.

2 · Your label's data: we process it on your behalf

Labels put data about other people into Labelflow: artists, contacts, curators, press, demo senders and team members. For that data the label is the controller and we are its processor under Art. 28 GDPR. We process it only on the label's instructions, as set out in our Data Processing Agreement, which forms part of every customer contract. If you are an artist or contact of a label that uses Labelflow and want to exercise your rights, please contact that label; if you write to us, we forward your request to them.

The rest of this policy covers the data for which we are the controller.

3 · What we collect, and why

Visiting labelflow.ai

Our hosting provider (Vercel) and network provider (Cloudflare) automatically log standard request data: IP address, user agent, requested URL, response status, timestamp. We use it to deliver the site and keep it secure. Legal basis: Art. 6(1)(f) GDPR, our legitimate interest in a secure, working website.

We use Vercel Web Analytics on labelflow.ai. It does not use cookies, does not track you across sites, and gives us only aggregate page-view and visitor counts (URL, referrer, browser, country). Legal basis: Art. 6(1)(f) GDPR.

Our forms are protected by Cloudflare Turnstile, which checks browser signals to tell people from bots. Turnstile loads on the homepage. Legal basis: Art. 6(1)(f) GDPR, our legitimate interest in keeping spam and abuse out of our forms.

Guided-start form

When you ask for a guided start on this site, we collect your name, role, email address, label name and the answers to our intake questions (releases per year, time running, current operations stack, why Labelflow). We use them to reply to you and to book your setup call; a booked call creates an event with your name and email in our Google Workspace calendar. Legal basis: Art. 6(1)(b) GDPR, steps prior to entering into a contract at your request.

Retention: as long as the conversation is open plus 24 months, so we can pick it back up if you return. You can request deletion at any time.

Newsletter

If you subscribe to our newsletter, we store your email address, your name if you give it, and the time of your subscription and confirmation. We use double opt-in: you only receive the newsletter after you click the link in the confirmation email. The newsletter is sent through SendGrid. Legal basis: your consent, Art. 6(1)(a) GDPR. You can withdraw it at any time with the unsubscribe link in every newsletter or by email to hello@labelflow.ai. We keep your address until you unsubscribe, and afterwards only the record of your consent and its withdrawal for as long as we may need to prove them.

Account and sign-in

When you sign up we collect your name, email address and label name, and store your sign-in method: a password (stored only as a hash), an email link, or Google. If you sign in with Google, Google gives us your name, email address and Google account ID. We record your acceptance of the terms, the privacy policy and the business declaration, with the version and time. Legal basis: Art. 6(1)(b) GDPR, performance of our contract with you, and Art. 6(1)(f) GDPR for keeping proof of acceptance.

We send you the emails the service needs: sign-in links, trial and billing notices, cancellation confirmations. Legal basis: Art. 6(1)(b) GDPR.

Billing

Billing is handled by Stripe. Your card details are entered on Stripe's pages and never reach our servers; we hold your business name, billing contact and address, VAT ID, subscription state and the invoice records Stripe returns to us. Legal basis: Art. 6(1)(b) GDPR, and Art. 6(1)(c) GDPR for the records German commercial and tax law requires us to keep (up to ten years, § 147 AO, § 257 HGB).

Product analytics and error monitoring in the app

In app.labelflow.ai we use PostHog (EU Cloud) to understand how the product is used: page views, the features you use, and your account email, workspace and plan so we can see how a workspace gets on. For accounts in our early-customer programme, PostHog also records sessions in the app, with every form input masked. PostHog stores an identifier in your browser's cookies and local storage. We use Sentry to find and fix errors: when something breaks, Sentry receives technical data about the error and a short replay of the session around it, with all text and media masked. Vercel Speed Insights measures page performance. Legal basis: Art. 6(1)(f) GDPR, our legitimate interest in a reliable product that we can improve.

AI features and catalogue lookups

When you use an AI feature, the text and release data that feature needs are sent to the AI provider that runs it (Anthropic, Replicate or Cloudflare Workers AI) and the result comes back to your workspace. When Labelflow enriches your catalogue, it sends public release identifiers such as ISRC, UPC, titles and artist names to music data services. None of our providers may use this data to train their models. See the AI policy. These are processing on your label's behalf under the Data Processing Agreement.

When you contact support

If you write to us through Contact support in the app, we store your messages, our replies, the page you wrote from and a case reference with your workspace. A support assistant answers first: it sends your messages, our published help articles and a few facts about your account (the page path, your role, your plan and its status, and your active add-ons; no names, email addresses or IDs) to Anthropic and shows you its reply. When you ask about something in your workspace, it can also look up the status of those records, for example a release's open tasks, whether an email was sent or delivered, your latest catalogue import or, for owners and admins, your plan and billing status, and send that status to Anthropic. It never sends the email addresses of your artists or contacts or the text of your emails, and it cannot change anything. If the case goes to a person, a diagnosis assistant may read related records in your workspace, error reports (Sentry) and usage events (PostHog) from around that time and send them to Anthropic to suggest a likely cause to our team. Legal basis: Art. 6(1)(b) GDPR, to provide the service you use. Support conversations are kept with your workspace data and deleted with it.

Business outreach

We contact independent labels about Labelflow. For that we collect business contact details that labels publish themselves, such as the label name, a published contact email address and, where published, the name and role of a contact person, from public sources such as the label's website and public music databases. Legal basis: Art. 6(1)(f) GDPR, our legitimate interest in direct business communication. You can object at any time by email to hello@labelflow.ai, and we will stop contacting you and delete your details apart from a note that you objected.

Cookies and similar technologies

labelflow.ai does not set cookies for tracking or advertising. app.labelflow.ai sets the cookies it needs to keep you signed in, and PostHog stores an analytics identifier as described above.

4 · Who we share data with (processors)

We share data only with the service providers we use to operate Labelflow. Each is bound by a data processing agreement under Art. 28 GDPR. The same providers, as sub-processors for your workspace data, are listed in Annex 2 of the Data Processing Agreement.

  • Supabase: Supabase Inc. (USA). Database, sign-in and file storage for the app and your workspace. Data: Account data, workspace content, sign-in records. Location and transfer basis: Hosted in the EU (Frankfurt). Transfers to the US provider under the EU Standard Contractual Clauses (SCCs).
  • Vercel: Vercel Inc. (USA). Hosting of labelflow.ai and app.labelflow.ai; Vercel Web Analytics on labelflow.ai and Speed Insights in the app. Data: Request data (IP address, browser, URL, time), page performance metrics, data passing through the app's server functions. Location and transfer basis: App server functions run in Frankfurt; edge network worldwide. EU-U.S. Data Privacy Framework (DPF) and SCCs.
  • Cloudflare: Cloudflare Inc. (USA). DNS and network protection; the Labelflow API (Workers); file storage for masters, artwork and exports (R2); audio checks in containers; AI models run on Workers AI (Llama 3.3) for demo-email extraction, onboarding emails, quality-check summaries and catalogue reconciliation; Turnstile bot protection on our forms. Data: Request data, workspace content processed by the API, stored files, text sent to Workers AI, browser signals for Turnstile. Location and transfer basis: Global network. DPF and SCCs.
  • Stripe: Stripe Payments Europe, Ltd. (Ireland). Subscription billing, card payments, invoices and tax calculation. Data: Business name, billing contact and address, VAT ID, payment card (entered on Stripe's pages only), subscription and invoice records. Location and transfer basis: EU entity. Onward transfers to Stripe, Inc. (USA) under DPF and SCCs.
  • SendGrid: Twilio Inc. (USA), trading as SendGrid. Sending email (sign-in links, billing and trial notices, the emails you send to artists and contacts from Labelflow, our newsletter) and receiving demo submissions by email (Inbound Parse). Data: Email addresses, names, message content, delivery and open events. Location and transfer basis: USA. DPF and SCCs.
  • Sentry: Functional Software, Inc., trading as Sentry (USA). Error monitoring for the app and the API, including a session replay of the moments around an error in the app (text and media masked by default). Data: Technical error data, browser and device data, pseudonymous user ID, masked replay of the error session. Location and transfer basis: Stored in Sentry's EU data region (Germany). DPF and SCCs for access from the USA.
  • PostHog: PostHog Inc. (USA). Product analytics in the app: page views, feature use and, only for accounts in our early-customer programme, session recording with all form inputs masked. Data: Account email, workspace ID and name, plan, usage events, masked session recordings where enabled. Location and transfer basis: PostHog EU Cloud (Frankfurt). SCCs for access from the USA.
  • Anthropic: Anthropic PBC (USA). AI drafting in your label's voice, other text features you use, such as communication drafts and copy edits, and the support assistant. Data: The text and release data a feature sends with its request. Location and transfer basis: USA. SCCs. API data is not used to train models.
  • Replicate: Replicate, Inc. (USA). Image generation for the Design add-on (cover and social artwork). Data: The prompt and reference images built from your release and brand kit. Location and transfer basis: USA. SCCs.
  • CloudConvert: Lunaweb GmbH (Germany), operating CloudConvert. Audio file conversion (for example a listening copy of a master). Data: The audio file being converted. Location and transfer basis: Processing in the EU (Germany).
  • Chartmetric: Chartmetric, Inc. (USA). Catalogue enrichment and streaming analytics. Data: Public release identifiers (ISRC, UPC), track titles and artist names. Location and transfer basis: USA. SCCs.
  • Songstats: Songstats, accessed through the RapidAPI marketplace. Label and track analytics; finding a label's public website. Data: Public release identifiers, label and artist names. Location and transfer basis: Location of processing to be confirmed. SCCs where outside the EU.
  • Public music catalogues: Spotify AB (Sweden), Deezer S.A. (France), Apple Inc. (iTunes Search, USA), MetaBrainz Foundation (MusicBrainz, USA), Google (YouTube Data API). Looking up public metadata and statistics for your releases. Data: Public identifiers only: ISRC, UPC, titles, artist and label names. No account data. Location and transfer basis: Various. Only publicly available catalogue data is sent.
  • Google: Google Ireland Limited (Ireland). Sign in with Google, if you choose it; our own email (Google Workspace); the calendar event when you book a setup call. Data: Name, email address and Google account ID for sign-in; email correspondence; name and email on a booked call. Location and transfer basis: EU entity. Onward transfers to Google LLC (USA) under DPF and SCCs.

We do not use Airtable or any other store for customer data beyond the providers above. An Airtable base from Labelflow's internal predecessor is being retired and receives no new customer data.

Where data is transferred to a country outside the EU or EEA, the transfer is protected by an adequacy decision, including the EU-U.S. Data Privacy Framework where the provider is certified, or by the EU Standard Contractual Clauses. You can ask us for a copy of the safeguards.

We do not sell, rent, or share personal data with third parties for advertising or marketing purposes.

5 · How long we keep data

We keep data for as long as we need it for the purposes above. Account and workspace data is kept for the duration of your contract and deleted 30 days after it ends, unless you ask for an export first. Records we must keep under German commercial and tax law, such as invoices, are kept for the statutory period. Server logs are kept for a short operational period set by our hosting providers.

6 · Your rights under the GDPR

Under the GDPR, you have the right to:

  • Access the personal data we hold about you (Art. 15)
  • Rectify inaccurate data (Art. 16)
  • Erase your data, the "right to be forgotten" (Art. 17)
  • Restrict processing in certain circumstances (Art. 18)
  • Data portability: receive your data in a machine-readable format (Art. 20)
  • Object to processing based on legitimate interest (Art. 21)
  • Withdraw consent at any time, where consent is the legal basis
  • Lodge a complaint with a supervisory authority (in Germany, for example: the Berliner Beauftragte für Datenschutz und Informationsfreiheit)

To exercise any of these rights, email hello@labelflow.ai. We handle requests by hand: we confirm your identity, then send you the data or confirm the change or deletion by email within one month. Export and deletion are not yet self-service in the app.

7 · Children

Labelflow is a service for businesses. We do not knowingly collect personal data from anyone under 16. If you believe a child has submitted information through this site, contact us and we will delete it.

8 · Changes to this policy

We may update this privacy policy as the product and operations evolve. The current version is shown by the date below. We email active customers about significant changes.

Version 2026-10-01. Last updated: 2026-10-04.