Privacy Policy

1. General Notice

This Privacy Policy ("Policy") governs the data processing activities conducted by Music Notation Hub Inc. ("we," "us," or "our") concerning the personal data of individuals who visit our website, contact us for inquiries, or use our services.

Music Notation Hub Inc. is a corporation incorporated under the laws of Canada, operating in Ottawa, Ontario, Canada. We serve clients worldwide and are committed to protecting your personal information in accordance with applicable data protection laws, including:

• The Personal Information Protection and Electronic Documents Act (PIPEDA) — Canada's federal private-sector privacy law, which governs how we collect, use, and disclose personal information in the course of commercial activity.
• The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) — for users located in the European Economic Area (EEA), the United Kingdom, or Switzerland.
• Other applicable national and regional data protection laws, to the extent required.

When you contact Music Notation Hub Inc. through our website or other means, we collect and process personal data you provide to us, such as your name, email address, telephone number, and other contact details. This information is necessary for us to effectively respond to your inquiries and communicate with you. We kindly request that you refrain from disclosing any sensitive personal data to us.

Our Policy relates only to information obtained directly from you. We do not store credit card details or share customer financial information with third parties.

Where required by law, we rely on your consent; in other cases, we process personal data based on contractual necessity, legal obligations, or legitimate business interests.

2. Collection of Information

We collect information from you when you contact us via our webpage, phone, or email. This information includes your name, email address, phone number, and billing address.

Additionally, when you visit our website, we automatically receive and save information from your computer and browser through "cookies." This information, such as your IP address, software and hardware details, operating system, browser type, and the requested page, helps us enhance your browsing experience and provide relevant services.

We do not collect personal information from children under the age of 16. If we become aware that we have inadvertently collected personal data from a child under 16, we will take steps to delete such information promptly.

3. Lawful Basis for Processing (GDPR)

For users in the EEA, the UK, or Switzerland, we process personal data under the following lawful bases as defined by the GDPR:

• Contractual necessity: Processing required to provide the services you have requested (e.g., completing a transcription or arrangement order).
• Consent: Where you have given explicit consent, such as subscribing to marketing communications or accepting non-essential cookies.
• Legitimate interests: Processing necessary for our legitimate business interests, such as improving our services, fraud prevention, and website analytics — provided these interests do not override your fundamental rights and freedoms.
• Legal obligation: Processing required to comply with applicable laws, such as tax reporting or responding to lawful government requests.

You may withdraw your consent at any time by contacting us at [email protected]. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

4. Purpose of Collecting Information

The information we collect from you is processed for various purposes, each specifically aligned with the nature of the personal data we receive. These purposes include:

• Administrative tasks and bookkeeping
• Responding to inquiries and requests
• Providing support and administering customer orders
• Processing payments
• Collecting customer feedback and resolving disputes
• Enforcing terms and conditions
• Marketing and promotional activities, including advertising and remarketing campaigns
• Creating custom audiences for advertising through services such as Google Ads Customer Match and similar platforms, to show relevant ads to existing or potential customers

If we plan to utilize your information for any purpose not outlined above, we will seek your consent beforehand. Unless otherwise required by law, we will only use your information for that specific purpose upon receiving your consent.

We will not transfer your personal information to any third party without your consent, except in limited circumstances such as working with trusted service providers (e.g., analytics or advertising platforms) who act on our behalf. Such third parties are required to use the information only for the specified purpose and retain it no longer than necessary.

5. Third-Party Service Providers (Sub-Processors)

Music Notation Hub Inc. uses the following third-party service providers to operate our website and deliver our services. These providers may process your personal data on our behalf:

• Stripe — Payment processing. Stripe processes your payment card information securely. We do not store your credit card details. Stripe Privacy Policy
• Google Tag Manager (GTM) — Tag management platform used to deploy and manage analytics and marketing scripts on our website. Google Privacy Policy
• Google Analytics — Website analytics (deployed via GTM). Collects anonymized usage data (page views, traffic sources, device information) to help us understand how visitors use our website. Google Privacy Policy
• Google Ads — Advertising and remarketing (deployed via GTM). May use cookies and tracking pixels to show you relevant ads based on your visit to our website. Google Privacy Policy
• Google reCAPTCHA v3 — Spam and bot prevention on forms. Collects behavioural data, device information, and IP addresses to distinguish human visitors from bots. Google Privacy Policy
• Cloudflare — Content delivery network (CDN), website security, and performance optimization. Cloudflare may set cookies (such as __cf_bm and _cfuvid) for bot management and security purposes. Cloudflare Privacy Policy
• YouTube — Embedded video content. Video thumbnails and players are loaded from YouTube's servers when you interact with video content on our website. Google Privacy Policy
• Soundslice — Embedded interactive sheet music players for tutorial and sample content. Soundslice Privacy Policy
• CookieYes — Cookie consent management platform used to manage your cookie preferences. CookieYes Privacy Policy
• WordPress — Website content management platform.
• Elementor — Website page builder and cloud hosting. The website is hosted on Elementor Cloud. Elementor Privacy Policy

We require all third-party service providers to process personal data only as instructed by us and in compliance with applicable data protection laws. We do not sell your personal information to any third party.

7. Information Protection

We will only process personal data for the purposes for which it was collected and as set out above. Access to personal data is limited to Music Notation Hub's team and authorized contractors who require it to perform their duties.

Your personal information is never shared with outside parties without your permission, except where necessary to provide services or work with trusted service providers acting on our behalf (see Section 5).

Our website uses secure socket layer ("SSL") encryption to protect your personal information whenever it is collected or transmitted.

8. International Data Transfers

Music Notation Hub Inc. is based in Canada. If you are located outside of Canada (including in the EEA, the UK, or Switzerland), your personal data may be transferred to and processed in Canada.

Canada has been recognized by the European Commission as providing an adequate level of data protection under Article 45 of the GDPR. Your data is therefore transferred under this adequacy decision.

Where we use third-party service providers located outside of Canada or the EEA, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to protect your personal data during transfer.

9. Retention of Your Information

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, as detailed in this Privacy Policy. Specific retention periods include:

• Contact and order information: Retained for up to 2 years after your last interaction with us, or longer if required for legal, accounting, or tax purposes.
• Project files: Retained for up to 12 months after project completion (see Section 6).
• Website analytics data: Retained in accordance with our analytics provider's data retention settings (typically 14–26 months).
• Marketing data: Retained until you opt out or withdraw consent.

We may need to retain certain information for longer periods for record-keeping, reporting in accordance with applicable law, enforcement of legal rights, or fraud prevention. Residual anonymous and aggregate information, neither of which identifies you (directly or indirectly), may be stored indefinitely.

10. Cookies

We use cookies to improve access to our site and provide relevant services. Cookies collect digital information such as your IP address, browser type, pages visited, and approximate geo-location.

We use the following types of cookies:

• Essential cookies: Required for the website to function properly (e.g., WordPress session management, Cloudflare security cookies such as __cf_bm and _cfuvid, cookie consent preferences). These cannot be disabled.
• Functional cookies: Used for spam prevention and form security (e.g., Google reCAPTCHA). These support core website functionality.
• Analytics cookies: Help us understand how visitors use our website (e.g., Google Analytics via Google Tag Manager). Used only with your consent where required by law.
• Marketing cookies: Used to deliver relevant advertisements and track campaign effectiveness (e.g., Google Ads via Google Tag Manager). Used only with your consent where required by law.

You can choose whether you wish to accept non-essential cookies. Most web browsers allow control of cookies through the browser settings. Where required by law (including under GDPR for EEA users), non-essential cookies are used only with your explicit consent.

11. Your Rights

Depending on the law that applies to you, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Rectification: Request correction of inaccurate or incomplete personal data.
• Erasure ("Right to be Forgotten"): Request deletion of your personal data, subject to legal retention requirements.
• Restriction: Request that we restrict the processing of your personal data in certain circumstances.
• Data portability: Request a copy of your personal data in a structured, commonly used, machine-readable format.
• Objection: Object to the processing of your personal data based on legitimate interests or for direct marketing purposes.
• Withdraw consent: Where processing is based on consent, withdraw your consent at any time.
• Lodge a complaint: File a complaint with a supervisory authority (for EEA users, your local Data Protection Authority; for Canadian users, the Office of the Privacy Commissioner of Canada).

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days, or within 72 hours for urgent matters as required by applicable law. We may request verification of your identity before processing your request.

You may opt out of direct marketing communications or the profiling we carry out for marketing purposes by writing to us at [email protected].

Please note that if you do not allow us to collect or process the required personal information or withdraw consent for the required purposes, you may not be able to access or use the services for which your information was sought.

12. Data Breach Notification

In the event of a data breach that poses a real risk of significant harm to individuals, Music Notation Hub Inc. will:

• Notify the Office of the Privacy Commissioner of Canada as required under PIPEDA's mandatory breach reporting provisions.
• Notify affected individuals as soon as feasible, describing the nature of the breach, the types of personal information involved, and the steps we are taking to address the breach and mitigate potential harm.
• For users in the EEA, the UK, or Switzerland, notify the relevant supervisory authority within 72 hours of becoming aware of the breach, as required by Article 33 of the GDPR, and notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms.

We maintain records of all data breaches, including breaches that do not meet the threshold for notification, as required by applicable law.

13. Security

The security of your information is important to us. We implement appropriate technical and organizational measures to protect your personal data, including:

• SSL/TLS encryption for all data transmitted through our website
• Secure payment processing through Stripe (PCI DSS compliant)
• Access controls limiting data access to authorized personnel only
• Encrypted backup storage for project files
• Regular review of security practices and procedures

However, given the inherent risks of data transmission over the internet, we cannot guarantee absolute security. You transmit information to us at your own risk.

14. Third-Party Links

Our website may contain links to other websites that are not operated by us. This Privacy Policy does not address the privacy policies and practices of any third parties, including any third party operating any website or service that may be accessible via a link from our website. We strongly advise you to review the privacy policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Music Notation Hub Inc. is not responsible for how third-party platforms process data once transferred in accordance with their own privacy policies.

15. Modifications to the Privacy Policy

Music Notation Hub Inc. reserves the right to modify this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or regulatory obligations. Material changes will be communicated by posting a notice on the Website and updating the "Last revised" date at the top of this page.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

This Privacy Policy was last revised on March 16, 2026.