Terms of use

1. Who we are, what these terms cover

Labelmate is published by Tom Nsengiyumva (sole proprietor), enterprise number 1022.549.155 (VAT BE 1022.549.155), Zwartleertouwersstraat 40, 8000 Brugge, Belgium ("we"). These terms cover the Labelmate app for Mac and Windows, the relay that keeps a label's computers in sync, the artist portal, reading by the AI and this site (together, the "Service").

Labelmate is for professionals: labels, producers and their teams. Whoever installs it for a label confirms they are authorized to accept these terms on its behalf.

2. Plans, payment and refunds

Labelmate is subscribed to by the year at the yearly price, or month by month at the monthly price, on the plan chosen on the Pricing page, where prices are shown excluding taxes, plus a one-time onboarding fee. There is no commitment beyond the year or the month paid for.

The first invoice, the year's or the month's, is issued only after the proof: during onboarding, we rebuild your last statement period in Labelmate with you and compare it with the statements you sent. When it all matches to the cent, or every difference is explained and accepted by you, we issue that first invoice, and the subscription starts that day. If you walk away before, nothing is owed.

The first ten labels ("founding labels") get 50% off the first year and the onboarding fee waived; their second year is 25% off; after that, the Pricing page's price applies. Labels 11 to 20 get 25% off the first year. These discounts apply to yearly subscriptions and appear on the invoice.

Invoices are issued by our payment provider, Stripe, and payable by card or bank transfer in the currency shown. A monthly subscription renews each month at the Pricing page's price then in force; you can cancel it at any time by email, and it ends at the end of the month started; a month started is not refunded. A yearly subscription renews each year at the Pricing page's price then in force; we notify you at least thirty days before the renewal, and you can cancel up to the day before it, by email. A year already started is not refunded, except as the guarantee below provides.

Our guarantee, for yearly subscriptions: if your next statements are not out, to the cent, by the date we agree together, we refund your year, provided your reports and contracts reached us by the agreed date. That refund is all we promise in that case: no promise to cover damages.

Once the invoice is paid, we give you a license token to paste into the app's settings. It states the label's name, the plan, the number of artists the plan covers and its end date, and the app checks it on the computer. Past that number or that date, the app tells you so without blocking anything: your statements and exports stay available; reading by the AI follows section 6.

Your data stays yours, on your computers. During onboarding, and for the Statements Managed service if you order it, our team works only on what you choose to send us or show us, on your behalf, under the data processing agreement (section 2), which says where we keep it and when we delete it.

During the subscription and after it ends, you can export everything: the contracts and reports as they arrived, the statements as PDF/A, and every table as CSV. The relay stops handing out the AI key fourteen days after the license token's end date (section 6); a key a computer already received keeps working until we next replace it. When the subscription ends, we may close your label's workspace on the relay. What you exported stays readable without us.

3. Your computers, your keys

Labelmate has no account and no password with us. Each of the label's computers has its own keys, and a new computer joins the label with a twelve-word invitation that works once. When the label is created, the app shows its recovery kit, twenty-four words, once only: keep it, with your backups, somewhere safe.

The label's data is encrypted with keys we do not have, and a backup opens only with the recovery kit. If the label loses all its computers and its recovery kit, nobody, not even us, can recover its data.

Access inside a label is set computer by computer, with a role the label chooses itself (owner, admin, staff or read-only): owners and admins add and remove computers, and a read-only computer sees everything and changes nothing.

4. The label's data

The label keeps ownership of all its data: emails, documents, contracts, statements. It is the controller of the personal data they contain, in particular its artists', and must be entitled to process it. We process it only for the label, under the data processing agreement, which forms part of these terms.

5. The label's mailbox

Labelmate reads the label's mailbox read-only: it moves and deletes nothing there. It sends one kind of email only, an issued statement, from the label's mailbox, on the click of a person at the label who has seen its recipient, text and PDF; a copy comes back to the label. The label only connects mailboxes it is authorized to access. For an Outlook or Microsoft 365 mailbox, it authorizes Labelmate with Microsoft; in a company, Microsoft may ask an administrator to approve it.

6. The AI

Reading by the AI is optional, is turned on mailbox by mailbox and can be turned off at any time: nothing that arrived only through a mailbox where it is off is sent to it. The AI proposes; it decides, sends and calculates nothing. Its proposals can be wrong: each one quotes the passage of the document or email it came from, and none goes into the label's contracts, costs or key dates until a person at the label accepts it. Reading is capped each month; past the cap, the AI stops until the next month. It works with the access key Labelmate hands to the computers of a label whose license token is valid, or expired no more than fourteen days ago.

7. Statements

Labelmate calculates statements from the reports, contracts and costs the label has approved. The label remains responsible for the statements it issues and sends, and for its obligations to its artists, including those of article L. 212-15 of the French Intellectual Property Code. Check each period before issuing it: once issued, it is locked. Labelmate gives no legal, accounting or tax advice, and does not move money.

If the label publishes an artist's page (their issued statements and where their advance stands), it chooses whom it sends the link to; anyone holding the link can open the page, and the label can update it or take it down at any time. We cannot read it.

8. Acceptable use

Do not use the Service for anything unlawful, and do not try to get around its protections, overload the relay or reach another label's data. We may cut off relay access for a computer that puts the Service at risk.

9. Intellectual property

Labelmate, its code, its name and its visual identity belong to us. We grant the label a non-exclusive, non-transferable right to use it for its own needs for as long as the Service lasts. Do not copy, resell or decompile the app, except as far as the law allows.

The app contains open-source software, which remains under its own licenses; from version 0.1.2, the app lists it, with each license's text, in its settings.

10. Availability and warranties

The app works on your computers, even offline; reading the mailbox, the relay, the artist portal and reading by the AI need the internet. We do our best to keep them available, without being able to guarantee it. From version 0.1.2, the app looks for new versions itself and offers to install them: an update is installed only once its signature is checked, and only when a person clicks (privacy policy, section 2); on earlier versions, a new version is installed by hand. The Service is provided "as is", to the fullest extent the law allows.

11. Liability

To the extent the law allows, we are not liable for indirect damages, such as lost revenue, data or opportunities. Our total liability is limited to the amounts the label paid for the Service in the twelve months before the event giving rise to it. Nothing in these terms excludes liability that Belgian law does not allow to be excluded, including for fraud or gross negligence.

12. End of the Service

The label can stop using Labelmate at any time; its data stays on its computers and in its backups. On request, we delete its sealed copies and artist pages from the relay within one month. We may end the Service for a label that breaches these terms, warning it first where reasonable.

13. Changes

We may change these terms. For a material change, we tell labels at least thirty days in advance, in the app or by email.

14. Governing law and disputes

These terms are governed by Belgian law. Please write to us first: most issues are settled directly. Failing that, the competent courts of Belgium have sole jurisdiction.

15. Contact

contact@getlabelmate.com, Zwartleertouwersstraat 40, 8000 Brugge, Belgium.