Privacy Policy

This Privacy Policy explains how [Your Legal Entity Name, Registered Address] (“we”, “us”, “our”) collects and uses personal information when you visit PodReel's website or use the PodReel service (the “Service”). We are the data controller for the information described here, except where we process your audio on your behalf as a processor (see section 3).

Privacy questions and requests: privacy@podreel.example.

Information you give us

• Account details: name, email address, password (stored hashed) and an optional podcast name.
• Content you upload or link: uploaded audio file or episode link, the transcript generated from it, and your clip selections and template choices.
• Brand assets: logos, cover art, host photos, colours and fonts you add to a brand kit.
• Billing details: handled by Stripe. We receive your plan, billing status and the last digits of your card, never the full card number.
• Communications: messages you send through the contact form or by email, and your signup preferences such as the training opt-out.

Information collected automatically

• Log and usage data such as IP address, browser, device type, pages viewed, actions taken in the workspace and timestamps.
• Cookie and local-storage data described in our Cookie Policy.

Information we do not ask for

We do not need government IDs, precise location or payment card numbers. Please do not upload audio that contains sensitive personal data about people who have not agreed to it.

Audio is the core of the Service, so we are specific about it:

• We process your audio only to transcribe it, suggest moments, preview templates and render the clips you ask for.
• Speaker labels (such as “Host” and “Guest”) are generated within a single recording to make captions readable. We do not use them to identify people across recordings.
• Your recordings may contain other people's voices. You are responsible for having the permission you need from guests and contributors.
• Uploaded audio is deleted 30 days after your last render, or sooner if you delete it yourself.
• You keep ownership of your audio, transcripts and clips. See the Terms of Service.

You are responsible for holding the rights to any audio, music or voices you upload. PodReel does not clear music or third-party content for you.

If you are in the UK or EEA, we rely on the following legal bases:

• Providing the Service (transcribing, previewing, rendering, exporting)

  Legal basis

  Performance of a contract

• Taking payment, issuing receipts, preventing fraud

  Legal basis

  Performance of a contract; legitimate interests; legal obligation

• Support, account notices and security alerts

  Legal basis

  Performance of a contract; legitimate interests

• Improving and securing the Service (aggregated usage, debugging)

  Legal basis

  Legitimate interests

• Product updates and marketing emails, if you opt in

  Legal basis

  Consent (withdraw any time)

• Complying with tax, accounting and legal requests

  Legal basis

  Legal obligation

We do not sell personal information, and we do not use your audio for advertising.

At signup there is a switch to opt out of model training. When it is on, we will not use your audio, transcripts or clips to train or fine-tune models.

• You can change the setting at any time by emailing privacy@podreel.example.
• An opt-out applies from the date we process it. It does not undo training that has already happened on data used before you opted out, but we will stop any further use.
• Third-party providers that process your audio on our behalf (for example transcription) are instructed not to use it to train their own models, where their terms allow us to require this.

We share personal information only as needed to run the Service:

• Sub-processors that host, transcribe, process payments or send email for us (listed below).
• Other people you invite to a workspace, where that feature is available.
• Authorities and advisers where the law requires it, to protect our rights or users' safety, or to our lawyers and accountants under confidentiality.
• A successor if we are involved in a merger, acquisition or sale of assets. We will tell you and the privacy commitments here will continue to apply.

• Cloudflare, Inc.

  Purpose

  Hosting, CDN and file storage

  Location

  Global edge (US / EU)

  Transfer safeguard

  EU–US Data Privacy Framework, SCCs

• Stripe Payments Europe, Ltd.

  Purpose

  Payment processing (we never see card numbers)

  Location

  Ireland / US

  Transfer safeguard

  EU–US Data Privacy Framework, SCCs

• [Transcription provider]

  Purpose

  Speech-to-text for your transcript

  Location

  [Region]

  Transfer safeguard

  [SCCs / DPA]

• [Email provider]

  Purpose

  Transactional email (receipts, password reset)

  Location

  [Region]

  Transfer safeguard

  [SCCs / DPA]

We will update this list before adding a new sub-processor that handles your audio.

• Uploaded audio and imported episode files

  Retention

  Uploaded audio is deleted 30 days after your last render, or sooner if you delete it yourself.

• Transcripts, clip settings and brand kits

  Retention

  While your account is active, until you delete them or close the account

• Rendered clips

  Retention

  Until you delete them or close the account

• Account and billing records

  Retention

  For as long as the account exists, then for the period tax and accounting law requires

• Support messages

  Retention

  Up to 24 months after the last message, unless needed for a dispute

• Server logs and security logs

  Retention

  Typically up to 12 months

Backups roll off on their normal schedule, so deleted data can remain in backups for a limited time before being overwritten.

Our sub-processors may be located outside your country. Where personal information from the UK or EEA is transferred to a country without an adequacy decision, we rely on safeguards such as the EU Standard Contractual Clauses, the UK International Data Transfer Addendum or the EU–US Data Privacy Framework, as shown in the sub-processor table.

Depending on where you live (for example under the GDPR, UK GDPR, or California and other US state laws) you may have the right to:

• access the personal information we hold about you and get a copy;
• correct information that is wrong or incomplete;
• delete your information (“right to be forgotten”) and close your account;
• export your information in a portable format;
• object to or restrict certain processing, including direct marketing;
• withdraw consent where we rely on it;
• opt out of the sale or sharing of personal information (we do not sell or share it for advertising);
• not be discriminated against for exercising your rights.

Email privacy@podreel.example from your account address. We may ask you to verify your identity, and we aim to reply within one month. You can also complain to your local data protection authority (in the UK, the Information Commissioner's Office).

We use technical and organisational measures designed to protect personal information, including encrypted connections, access controls and monitoring. No system is perfectly secure. If a breach affects your personal information we will notify you and the relevant authority without undue delay and as the law requires. Details are on our Security page.

The Service is not directed at anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

We keep cookies and local storage to a minimum. See the Cookie Policy for the full list and how to control them.

The site links to third parties such as Stripe, social networks and podcast hosts. Their privacy practices are theirs, so please read their policies.

We may update this policy as the Service or the law changes. We will post the new version here with a new “Last updated” date and, for material changes, tell you by email or in the app before they take effect.

[Your Legal Entity Name, Registered Address]
Email: privacy@podreel.example
Or use our contact form and choose “Privacy request”.