Privacy Policy

Who we are

SponsorMate is a product of Digital Brainwave Ltd, a company registered in England and Wales. We provide a software-as-a-service (SaaS) platform that connects content creators with brand sponsorship opportunities and helps them manage sponsorship workflows.

For the purposes of data protection legislation (including the UK General Data Protection Regulation and the Data Protection Act 2018), Digital Brainwave Ltd is the data controller. Our registered address and contact details can be found in the Contact section below.

What information we collect

We may collect and process the following personal data:

• Account information: name, email address, password (hashed), profile photo, and account type (creator or brand).
• Profile data: social media handles, audience demographics, content niche, and portfolio links.
• Financial information: billing address, payment card details (processed securely via our payment provider, Stripe), invoice history, and payout details.
• Usage data: pages visited, features used, session duration, device type, browser, IP address, and referring URL.
• Communications: messages sent through the platform, support tickets, and contact form submissions.
• Media kit enquiries: when you send a brief through the “Discuss a collaboration” form on a creator’s media kit, we store your name, company, email address, optional website, budget, timing and the brief. We share them with that creator, by email and in their workspace, so they can reply to you. If the creator adds your brief to their outreach, your name and email become the contact on that record. If they use our AI assistant to draft a reply, your brief is sent to our AI provider to write it (see below).
• Contract data: sponsorship agreements, deliverables, deadlines, and AI-assisted contract review data.

How we use your information

We use your personal data for the following purposes:

• Providing our service: to create and manage your account, facilitate sponsorship connections, process payments, and deliver our platform features.
• Communication: to send service-related notifications, respond to support requests, and (where you have opted in) send marketing communications.
• Improvement: to analyse usage patterns, improve our platform, develop new features, and fix bugs.
• Legal compliance: to comply with our legal obligations, resolve disputes, and enforce our terms of service.
• Security: to detect and prevent fraud, abuse, and unauthorised access.

Our lawful bases for processing include: performance of a contract, legitimate interests, consent (for marketing), and legal obligation.

Data sharing

We do not sell your personal data. We may share your information with:

• Other users: creators and brands you interact with on the platform may see your public profile information and messages.
• Service providers: companies that run parts of the platform for us and only use your data to do that job. They include:
  • Stripe processes subscription payments. We never see or store your full card details.
  • Anthropic provides the AI behind drafted outreach and pitches and reading stats from screenshots you upload. When you use one of these features, the content it needs (for example your media kit and pitch profile details, the brand you are pitching, a brand’s email or media kit brief you are replying to, or the screenshot you upload) is sent to Anthropic's API to produce the result.
  • Anthropic also runs contract review. The text of a contract you ask us to review is sent to Anthropic's API to produce the review. We keep the contract and its review until you delete the review or close your account.
  • Social platforms' public APIs answer the "pull my numbers" button on the media kit maker and in your media kit editor. When you press it, we send the handle you typed to that platform (YouTube, Twitch, X or Bluesky) and receive the public follower count, name, bio and profile picture of that account. We keep the answer for up to six hours so a repeat lookup costs nothing. Nothing is sent unless you press the button or arrive from the homepage form.
  • Tawk.to runs our support chat. It only loads when you open the chat, or if you have allowed preference cookies, and it then receives what you type into it and basic technical details about your browser.
  • Our email delivery provider sends account and service emails, and our cloud hosting provider stores the platform and its data.
• Advertising partners: X (Twitter), so we can see which of our ads work. When you create an account or buy Pro, our server tells X: a hashed (scrambled) copy of your email address, the X click ID if you arrived from an X ad, and your IP address and browser type. We do this on the basis of our legitimate interest in measuring our advertising, and you can object at any time by emailing [email protected]. If you also allow marketing cookies, X's pixel loads on our pages and tells X when you visit, sign up or buy Pro. X handles this data under its own privacy policy.
• Legal requirements: if required by law, regulation, legal process, or governmental request.
• Business transfers: in connection with a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction.

All third-party service providers are required to process your data in accordance with applicable data protection laws and only for the purposes we specify.

Your rights (UK GDPR)

Under the UK General Data Protection Regulation, you have the following rights:

• Right of access: you can request a copy of the personal data we hold about you.
• Right to rectification: you can request correction of inaccurate or incomplete data.
• Right to erasure: you can request deletion of your personal data in certain circumstances.
• Right to restrict processing: you can request that we limit how we use your data.
• Right to data portability: you can request your data in a structured, commonly used, machine-readable format.
• Right to object: you can object to processing based on legitimate interests or for direct marketing purposes.
• Rights related to automated decision-making: you have the right not to be subject to decisions based solely on automated processing that significantly affect you.

To exercise any of these rights, please contact us at [email protected]. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Data retention

We retain your personal data for as long as your account is active or as needed to provide you with our services. If you close your account, we will delete or anonymise your personal data within 90 days, unless we are required to retain it for legal, accounting, or regulatory purposes.

Financial records and transaction data may be retained for up to 7 years in accordance with UK tax and accounting requirements. Usage and analytics data is retained in an aggregated, anonymised form indefinitely.

A brief sent through a creator’s media kit is kept while that creator’s account is open, including after they archive it, and is deleted when they close their account. To have one deleted sooner, contact us.

Cookies

We use cookies and similar tracking technologies to provide and improve our service. Cookies are small text files stored on your device when you visit our website.

• Essential cookies: required for the platform to function, including authentication and session management. One of them remembers a media kit you start on our free media kit maker before you have an account, so you can carry on with it; the kit and any photo in it are deleted after 30 days if you do not save it to an account. These cannot be disabled.
• Analytics cookies: help us understand how visitors use our site so we can improve the experience. You can opt out of these.
• Preference cookies: remember your settings and preferences for a better experience. If you allow these, the Tawk.to support chat also loads on each page, and Tawk.to sets its own cookies.
• Marketing cookies: load X (Twitter)'s ad pixel, which tells X when someone who saw or clicked one of our ads visits, signs up or buys Pro. They are off unless you turn them on.

Nothing optional loads until you choose. Tawk.to's chat script is only fetched when you press "Chat with us" or have allowed preference cookies, and X's pixel only when you have allowed marketing cookies. You can change your choice at any time with "Cookie settings" at the bottom of our pages, or through your browser settings. Please note that disabling essential cookies may affect the functionality of our platform.

Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it. These include:

• Encryption of data in transit (TLS/SSL) and at rest.
• Secure password hashing using industry-standard algorithms.
• Regular security audits and vulnerability assessments.
• Access controls to limit who within our team can view your data.
• Secure, reputable cloud hosting providers with ISO 27001 certification.

While we strive to protect your data, no method of transmission or storage is 100% secure. If you become aware of any security breach, please contact us immediately.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by updating the "Last updated" date at the top of this page and, where appropriate, by sending you an email notification.

We encourage you to review this policy periodically to stay informed about how we protect your data. Your continued use of the platform after any changes constitutes acceptance of the updated policy.

Internal Analytics

We process data about your use of the Service — including deal records you create in our Deal Pipeline, contracts you generate via Contract Builder, your creator profile and media kit data, your rate card, and aggregate engagement metrics — to generate market intelligence, identify platform usage trends, and inform product decisions.

This data is held internally and is not shared with third parties or made available to other users in identifiable form. You may request deletion of your account and associated data at any time by contacting us, and your contributions to internal analytics will be removed within thirty (30) days of your request.

The legal basis for this processing is our legitimate interest in operating, improving, and growing the Service.

The Network

The Network is an optional, opt-in feature available to creators on a Pro subscription. When you join The Network, your research on brands — including the brand name, the date you researched it, the channel through which you found a contact, and structural patterns of any contact details you record — is contributed to a shared aggregate pool that other Network members can see.

Your contributions are anonymised. No other creator sees your name, profile, or any identifying information attached to your contributions. We never share specific contact names, specific email addresses, deal values, contract terms, or message content. Only structural data — the brand, the event type, your archetype, the date — is contributed.

Aggregate intelligence is shown to other Network members once a brand has at least three contributors, and once you yourself have contributed research on at least three brands.

You may leave The Network at any time. Leaving stops future contributions immediately. You may also delete your past contributions per-brand or in full, in which case the aggregate counts will decrement within twenty-four (24) hours of your request. Deletion is permanent — past contributions cannot be restored if you re-join later.

The legal basis for this processing is your explicit consent (Art. 6 para. 1 let. a) GDPR), which you give by joining The Network and which you may withdraw at any time.

Contact

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us: