Waxlog Privacy Policy

Updated 11 August 2026

This policy describes how Waxlog Limited ("Waxlog," "we," "us") collects, uses, and protects your personal information when you visit www.waxlog.com (the “Site”) or use any associated applications, APIs, and services.

We are committed to ensuring that your privacy is protected and that we comply with data protection laws, including the EU General Data Protection Regulation (GDPR). This policy explains how we collect, use, share, store, and retain your personal information and describes your rights regarding this information.

1. Personal Information We Collect

We may collect and process the following personal information:

Contact Information: When you register or interact with our Site, you provide your email address.
Account and Profile Information: Your username, display name, avatar image, profile details and links, and your account settings and preferences.
Connected Music Services: If you connect your Discogs account, we store the connection and import your record collection and wantlist so we can display and manage them for you. If you connect your Spotify account for audio playback, we store that connection. You can revoke either connection from your Discogs or Spotify account settings, and you can ask us to remove the stored connection by contacting info@waxlog.com.
Content and Social Activity: Content you create on the Site and your social interactions, including curated lists, challenge entries, comments, likes, and the collectors you follow.
Payment Information: If you purchase a subscription, payments are processed by our payment provider, Stripe. We do not store your card details; we hold your subscription status and billing history.
Usage Data: We collect information on how you interact with our Site and its features. This may include pages viewed, click patterns, and session duration.
Analytics Data: We collect analytics data to improve our services. For registered users, this includes pseudonymous usage data (such as pages visited, features used, and account characteristics) collected on the basis of our legitimate interest. Because these events are sent from your browser to our analytics provider, your IP address is necessarily disclosed to it in the process, on the same legitimate-interest basis. With your consent, we additionally collect device information, your email address, and other usage metrics, and associate them with your account.
Technical and Diagnostic Data: When errors occur, our error monitoring service may record technical details of the request, which can include your IP address and device or browser information. We also derive your approximate location from your request to determine which consent rules apply to you and which regional shops to show in purchase links. This is country-level, except in the United States, where we read the state so we can apply state-level consent rules. We do not track your movements or store a location trail. Where you click a purchase link while signed in, the resulting click event records your broad shop region, so a history of those regions can build up across repeated clicks.

Public content: Waxlog is a social platform. Your profile, collection, public curated lists, and social activity such as comments, likes, and follows are public by design and can be viewed by other users and visitors. You can control the visibility of your profile and collection in your account settings, and you can set an individual curated list to private from that list's own options, which keeps it visible only to you.

2. How We Collect Personal Information

We obtain personal information in the following ways:

Account Registration and Communication: You provide your email address when you register for an account, sign up for updates, or otherwise communicate with us.
Content You Create: You provide profile information and create content and social activity as you use the Site.
Connected Services: When you authorise a connection to Discogs or Spotify, we receive data from that service (such as your collection and wantlist from Discogs) under the authorisation you grant.
Automatic Collection: We automatically collect certain data when you access and use the Site, such as usage data and analytics information, if permitted by your browser settings or your consent.
From Other Users: If another user invites you to Waxlog, they provide us with your email address. See the "Inviting Friends" section below.

3. Inviting Friends

When you invite a friend to Waxlog, you give us their email address. We use it only to send the invitation on your behalf, to avoid sending duplicate invitations, and to connect your accounts if they join. We do not use an invitee's email address for marketing. It is processed by our transactional email provider (MailerSend) to deliver the invitation and to record whether it was opened and whether its links were clicked, which tells us whether invitations are working. It is never sold or shared with anyone else for their own purposes.

We process an invitee's email address on the basis of our legitimate interests, and those of the person inviting them, in letting people invite others to the platform. We keep it on the invitation record, and we do not delete that record automatically: invitations do not expire on their own, and the address stays on the record after an invitation has been accepted or withdrawn. In practice this means an address given to us is held until someone asks us to delete it.

If you receive an invitation and do not want to hear from us again, you can ask us to delete your email address, or object to its use, at any time by contacting info@waxlog.com.

4. How We Use Your Personal Information

We use your personal information to:

Provide Services: Manage your account, display and sync your collection and wantlist, operate social features such as feeds, comments, likes, follows, and notifications, process subscription payments, and provide product updates, release announcements, and invitations.
Send Notifications: Send you emails about activity that concerns you, such as new followers, likes, and comments. Our email providers record whether these emails are opened and whether their links are clicked, so we can tell which notifications are useful. You can control which notification emails you receive in your account settings, and marketing emails always include an unsubscribe link.
Enhance Site Functionality and User Experience: Analyze user behavior and preferences to improve our Site and tailor features.
Comply with Legal Obligations: Use your information as required to comply with legal obligations, including responding to lawful requests and ensuring security.

If we process your data based on your consent, you may withdraw consent at any time by contacting us at info@waxlog.com.

5. Sharing Your Personal Information

We do not sell your personal information, and we do not share it with third parties for their own purposes. We share it only in the following situations:

With Service Providers: We use trusted providers who process data on our behalf and under our instructions. These include: hosting and infrastructure (Google Cloud and Firebase, Amazon Web Services), payments (Stripe), product analytics (PostHog, hosted in the EU), aggregate website statistics (Plausible and Matomo), error monitoring (Sentry), email delivery (MailerLite and MailerSend), and affiliate networks that route and attribute purchase-link clicks (such as Awin).
With Connected Services: When you connect Discogs or Spotify, data is exchanged with those services under the authorisation you grant. Their own privacy policies apply to your accounts with them.
As Required by Law: We may disclose your information if required by law or to comply with legal processes.

Some of our service providers are located outside the European Economic Area. Where personal information is transferred outside the EEA, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses or an adequacy decision (including the EU-US Data Privacy Framework, where the provider is certified).

6. Affiliate Links and Outbound Purchases

Waxlog shows "Find a copy" links to third-party shops (such as Amazon, eBay, and specialist record shops) and may earn a commission on qualifying purchases. As an Amazon Associate, Waxlog earns from qualifying purchases.

When you click a purchase link, you pass through a Waxlog redirect that records a click event for measurement: the shop, the release, where on the Site you clicked, and your shop region. For logged-in users this event is linked to your pseudonymous account identifier, consistent with the analytics described above.
The shops we show you, and the default store your links open, are chosen from your approximate (country-level) location. You can pick a different Amazon store yourself; your choice is stored in a cookie that holds nothing but the store you selected.
Some purchase links pass through an affiliate network before reaching the shop. For example, links to HHV route via Awin, which receives your request, sets the cookie that credits the sale to us, and then forwards you on. The network is a recipient of your request and IP address in its own right, and its own privacy policy applies.
Once you land on a shop's site, that shop is an independent controller of your data. Its own privacy and cookie policies apply, including any affiliate tracking cookies it sets.

7. How We Store and Secure Your Personal Information

Your personal information is securely stored and protected. We take appropriate measures to ensure that your data is kept safe from unauthorized access, alteration, or disclosure.

Retention Period: We retain your personal information only as long as necessary to fulfill the purposes outlined in this policy or as required by law. If you wish to delete your information, you may request its removal as outlined in the “Your Rights” section below.

8. Your Rights and Choices

Under applicable data protection laws, you have rights regarding your personal information:

Access: You have the right to request access to the personal information we hold about you.
Correction: You can ask us to correct any inaccurate or incomplete information.
Deletion: You may request that we delete your personal information. Note that certain legal obligations may require us to retain certain data.
Data Portability: Where applicable, you have the right to receive a copy of your personal information in a structured, machine-readable format.
Objection and Restriction: You have the right to object to or restrict processing of your personal information in certain circumstances.

To exercise any of these rights, please contact us at info@waxlog.com. We may request verification of your identity before fulfilling your request. You also have the right to lodge a complaint with a supervisory authority. For Waxlog Limited, registered in Ireland, that is the Irish Data Protection Commission (www.dataprotection.ie).

9. Cookies

Our website uses essential cookies to provide core functionality and tracking cookies to understand how you interact with it. The latter will be set only after consent. We use the following types of cookies:

Essential Cookies: Required for the operation of our website and services.
Analytical Cookies: These cookies collect information about how you use our website. This data is used only by the Waxlog team to understand how you use our platform. It is collected through Matomo, which we host ourselves, and PostHog, which processes it on our behalf on servers in the EU. It is never sold or shared with third parties for their own purposes.
Functional Cookies: To provide additional functionality via Spotify embedded audio players.

We also use Plausible for aggregate website statistics such as page views, referrers, countries, devices and browsers. Plausible is cookieless: it sets no cookies and stores no identifier on your device, and it does not track individual visitors across sites, devices or days. Counting unique visitors uses a random value derived in part from your IP address, which is discarded rather than stored and is reset every day. All of its reporting is aggregate. Because it places nothing on your device, it is not listed among the cookies above and does not depend on your cookie choices.

You can manage your cookie preferences, view details of the cookies we use, and update your consent at any time using the button below.

10. Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices, legal requirements, or operational needs. When we make material changes, we will notify you by email. Please check this page periodically for updates.

Contact Us

The controller of your personal information is Waxlog Limited, a company registered in Ireland. If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at info@waxlog.com.