Privacy Policy
The short version. Vinyl Index stores the collection you build and the account you sign in with. Photos you scan are sent away to be identified and are not kept afterwards. Nothing is sold, and there is no advertising. You can delete your account and everything in it from inside the app at any time.
What we collect, and why
| Category | What it is | Why |
|---|---|---|
| Account details | Email address, and a user ID issued by our authentication provider. | To sign you in and tie your collection to you across devices. |
| Your collection | Records you save, plus any notes, condition and ownership details you add. | This is the product. It syncs so you can reach it from any device you sign in on. |
| Scan photos | Photographs of record sleeves you choose to scan. | To identify the release. See “Photos you scan” below — these are not kept. |
| Scan usage counts | A per-month count of how many scans you have run. | To enforce the monthly scan allowance on the free and paid tiers. |
| Scan history | For each scan: the text read off the sleeve, the releases we matched against it, and which one was chosen. | So a scan can be revisited and corrected. The photograph itself is not part of this — see “Photos you scan”. |
| Feedback you send | The message you write, and the contact email address you optionally supply with it. | To answer you, and to fix what you reported. Only created when you use the feedback form. |
| Sharing and friends | Friend connections and collection-sharing preferences. | Only created when you use the social comparison features. |
| Push tokens | A device push notification token. | Only stored if you enable notifications. Removing permission removes the token. |
| Diagnostics | Crash reports and error traces, including device model and OS version. | To find and fix crashes. Not used to build a profile of you. |
Photos you scan
This is the part worth reading closely, because it is the most sensitive thing the app does.
When you scan a sleeve, the photo is sent to our server, which passes it to the recognition services listed below so they can read the text on the cover and identify the pressing. Once the identification comes back, the photo is discarded. We do not store your scan photos, we do not attach them to your account, and we do not use them to train any model of our own.
The recognition providers process the image under their own terms as our processors. We do not send them your email address, your name, or your collection alongside the image.
The app requests camera and photo library access purely so you can supply these photos. Access is only used at the moment you choose to take or pick a picture.
Who processes your data
We use the following providers. They act on our instructions and are not permitted to use your data for their own purposes.
| Provider | Role | What it sees |
|---|---|---|
| Clerk | Authentication | Email address, account identifiers |
| Supabase | Database and storage | Account, collection, sharing and usage data |
| Google Cloud Vision | Reads text from sleeve photos | The scan photo, transiently |
| OpenAI | Identifies the release from artwork | The scan photo and extracted text, transiently |
| Google Gemini | Identifies the release from artwork | The scan photo and extracted text, transiently |
| Discogs, MusicBrainz | Music metadata lookup | Search terms only — never your identity or photo |
| Sentry | Crash reporting | Error traces, device and OS version |
| Apple | App distribution and payments | Handled by Apple under Apple’s own privacy policy |
Some of these providers operate outside your country, including in the United States. Where data leaves the European Economic Area, it is transferred under the safeguards those providers offer, such as Standard Contractual Clauses.
What we do not do
- We do not sell your personal data, and we never have.
- We do not show advertising, and we do not share data with ad networks.
- We do not track you across other apps or websites.
- We do not collect your location.
- We do not keep the photos you scan.
Why we are allowed to hold it
If you are in the UK or the European Economic Area, we rely on these lawful bases under the GDPR:
- Performance of a contract — for your account, your collection and scanning, which are the service you asked for.
- Legitimate interests — for crash diagnostics and for counting scans to enforce the allowance, both of which are needed to keep the service working and priced fairly.
- Consent — for push notifications and for the social sharing features. You can withdraw consent by turning them off.
How long we keep it
- Scan photos: not retained after identification completes.
- Account and collection: until you delete your account.
- Scan counts: kept for the billing month, then reset.
- Scan history and feedback: until you delete your account.
- Crash reports: retained by our diagnostics provider on a rolling window, typically 90 days.
Your rights
You can ask us to give you a copy of your data, correct it, delete it, or restrict how it is used. You can also object to processing based on legitimate interests, and complain to your local data protection authority.
The fastest route for deletion is in the app itself — see the steps here. For anything else, email info@vinylindex.app and we will respond within 30 days.
Children
Vinyl Index is not directed at children under 13, and we do not knowingly collect their data. If you believe a child has given us personal data, contact us and we will delete it.
Security
Data is encrypted in transit. Access to the production database is restricted, and our database enforces row-level rules so one account cannot read another’s collection. No service can promise perfect security, but we will notify you and the relevant authority if a breach affects your data.
Changes to this policy
If we change what we collect or who processes it, we will update this page and move the date at the top. Material changes will also be surfaced in the app.
Contact
The data controller is Niky Dieben. Reach us at info@vinylindex.app.