Effective Date: September 27, 2026
Last Updated: September 27, 2026
These Client Records & Document Storage Guidelines explain how Gio Celenza Management (“Management”) may create, receive, organize, store, access, maintain, and retain records relating to Clients and Management activities.
These Guidelines are intended to provide Clients with a general understanding of how their management-related records may be handled and where those records may be maintained.
These Guidelines supplement the applicable Gio Celenza Management Client Management & Representation Guidelines, Privacy Policy, and Terms of Service.
Gio Celenza Management is an independent, informal management arrangement and is not represented as a professional talent agency, law firm, corporation, financial institution, tax professional, or other licensed professional service.
These Guidelines do not constitute tax, accounting, financial, legal, or other professional advice.
Management may create, receive, organize, maintain, and retain records relating to a Client and the Client's management activities.
Depending on the Client and the circumstances, these records may include:
Client contact and professional information;
Professional names and social-media information;
Brand-deal and sponsorship information;
Collaboration and promotional opportunity information;
Contracts and agreements;
Proposals and deal terms;
Invoices;
Payment records;
Payment confirmations;
Management commission records;
Information concerning gifted products or other non-monetary compensation;
Communications and correspondence;
Brand and business communications;
Scheduling and coordination information;
Website and account-management information;
Management requests and submissions;
Tax and financial documentation;
Information concerning music, releases, projects, or other creative activities; and
Other information reasonably necessary to administer, document, or support the Client's management relationship.
Management may organize these records by Client, project, brand, campaign, year, type of record, or another organizational method that Management considers appropriate.
Management may request and maintain tax or financial information when reasonably necessary for management, financial administration, payment administration, accounting, tax-related recordkeeping, or related management activities.
Depending on the circumstances, this may include:
Form W-9 or other applicable tax forms;
Legal tax name;
Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN), Employer Identification Number (EIN), or other applicable taxpayer identification information;
Tax classification information;
Tax address;
1099 forms or other tax reporting documents;
Records concerning amounts paid or received;
Records concerning applicable commissions;
Records concerning applicable withholding;
Payment confirmations;
Invoices; and
Tax-related correspondence or documentation.
Sensitive tax information may be maintained separately from ordinary management and deal-tracking records.
Management may use restricted-access cloud storage or document-management services for sensitive tax information.
Clients should provide sensitive tax information only through a method specifically requested or designated by Management for that purpose.
Clients should not voluntarily submit Social Security Numbers, taxpayer identification numbers, or similarly sensitive information through ordinary website contact forms, general inquiries, or unrelated communications unless Management specifically requests that information through that method.
Management does not provide tax, accounting, or financial advice. Clients remain responsible for their own tax obligations and should consult an appropriately qualified professional when professional tax advice is necessary.
Management may maintain records concerning commercial opportunities and transactions involving a Client.
These records may include:
Brand or organization name;
Campaign or opportunity information;
Agreement or contract;
Deliverables;
Compensation terms;
Monetary compensation;
Product or non-monetary compensation;
Management commissions;
Amounts paid to the Client;
Payment dates;
Payment status;
Payment confirmations or references;
Invoices;
Applicable withholding information;
Communications relating to the transaction; and
Other documentation reasonably necessary to document the opportunity or transaction.
Management may maintain these records whether payment is made directly to the Client, through Management, or through another applicable arrangement.
The existence of a record does not necessarily mean that a payment, opportunity, agreement, or transaction was completed.
Management may use third-party cloud-storage, document-management, communication, productivity, website, email, and other software services to store, organize, process, transmit, or otherwise manage Client and Management records.
Depending on the applicable purpose, Management may use services including:
MEGA or another cloud-storage provider may be used to store electronic Client and Management records, including management information, contracts, agreements, invoices, payment records, tax documentation, and other files.
Management may use Google services, including:
Google Drive;
Google Sheets;
Google Forms;
Google Sites;
Gmail / Google Workspace;
Google Calendar; and
Other applicable Google services.
These services may be used for management records, spreadsheets, forms, submissions, websites, scheduling, communications, organization, and administrative purposes.
Cloudflare may be used for domain, DNS, security, routing, website infrastructure, and related technical services.
Mailjet may be used for applicable email delivery, routing, communication, or related email-management functions.
Management may use other third-party software, platforms, cloud-storage providers, communication services, productivity tools, or document-management systems when reasonably necessary or useful for Management's operations.
Management may replace, discontinue, or add services as its operations, technology, websites, or management practices develop.
The services listed in these Guidelines are not necessarily used for every Client or every type of record.
Third-party services used by Management may independently process, store, transmit, or otherwise handle information in accordance with their own terms, privacy policies, security practices, technical systems, and applicable agreements.
Management does not control the independent privacy, security, availability, or operating practices of third-party service providers.
A Client's information being stored through a third-party service does not mean that the Client has entered into a separate agreement with Management's service provider.
Clients may review the applicable privacy policies and terms of the third-party services used by Management when available.
Client records may be accessed by Gio Celenza Management and individuals assisting with legitimate Management functions when reasonably necessary.
This may include access for purposes such as:
Management;
Administration;
Communication;
Brand-deal coordination;
Financial recordkeeping;
Tax-related recordkeeping;
Scheduling;
Website administration;
Email administration;
Project coordination;
Organization of Client files;
Security;
Responding to Client requests; or
Other legitimate Management activities.
Access may also occur through the third-party services used to store, transmit, organize, or otherwise process the applicable records.
Management will take reasonable measures to limit access to sensitive Client records to persons or services that reasonably require access for the applicable purpose.
Management may maintain a separate restricted area for sensitive tax and financial records.
These records may include:
W-9 forms;
1099 forms;
SSNs;
ITINs;
EINs;
Tax addresses;
Tax-related correspondence; and
Other sensitive tax documentation.
Sensitive tax records should not be stored in ordinary public-facing website pages, publicly accessible spreadsheets, or publicly accessible folders.
Management may maintain a reference in its ordinary management records indicating that applicable tax documentation is on file without placing the underlying sensitive information in that ordinary record.
Management may use Google Forms and other online systems for Client information, management requests, applications, submissions, project information, administrative matters, and other Management activities.
The type of information requested will depend on the purpose of the applicable form.
Management will seek to limit information requested through ordinary forms to information reasonably necessary for the applicable purpose.
Sensitive tax information should only be submitted through a form when Management specifically designates that form or submission method for the collection of that information.
Management may maintain emails, messages, correspondence, and other communications relating to Clients and Management activities.
Communications may be processed through services including Gmail, Mailjet, or other applicable communication providers.
Management may retain communications for as long as reasonably necessary for communication, management, administrative, financial, tax-related, historical, recordkeeping, security, or other legitimate purposes.
Management may also retain communications that are necessary to document agreements, negotiations, payments, disputes, requests, approvals, or other Management activities.
Client records may be created, received, maintained, or accessed in connection with projects, divisions, record labels, content groups, or other initiatives associated with or supported by Gio Celenza Management.
These may include Sisters Regional, Outmerit Records, Mecklenburg Records, Sisters East Records, and other associated projects.
Sisters Regional operates as a division of Gio Celenza Management and serves as the parent division for regional Sisters content groups, including Sisters East, Sisters Midwest, Sisters South, and Sisters West.
Records relating to Sisters Regional or its regional groups may therefore be maintained or administered through Management systems where reasonably necessary for the applicable project or activity.
Sisters East Records operates as a record-label division of Sisters Regional and in connection with the Sisters East creative group.
Records relating to music releases, permissions, communications, distribution, label activities, or related matters may therefore be maintained through Management systems when applicable.
Outmerit Records is an associated music and creative project that may be managed, supported, or administered by Gio Celenza Management.
Records relating to Outmerit Records may be maintained through Management systems when reasonably necessary for the applicable music, administrative, promotional, distribution, or project activity.
Mecklenburg Records is an associated music and creative project that may be managed, supported, or administered by Gio Celenza Management.
Records relating to Mecklenburg Records may be maintained through Management systems when reasonably necessary for the applicable music, administrative, promotional, distribution, or project activity.
Other divisions, labels, groups, websites, or creative projects may also be supported or administered by Gio Celenza Management.
The existence of a Management relationship with an associated project does not necessarily mean that Gio Celenza Management owns the project, its intellectual property, its music, its content, or its other assets.
Similarly, maintaining Client information in connection with an associated project does not by itself transfer ownership of the Client's personal information, creative works, copyrights, music, artwork, name, likeness, or other rights to Gio Celenza Management or the associated project.
Management's support or administration of an associated project also does not necessarily establish a separate corporation, partnership, joint venture, employment relationship, or formal agency relationship.
Management takes reasonable measures to protect Client records and limit unauthorized access.
However, no electronic transmission, email system, website, cloud-storage service, software platform, database, or other method of electronic storage can be guaranteed to be completely secure.
Because Management relies on third-party services, information may also be subject to the security practices, technical limitations, availability, policies, and other conditions of those providers.
Clients are also responsible for taking reasonable steps to protect passwords, account credentials, Management-provided email accounts, and other access credentials provided to them.
Management may retain Client records for as long as Management determines is reasonably necessary for:
Management;
Communication;
Administrative purposes;
Financial recordkeeping;
Tax-related recordkeeping;
Accounting;
Historical recordkeeping;
Contractual matters;
Legal matters;
Security;
Dispute resolution;
Documentation of Management activities; or
Other legitimate purposes.
Certain records may be retained for an extended period because of ongoing Management relationships, financial or tax recordkeeping requirements, contractual matters, disputes, legal obligations, or other legitimate reasons.
Management may archive, delete, or otherwise dispose of records when it determines that they are no longer reasonably necessary to retain, subject to applicable legal, operational, financial, tax, contractual, or other requirements.
Clients may contact Management regarding questions about their Management records or may submit applicable requests through Management's designated request system.
A Client may request clarification regarding the types of records Management maintains about them.
Management may need to verify the identity or authority of a person making a request before providing or modifying records.
Certain records may not be immediately available for deletion, modification, or disclosure where retention is reasonably necessary for tax, financial, contractual, legal, security, dispute-resolution, or other legitimate purposes.
These Guidelines should be read together with the applicable Gio Celenza Management Privacy Policy, Terms of Service, and Client Management & Representation Guidelines.
The Privacy Policy describes the general collection, use, storage, disclosure, retention, and handling of information associated with Gio Celenza Management websites and related activities.
The Terms of Service establish general terms applicable to the use of Gio Celenza Management websites and associated projects.
The Client Management & Representation Guidelines establish general expectations, responsibilities, and standards for the Management relationship.
These Client Records & Document Storage Guidelines provide additional information specifically concerning Client and Management records.
Where another applicable Management policy contains more specific requirements concerning a particular type of information or activity, the more specific provision may apply to that matter.
Management may update these Guidelines when reasonably necessary to reflect changes to its services, websites, technology, storage systems, third-party providers, privacy practices, or operating practices.
Clients may be informed of material changes through reasonable communication methods.
Continued participation in the Management arrangement following an update indicates that the Client has been provided an opportunity to review the updated Guidelines.
Questions or concerns regarding Client records or document storage may be directed to:
Gio Celenza Management
Management@giocelenzamgmt.com
Clients may also use the Management request system for applicable record-related requests.
By participating in services provided by Gio Celenza Management, the Client acknowledges that they have been provided these Client Records & Document Storage Guidelines and understands the general recordkeeping and document-storage practices described above.
These Guidelines are intended to explain Management's general recordkeeping practices and are not presented as a formal professional-agency contract, tax agreement, legal agreement, or guarantee of any particular storage, security, retention, or recordkeeping outcome.
Gio Celenza MGMT
Representing talent across content creation, music, and streaming.