Privacy Policy

Vinyl Crate Space respects your privacy. This policy explains what information we collect, how we use it, who we share it with, and the choices you have. It is provided by WiWaWo Pty Limited (ABN 11 696 137 354) ("we", "us", "our") and covers our website and our mobile apps (together, the "Service"). We handle personal information in line with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

What we collect

When you join our Founder Waitlist or Mailing List (website): your first name, email address, and country.

When you create an account (app): your email address and the details you provide at sign-up, and authentication data needed to keep your account secure.

Your collection content: the information you add to the app, including photos of records and covers you upload, your catalogue and collection data, notes, and any profile details. You own this content (see our Terms of Service).

Subscription and payment information: if you subscribe, your payment is processed by our payment providers (Stripe for web purchases, and the Apple App Store or Google Play for in-app purchases). We do not store your full card number. We keep a record of your plan, billing cycle, and subscription status.

Usage, device, and log data: basic technical information such as app version, device type, and events needed to run, secure, and improve the Service, including application logs and performance metrics.

Feedback and support messages: if you report a bug, suggest a feature, or contact us for help, we collect the message you send us. So we can reproduce and fix problems, the app also attaches basic context to in-app reports: your user ID and email address, your plan, the app version, your device model and operating system version, and when you sent it.

How we use your information

We use your information to:

• create and manage your account and provide the Service;
• run cover recognition: when you take or upload a photo, we process the image to help identify the record and build your catalogue entry (this uses your plan's AI Credits);
• sync your collection across your devices and back it up;
• process subscriptions, payments, and renewals;
• send you service messages (for example, account, security, and billing emails) and, if you've signed up, marketing updates;
• provide support and respond to your requests; and
• keep the Service secure, understand how it's used, and improve it.

Cover recognition and AI processing

When you take or upload a photo for cover recognition, we process the image to identify the record and populate its catalogue details. This uses a third-party image-recognition service, Google's Gemini, and the image may be processed overseas (for example, in the United States). We use these images to provide the feature to you; we do not use your uploaded photos to advertise to you.

Sharing a plan with other people

Our Duet and Band plans let several people share one plan. If you join or create a shared plan, please be aware that everyone on the plan can see all of its records, including the records, notes and details in your own collection, along with the name you use in the app.

A private collection controls who can change your records, not who can see them: only you can edit or delete the records in it, but every member of the plan can view them, and rate and favourite them. If you want something kept to yourself, don't put it in a shared plan.

Two things do stay yours alone: your wishlist, and your own ratings and favourites, which are personal to you on any record you can see.

The person who owns the plan can see who is on it, invite people, and remove them. If you leave a shared plan or your access is removed, your own collection stops being visible to that plan straight away, while records already added to the plan's shared collection remain with it.

Who we share it with

We don't sell your personal information. We share it only with service providers who help us run the Service, under agreements that require them to protect it:

• Supabase: account authentication, database, file storage, and image delivery
• Fly.io: hosting for our application servers
• Upstash: caching and background processing
• Google (Gemini): cover recognition and image processing
• MusicBrainz, Discogs and Cover Art Archive: record catalogue and cover-art lookups. We send the album and artist details being looked up, not your personal information.
• Resend: delivery of service emails, such as account, security and billing messages
• MailerLite: email signups and marketing communications
• Stripe: web payment processing
• Apple App Store / Google Play: in-app purchases and subscription billing
• RevenueCat: subscription management across stores
• Grafana Cloud: application monitoring, logs and performance metrics

Our own team can access your information where that's needed to operate the Service, provide support, and investigate problems.

We may also disclose information if required by law, or to protect our rights, users, or the Service.

Where your information is stored

Your account and collection data, including the photos you upload, are stored in Australia (Sydney) with Supabase, and our application servers also run in Sydney with Fly.io. Some information is processed or delivered outside Australia. For example, cover recognition uses Google's Gemini service (which may process images overseas, such as in the United States), your images are delivered through Supabase's global content delivery network so they load quickly wherever you are, and our payment, email, catalogue-lookup, and monitoring providers may operate overseas. Where information is handled overseas, we take reasonable steps to ensure it is treated consistently with the APPs.

How we protect your information

We take reasonable steps to protect your personal information, including access controls and encryption in transit. No online system is completely immune from risk, but we aim to handle your data carefully and to notify you and the regulator of any eligible data breach as required by law.

How long we keep it

We keep your information for as long as your account is active or as needed to provide the Service.

When you delete your account, access ends immediately and your data enters a 30-day recovery window. During that window you can ask us to restore the account by contacting us from the account's email address, which protects you if the deletion was a mistake. After 30 days, your account, collection data and uploaded photos are permanently deleted and cannot be recovered.

We keep a small record of the deletion itself (such as the email address and the date) so we can honour the recovery window and meet our legal obligations, and we may be required to keep some records such as tax or transaction records. Limited backups may persist for a short time before they are overwritten.

Your choices and rights

• Access and correction: you can request a copy of the personal information we hold about you, and ask us to correct it.
• Delete your account: you can delete your account and associated collection data at any time from within the app, under Preferences. Instructions are also available at app.vinylcratespace.com/delete-account. Deletion follows the 30-day recovery window described above; to restore within that window, email support@vinylcratespace.com from the account's email address. (If you subscribed through an app store, also cancel through that store.)
• Unsubscribe: you can opt out of marketing emails at any time using the unsubscribe link in our messages. We may still send essential service messages.
• Complaints: if you have a privacy concern, contact us first (below). You can also complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

Children

The Service isn't directed at children under 16, and we don't knowingly collect their personal information. If you believe a child has given us personal information, contact us and we'll delete it.

Cookies

Our website and app use cookies and similar storage to keep you signed in, remember your preferences, and help the site function. We are not currently using cookies to serve ads or build advertising profiles.

Third-party links

Our website and app may link to third-party sites and services (such as social platforms). We're not responsible for their privacy practices.

Changes to this policy

We may update this policy from time to time. Any updated version will be posted here, and we'll take reasonable steps to let you know of material changes.

Contact

Questions about your privacy or this policy? Contact us at privacy@vinylcratespace.com.