THE SUB POOL — PRIVACY POLICY
Last Updated:
11/17/2025
Effective Date: Upon posting unless stated otherwise.
This Privacy Policy explains how The Sub Pool LLC ("The Sub Pool," "we," "us," or "our") collects, uses, discloses, and protects personal information when you access or use our website(s), mobile application(s), and related services (collectively, the "Platform"). It also describes your privacy rights and choices.
By accessing or using the Platform, you acknowledge this Privacy Policy and our Terms of Service. If you do not agree, do not use the Platform.
1) Personal Information We Collect
We collect information that identifies, relates to, describes, or could reasonably be linked to an individual or household ("Personal Information"). The categories of Personal Information we collect may include:
Identifiers & Contact Data. Name, alias, postal address, email address, telephone number, account credentials, profile handle, device identifiers, and IP address.
Professional / Music Profile Data. Résumé/CV data, instrument(s), seating/section, repertoire, union membership status (self-disclosed), education, recordings, headshots, availability calendar, travel preferences, rates (where provided), reviews/ratings, and profile verifications.
Commercial / Transactional Data. Subscription plan, purchase history, payment method type (last 4 digits and tokenized references held by our processor), invoices, and refunds.
Internet / Network Activity. Log files, device and browser type, pages viewed, referring/exit pages, clickstream data, general location (derived from IP), session analytics, cookies, and similar technologies.
User Communications & Content. Messages between users, support tickets, feedback, uploaded media, and metadata.
Sensitive Data (limited). We do not require sensitive data. If you choose to upload sensitive information (e.g., government IDs for verification), we process it only for verification and fraud prevention, and retain it for the minimum necessary period.
Inferences. We may infer preferences or interests based on your activity to personalize features.
We obtain these categories from: (i) you directly; (ii) your devices; (iii) other users (e.g., references or reviews); (iv) service providers (e.g., payment processors, analytics); and (v) public sources where applicable.
2) How We Use Personal Information
We use Personal Information to:
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Provide, operate, secure, and improve the Platform and its features.
●
Create and manage accounts and profiles; and enable discovery and
messaging between Musicians and Organizations.
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Process subscriptions, payments, and refunds; and prevent fraud.
●
Personalize content, rankings, and recommendations; and run promotions
or surveys.
●
Communicate with you (service messages, updates, security alerts, and
marketing consistent with your preferences).
●
Monitor, detect, and prevent prohibited or illegal activities; and
enforce our Terms and policies.
●
Comply with legal obligations and protect rights, safety, and property
of The Sub Pool, our users, and the public.
We may aggregate or de‑identify Personal Information and use it for any lawful purpose. Aggregated/de‑identified data is not Personal Information.
3) Cookies and Similar Technologies
We use cookies, beacons, SDKs, and similar technologies to operate the Platform, remember settings, authenticate users, analyze traffic, and measure performance. Where required by law, we present a cookie banner and honor your choices. You can manage cookies via your browser or device settings. Disabling cookies may affect functionality.
4) How We Disclose Personal Information
We may disclose Personal Information to:
Service Providers / Processors. Payment processors, hosting, cloud storage, analytics, communications, customer support, security/fraud prevention, and other vendors that process data on our behalf under contractual restrictions.
Other Users. Profile elements you choose to make public (e.g., name, instrument, media, availability) are visible to other users and, if public, may be indexed by search engines.
Business Transfers. In connection with a merger, acquisition, financing, reorganization, bankruptcy, receivership, or sale of assets, Personal Information may be transferred as permitted by law.
Legal / Safety. To comply with law, regulation, legal process, or governmental request; to enforce agreements; to protect rights, property, or safety of The Sub Pool, our users, or others; or to detect and prevent security, fraud, or technical issues.
We do not sell Personal Information as defined by many privacy laws. We also do not share Personal Information for cross‑context behavioral advertising where prohibited without opt‑out rights. If our practices change, we will update this Policy and present required notices/opt‑outs.
5) Your Choices and Rights
Communications. You can manage email preferences in your account or by using unsubscribe links. We may still send non‑marketing service messages.
Profile & Content. You can view, edit, or delete profile information you submitted. Removing public content may not ensure complete removal of cached or archived copies.
Cookies. Manage via browser/device settings or our cookie banner.
Access, Correction, Deletion, and Portability. Depending on your jurisdiction (e.g., California, Colorado, Virginia, Connecticut, Utah, EEA/UK), you may request access to, correction of, deletion of, or a copy of your Personal Information. You may also request to opt out of targeted advertising or profiling where applicable. Submit requests via admin@thesubpool.com. We will verify your identity and respond within the timeframes required by law. Authorized agents may submit requests subject to verification.
Appeals. Where required (e.g., Colorado, Virginia), you may appeal our decision by emailing admin@thesubpool.com with “Appeal” in the subject line.
6) Children’s Privacy
The Platform is not directed to children under 18 (or 16 in the EEA/UK). Young Musicians may use the Platform only through a Parent Registered User who manages the account. If you believe we collected a child’s data without appropriate consent, contact us at admin@thesubpool.com and we will take appropriate steps.
7) Data Security
We employ technical, administrative, and organizational measures designed to protect Personal Information against unauthorized access, loss, misuse, alteration, or destruction. No system is 100% secure; you use the Platform at your own risk. Protect your account credentials and notify us promptly of suspected compromise.
8) Data Retention
We retain Personal Information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, enforce agreements, and for legitimate business purposes. Criteria include account status, content type, legal requirements, and security/fraud considerations. We may retain aggregated or de‑identified data longer.
9) International Transfers
We are based in the United States and process data in the U.S. and other countries. If you are outside the U.S., your information may be transferred to jurisdictions that may not provide equivalent data protection. Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses) for cross‑border transfers.
10) Third‑Party Links and Services
The Platform may link to third‑party sites, services, or apps. Their privacy practices are governed by their own policies, not this one. Review their terms and policies before providing Personal Information.
11) Payment Processing
Payments are processed by third‑party payment processors. We do not store full payment card numbers on our servers. Payment processors handle your card data in accordance with PCI‑DSS standards. Their privacy policies apply to their processing of your data.
12) Do Not Track / Global Privacy Control
We currently do not respond to browser "Do Not Track" signals. Where legally required, we honor Global Privacy Control (GPC) signals for opt‑out of sale/share when our practices trigger those obligations.
13) Changes to This Privacy Policy
We may update this Policy from time to time. The "Last Updated" date indicates the effective date. Material changes will be notified via the Platform or by email. Your continued use after changes means you accept the updated Policy.
14) Contact Us; Data Protection Contact
The Sub Pool LLC
Privacy: admin@thesubpool.com
Mailing Address: 32 West 200 South, #257, Salt Lake City, UT, 84101
If you have concerns about our data practices, you may submit a complaint with your local supervisory authority; however, we encourage you to contact us first so we can try to resolve it.