CheerWave — Privacy Policy
Last updated: [3.8.2026] · Season 2026–27
Who we are
CheerWave is the trading name of FVA, a sole trader (toiminimi) registered in Finland, creating custom cheerleading music mixes.
For the purposes of GDPR, this business is the data controller for the personal data described below.
For any privacy questions or requests, contact us at info@cheerwave.net
What data we collect
When you book and order a mix, we collect:
Contact details — name, email address, phone number
Club/team details — club or program name, team name, team level
Order details — which mix you ordered, delivery date, your song wishes, notes, and preferences
Your materials — the files you upload (such as your 8-count sheet) and any information you provide about your routine
Billing details — the information needed to invoice your club (billing name, address, and any business/VAT ID you provide)
We only collect what we need to produce your mix and run our service.
Why we use it (and our legal basis)
We use your data to:
Produce and deliver your custom mix (legal basis: performance of a contract)
Communicate with you about your order, revisions, and delivery
Send and manage invoices and handle payment
Keep records as required by law, such as for accounting/tax (legal basis: legal obligation)
With your agreement, feature finished mixes in our portfolio/"vault" (legal basis: legitimate interest / consent — see "Your mix in our portfolio")
We do not sell your personal data, and we do not use it for advertising.
Tools we use (who processes your data on our behalf)
To run our service we use trusted third-party tools that process some of your data as data processors on our behalf:
SimplyBook.me — for booking and managing your delivery date and contact details
Tally — for collecting your order information and uploaded materials (EU-hosted)
Google (Gmail) — for email communication with you
SoundCloud — where finished mixes may be hosted/shared (portfolio)
Each of these providers has its own privacy and data-processing terms. We choose providers that offer appropriate data protection, and where possible, EU-based data handling.
Your mix in our portfolio
We may feature finished mixes as examples of our work (for example, in our online "vault" or on social media). If you'd prefer your team's mix not be used this way, just let us know and we'll respect that.
How long we keep your data
We keep your data only as long as we need it, then delete or anonymise it. How long depends on the type of data:
Order and contact data — kept for the duration of our work together and for a reasonable period afterward, so we can support you across the season, handle revisions, and manage any follow-up (for example, repeat orders). Typically retained until the end of the season plus a short period, unless you ask us to delete it sooner.
Invoicing and accounting records — retained for the period required by Finnish accounting and tax law [confirm exact period with your accountant/legal reviewer — commonly several years]. We cannot delete these earlier, as we're legally obliged to keep them.
Uploaded materials (8-count sheets, song references, notes) — [state your intent, e.g. "kept for the current season to complete and support your mix, then deleted at the end of the season"].
If you ask us to delete your data, we will do so wherever we're not legally required to keep it (for example, we must retain invoicing records for the legal period, but can delete uploaded materials). When information can't be immediately deleted (for example, if it sits in a backup), we isolate it from further use until deletion is possible.
Your rights
Under GDPR, you have the right to:
Access the personal data we hold about you
Correct data that's wrong or incomplete
Delete your data ("right to be forgotten"), where applicable
Restrict or object to certain uses
Data portability — receive your data in a usable format
Withdraw consent at any time, where we rely on consent
To exercise any of these, contact us at info@cheerwave.net. You also have the right to lodge a complaint with the Finnish Data Protection Ombudsman (Tietosuojavaltuutettu).
Security
We take reasonable steps to keep your data secure and limit access to it. Files and information are stored within the tools listed above and are not shared beyond what's needed to deliver your mix.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.
Questions about your data? Contact us at info@cheerwave.net — we're happy to help.
