PRIVACY POLICY

For iwixs.com

Last updated: 9 October 2026

This Privacy Policy explains how personal information is handled when visiting iwixs.com, contacting IWIXS, or submitting a booking or track request.

The website is operated by Hao Xuan Yan, trading as IWIXS, who is responsible for the personal information described in this policy.

Privacy questions can be sent to info@iwixs.com.

1. Information Collected

Booking Requests

When submitting a booking request, the information collected includes the details provided in the form, such as:

Name and contact details.

Event date, location, and other event information.

Messages, requests, and additional information submitted.

Related correspondence and booking records are also retained for administration.

Track Requests

When requesting a track through iwixs.com/track-request, the information collected includes the contact details, artist information, social profiles, and other details requested in the form or voluntarily supplied.

Track-request records are kept separately from press kit downloads.

General Enquiries

Contacting IWIXS by email or through a form provides the contact details, message, and any attachments included in that communication.

Press Kit Downloads

The press kit is freely downloadable without submitting a name, email address, or other contact details.

Downloading a press kit file may still involve technical processing by the website’s hosting provider, as with other website visits.

Technical Information

The website and its service providers may process technical information needed to deliver and secure the website, such as IP addresses, request times, and browser or device information.

Embedded media services may also process information when their content loads or is used.

2. IWIXS HQ

IWIXS HQ is the internal administration and management system used to organise IWIXS activities. It brings information and administrative tasks together in one place.

The system connects with iwixs.com to provide event and release information and handle booking and track requests.

Submitted information is stored in IWIXS HQ to support administration, communication, and request handling. Booking submissions also generate confirmation emails to the client and IWIXS.

IWIXS HQ runs on Google Apps Script. Access to personal information is limited to authorised people involved in IWIXS administration.

3. How Information Is Used

Personal information is used to:

1. Respond to enquiries and requests.
2. Prepare and manage bookings.
3. Send confirmations and related correspondence.
4. Administer track requests.
5. Maintain relevant administrative records.
6. Investigate suspected unauthorised redistribution or sale of supplied tracks.
7. Protect the website and connected systems against misuse.
8. Meet applicable legal obligations.
9. Email addresses are used for administration and replies, not newsletters or promotional mailing lists.

4. Legal Grounds

Depending on the purpose, personal information is processed on the following grounds:

1. Contractual necessity: taking steps requested before a booking agreement and carrying out an accepted agreement.
2. Legitimate interests: responding to general enquiries, administering track requests, maintaining necessary records, protecting systems, and investigating suspected misuse of supplied material, where these interests do not override the individual’s rights.
3. Legal obligations: retaining or providing information where required by law.
4. Consent: where required for optional cookies, embedded services, or other optional processing.
5. Visiting the website does not itself constitute consent to all processing described in this policy.

5. Service Providers & Sharing

Personal information is not sold, rented, or shared for third-party marketing.

Providers involved in operating the services include:

1. FOXXL, for website hosting. 
2. Google, for the Google Apps Script environment supporting IWIXS HQ.
3. Hosting, system, and email providers may process information as needed to deliver their services. Information may also be disclosed where required by law or where lawfully necessary to establish, exercise, or defend a legal claim.
4. Provider processing locations depend on the services and configurations used. Any processing outside the European Economic Area must meet applicable data-protection requirements.

6. Cookies & Embedded Players

The website includes embedded media players. Their providers may receive technical information, such as an IP address and browser details, when embedded content loads or is used. Cookies or similar technologies may also be involved.

Cookies that are strictly necessary for website functionality can generally operate without consent. Optional tracking technologies requiring consent must remain inactive until consent is given.

Browser settings can help control cookies, but blocking cookies may affect some features. The relevant media provider’s privacy policy explains its own processing.

7. Record Retention

Booking and track-request records are currently retained on an ongoing basis, without a fixed automatic deletion schedule.

The purposes include booking administration, maintaining request history, and supporting investigations into suspected unauthorised redistribution or sale of tracks.

Retention must remain necessary and proportionate to those purposes. Relevant records may need to be preserved longer where a specific dispute, investigation, or legal obligation applies.

Requests for deletion are considered individually. Some information may need to be retained where a lawful reason applies; retaining records does not remove an individual’s privacy rights.

8. Information Security

Access to personal information is restricted to authorised people involved in administration. Appropriate security measures are required to protect information against unauthorised access, loss, or misuse.

No website, transmission method, or storage system can guarantee complete security.

9. Your Rights

Under applicable data-protection law, individuals may request:

1. Access to their personal information.
2. Correction of inaccurate information.
3. Deletion of information where applicable.
4. Restriction of processing.
5. An objection to processing based on legitimate interests.
6. Transfer of eligible information in a portable format.
7. Withdrawal of consent where processing relies on consent.

Withdrawing consent does not affect the lawfulness of processing before withdrawal.

Requests can be sent to info@iwixs.com. Proportionate identity verification may be needed before a request can be fulfilled.

Requests are normally answered within one month, subject to any legally permitted extension.

A complaint may also be submitted to the Dutch data-protection authority, the Autoriteit Persoonsgegevens, through autoriteitpersoonsgegevens.nl.

10. External Websites

Links to external websites, streaming platforms, and social media lead to services operated by other providers.

Their privacy policies apply to their own processing. Please review those policies when using their services.

11. Policy Updates

This policy may be updated when the website, connected systems, or data-handling practices change.

The latest version will appear on this page with an updated revision date. Material changes will be communicated where required.

12. Contact

For privacy questions or requests:

Hao Xuan Yan, trading as IWIXS
Website: iwixs.com
Email: info@iwixs.com