Terms and Conditions

Effective Date: 27 May 2025

1. Introduction

These Terms and Conditions (“Terms”) govern your use of the website https://royaltieshq.com (the “Website”), operated by RoyaltiesHQ, a trading name of Consilience Media Ltd (“we”, “us”, “our”).

By accessing or using this Website, you agree to these Terms. If you do not agree, please do not use the Website.

Company Name: Consilience Media LtdCompany Number: 04214205Registered Address: 305 Whitley Road, Unit 5, Whitley Bay, Tyne and Wear, NE26 2HU

We are the data controller for the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

These Terms do not apply to use of the RoyaltiesHQ royalty management software platform, which is governed by a separate agreement.

2. Information We Collect

2.1 Personal Data You Provide

When you register for and use our Service, we collect the following personal data:

Account Information:

  • Name and contact details (email address, postal address, telephone number)

  • Company name and business details

  • Username and password

  • Payment and billing information

Royalty and Rights Management Data:

  • Author and rights holder information (names, addresses, contact details)

  • Contract details and royalty arrangements

  • Financial information including royalty percentages, advances, and payment details

  • ISBN data and book title information

  • Sales data and revenue information

  • Banking details for payment processing

Communications:

  • Correspondence and communications with our support team

  • Feedback and survey responses

2.2 Technical Data We Collect Automatically

When you use our Service, we automatically collect:

  • IP addresses and device identifiers

  • Browser type and version

  • Operating system and platform

  • Usage data (pages visited, features used, time spent)

  • Log files and error reports

  • Cookies and similar technologies (see our Cookie Policy)

2.3 Third-Party Data

We may receive information about you from:

  • Payment processors and financial institutions

  • Book distributors and sales platforms

  • Business partners and service providers

  • Public databases and registries (where legally permitted)

3. How We Use Your Information

3.1 Legal Bases for Processing

We process your personal data on the following legal bases:

Contract Performance: To provide our royalty management services, process payments, and fulfil our contractual obligations to you.

Legitimate Interests: To improve our services, ensure security, prevent fraud, and conduct business analytics.

Legal Compliance: To comply with legal obligations, including tax and accounting requirements.

Consent: Where you have provided explicit consent, such as for marketing emails or survey participation. You may withdraw your consent at any time.

3.2 Purposes of Processing

We use your information to:

  • Provide, maintain, and improve our royalty management services

  • Process royalty calculations and generate statements

  • Facilitate payments to authors and rights holders

  • Manage user accounts and provide customer support

  • Ensure platform security and prevent fraud

  • Comply with legal and regulatory requirements

  • Conduct business analytics and service improvements

  • Send service-related communications and updates

4. Data Sharing and Disclosure

4.1 When We Share Your Data

We may share your personal data with:

Service Providers: Third-party companies that help us provide our services, including:

  • Cloud hosting and infrastructure providers (e.g. Digital Ocean, Google)

  • Customer support and communication tools (e.g. Mailgun, Basin)

  • Analytics and performance monitoring tools (e.g. Google Analytics)

Publishers and Rights Holders: We share relevant royalty and payment information between publishers and their contracted authors/rights holders as necessary for royalty management.

Legal Requirements: We may disclose your data to comply with legal obligations, court orders, or regulatory requirements.

Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the new entity.

4.2 International Transfers

We may transfer your personal data to countries outside the UK/EU. When we do so, we ensure appropriate safeguards are in place, such as:

  • Adequacy decisions by the UK government or European Commission

  • UK International Data Transfer Agreements or Standard Contractual Clauses

  • Other recognised and lawful transfer mechanisms

5. Data Security

We implement robust technical and organisational measures to protect your personal data, including:

  • Encryption of data in transit and at rest

  • Access controls and authentication systems

  • Regular security assessments and penetration testing

  • Employee training on data protection

  • Incident response procedures

  • Secure backup and disaster recovery systems

Whilst we strive to protect your personal data, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

Account Data: Retained while your account is active and for 7 years after account closure for legal and tax compliance.

Financial Records: Retained for 7 years after the relevant transaction for accounting and legal requirements.

Communications: Retained for 3 years for customer service and dispute resolution purposes.

Technical Logs: Typically retained for 12 months unless required for security or legal purposes.

7. Your Rights

Under UK data protection law, you have the following rights:

Access: Request copies of your personal data and information about how we process it.Rectification: Request correction of inaccurate or incomplete personal data.Erasure: Request deletion of your personal data in certain circumstances.Restriction: Request restriction of processing in certain circumstances.Portability: Request transfer of your personal data to another service provider.Objection: Object to processing based on legitimate interests or for direct marketing.Automated Decision-Making: Rights regarding automated decision-making and profiling.Withdraw Consent: Where processing is based on consent, you may withdraw it at any time.

To exercise your rights, please contact us using the details in Section 11. We may require identification to verify your request. We will respond within one month.

8. Cookies and Tracking Technologies

Our Service uses cookies and similar technologies to:

  • Enable essential functionality

  • Remember your preferences and settings

  • Analyse usage and improve our services

  • Provide security features

You can control cookies through your browser settings. However, disabling certain cookies may affect the functionality of our Service.

For detailed information, please see our Cookie Policy.

9. Children’s Data

Our Service is not intended for children under 13 years of age. We do not knowingly collect or process personal data of children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

10. Third-Party Services

Our Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to such third parties. We recommend reviewing their privacy policies before providing any personal data.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

  • Posting the updated policy on our website

  • Sending an email notification to registered users

  • Providing in-app notifications

Continued use of our Service after changes constitutes acceptance of the updated Privacy Policy.

12. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Privacy ContactRoyaltiesHQEmail: hello@royaltieshq.comAddress: 305 Whitley Road, Unit 5, Whitley Bay, Tyne and Wear, NE26 2HU, UK

Supervisory AuthorityIf you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.ukTelephone: 0303 123 1113Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

This Privacy Policy is governed by English law and subject to the jurisdiction of the English courts.