Privacy Policy

This Privacy Policy describes how ViddyScribe Inc. ("ViddyScribe," "we," or "us") handles personal information in its website, web application, APIs, and ViddyScribe-provided apps, plugins, and connectors (together, the "Services"). It also explains what happens when you choose to connect ViddyScribe to a third-party AI platform, such as ChatGPT or Claude. The platform provider's own privacy terms govern its handling of information in that platform.

1. Information We Collect

ViddyScribe collects only the personal data necessary to provide and support our services, including:

• Name
• Email address
• Billing information (if applicable)
• Basic usage data (such as file processing activity and login events)
• Video content uploaded for processing
• Generated audio descriptions and related metadata

If you use a connected AI platform, we also process the requests and information sent to ViddyScribe through that connection, such as the video link, job identifier, script edits, and generation settings needed to carry out your request. Section 7A describes information that may be returned to the connected platform.

Service and security records may include IP address, browser or client user-agent, account and team identifiers, job or media identifiers, request timing and status, and error information.

2. How We Use Your Information

We use your information to:

• Process videos and generate audio descriptions
• Provide customer support and respond to user requests
• Process payments and manage subscriptions
• Send service-related updates and notifications
• Carry out the actions you request through an authorized connected AI platform and return the corresponding results to that platform

3. Video Content Processing

When you upload videos to the ViddyScribe platform:

• Content is processed using our AI systems to generate audio descriptions
• Videos are stored securely during processing
• We implement appropriate safeguards to protect your content
• We do not share your video content with third parties except with subprocessors strictly necessary to provide the service (such as cloud infrastructure and AI processing providers), under contractual obligations that limit use of the data to service delivery only, or when you direct us to share content with a connected AI platform as described in Section 7A
• ViddyScribe and subprocessors acting on our behalf do not use your uploaded video content to train, fine-tune, or improve our AI models or third-party AI models, except as expressly authorized by you. A connected AI platform's handling of information you choose to make available to it is described in Section 7A.
• Videos are stored only as necessary to process, deliver, and allow access to outputs, and to provide customer-requested support

4. Data Storage and Security

We implement appropriate technical and organizational measures designed to protect your data against unauthorized access, disclosure, or loss. These measures include commercially reasonable safeguards such as encryption and secure data storage.

5. Data Retention

We retain your data only for as long as necessary to provide our services and comply with legal obligations. You may request deletion of your data at any time.

Disconnecting an AI platform does not delete your ViddyScribe library or information already received by that platform. Deletion requests for information held by ViddyScribe and by a platform provider must be handled separately, as described in Section 7A.

Deleting a library item or an account does not necessarily remove all related records at the same time. When you delete a library item, we delete its finished videos and audio files, captions, transcripts, descriptions and edit history, and any voice recordings that no other project in your team still uses. When no other project uses the source video, we also delete the source video, its working copies, its speech transcript and its thumbnail. Short speech clips cached to speed up later work are deleted automatically within 30 days. Some records remain: a record of each deleted job, with identifiers, dates, status and the original file name but no description text, and credit, usage and billing records. We keep these for accounting, security, and legal or contractual obligations. Service logs, which can include IP address, browser or client user-agent, account, team and job identifiers, and error details, are kept for 60 days. Source files may remain while another saved project or an in-progress job depends on them. Expiration of a download link does not itself delete the underlying file.

Saved videos, descriptions and other outputs are kept until you or your team delete them. There is no automatic deletion deadline unless a separate written agreement sets one. Working copies are kept no longer than their source video. Deletion starts as soon as you delete an item. Deleted files can still be recovered from our storage provider for up to 30 days and are then permanently removed. Database backups are kept for 7 days and do not contain video files. Rarely, a storage error can stop a file from being deleted; we remove such files when our cleanup checks find them. Export ZIP files are deleted automatically after 10 days. Uploads that fail or are rejected are deleted right away. Service logs, including requests and errors, are kept for 60 days, and database and sign-in logs for up to 90 days. Request logs for a connected AI platform, which can include the start of each request, are kept for 60 days. Records of a connected AI platform, such as which platform is connected and what access was approved, are kept until your account is deleted. Credit, usage and billing records are kept for as long as accounting, tax and legal obligations require.

6. Your Rights

Subject to applicable law, you have the right to:

• Access your personal data
• Correct inaccurate personal data
• Request deletion of your data
• Export your data
• Withdraw consent for data processing where applicable

To request deletion or exercise your rights, you may contact us at privacy@viddyscribe.com.

7. Third-Party Services

We use trusted third-party services to support our operations, including for:

• Payment processing
• Cloud storage and computing
• Analytics
• Customer support

These providers are engaged solely to perform services on our behalf.

We use PostHog for optional product analytics, error capture, and privacy-masked session replay; Vercel for aggregated web analytics and performance measurements; and YouTube and Vimeo for optional embedded videos. PostHog analytics cookies stay off until you accept them in Cookie Settings; without consent PostHog only receives anonymous, cookie-free usage counts that store nothing in your browser. Embedded videos remain disabled until you allow them, except on the Realtime watch page, which loads the video you asked for through YouTube's privacy-enhanced player. You can review or change your choice in our Cookie Policy.

7A. Optional Connections to AI Platforms

Connecting your account

You may choose to connect your ViddyScribe account to an available AI platform, such as ChatGPT, provided by OpenAI, or Claude, provided by Anthropic. An owner or admin of your team must first turn on that platform for the team, and can turn it off at any time, which stops every connection to the team. You sign in to ViddyScribe, choose one team, and review the access request before allowing the connection. The connection works only for that team and acts with the permissions of your ViddyScribe account and team role.

Information exchanged

Depending on the actions you request and your permissions, information made available to the connected platform may include:

• Your account email address and basic profile details, such as name and picture where available, which the platform receives when you sign in and approve the connection; team names or identifiers, team role, plan, and team credit balance and usage
• Library and job information, including video names and processing status
• Audio-description scripts, transcripts, captions, and the text and settings used to edit or generate descriptions
• Results of requested actions and download links for generated video or audio files

Information the assistant reads from ViddyScribe becomes part of your interaction with the connected platform. Download links are created only for finished outputs, such as the described video or audio description audio, and only when a signed-in user with access to the team asks for them. Anyone who has a download link can use it to download the file until the link expires, about 5 minutes after it is created. An expired link does not delete the file; the file stays until it is deleted from your library. Check the content of a project before asking an assistant to retrieve it, including existing content in your library. The current integration accepts video links and existing library items; video files are uploaded through the ViddyScribe web application.

The platform provider's privacy practices

A platform you choose to connect operates its own service under its terms and privacy policy. It is distinct from the subprocessors processing information on ViddyScribe's behalf. Its rules may differ by product, account type, workspace settings, and agreement, including for retention, human review, and model training. ViddyScribe's commitments for its own processing do not determine the platform provider's handling of information.

ChatGPT's use of app information for model improvement depends on your plan and data settings. Anthropic currently excludes raw MCP connector content from its consumer model-training data, although information copied into a Claude conversation may be covered by its conversation-data rules. Review the selected provider's current terms and controls before connecting.

Before connecting, review the provider's current privacy policy and data controls, including OpenAI's Privacy Policy and Anthropic's Privacy Policy. You can use ViddyScribe through its web application without enabling an AI-platform connection.

Sensitive information

Do not use a connected AI platform, including ChatGPT or Claude, to submit or retrieve medical records or payment-card details through ViddyScribe. This rule covers new content and information contained in existing videos, projects, scripts, transcripts, captions, metadata, and file links. For ChatGPT connections, you must also not submit or retrieve HIPAA-protected health information, other PCI-regulated payment data, government-issued identifiers, account passwords, API keys, or other authentication secrets. Use the designated sign-in flow to authenticate. A ViddyScribe enterprise agreement or healthcare arrangement does not by itself authorize sharing restricted information through a connected AI platform.

For ChatGPT connections, do not share personal information about children under 13 or under the applicable age of digital consent. This includes identifying information contained in educational videos, scripts, transcripts, captions, metadata, or other existing library content, even when an adult controls the account.

Disconnecting and deletion

You can remove the connection in the AI platform's app or connector settings. This does not delete information already received by that platform, cancel your ViddyScribe subscription, or delete your ViddyScribe library. Previously issued file links and work already in progress may remain active. Disconnecting does not undo completed actions or remove information already included in the platform's chats. Use that provider's controls or contact it about deleting its copies. To request deletion of information held by ViddyScribe, contact privacy@viddyscribe.com.

Organizational accounts

If you use ViddyScribe for an organization, confirm that you are authorized to enable the connection and disclose the relevant content. Your organization may impose additional restrictions. Separate written data and AI-use terms with ViddyScribe continue to govern as provided in Section 9; enabling a connection does not amend those terms.

8. Google User Data

If you sign in with Google, ViddyScribe receives your name, email address, and profile picture from your Google account. We use this information to create your account, sign you in, and contact you about your account. If you connect an AI platform, such as ChatGPT or Claude, that platform receives your email address and basic profile details when you sign in and approve the connection, as described in Section 7A.

• We do not access your Gmail, Google Drive, YouTube account, contacts, or any other Google data.
• We do not sell Google user data or use it for advertising.
• We do not use Google user data to train, fine-tune, or improve AI models.
• We share it only with the service providers that help us run ViddyScribe, such as sign-in, hosting, payment processing, and email delivery, and only so they can provide those services to us. If you connect an AI platform, we also share your email address and basic profile details with that platform at sign-in, after you approve the connection.
• We keep it while your account is open. You can remove ViddyScribe's access at any time at myaccount.google.com/permissions, or ask us to delete your account by emailing privacy@viddyscribe.com.

ViddyScribe's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify users of material changes via email or through the platform.

For enterprise customers, separate written data and AI use terms may apply and will govern in the event of a conflict.

10. Children's Privacy

Our services are not directed at children. We do not knowingly collect personal information from anyone under the age of 13 in the United States, or under the age applicable in your country (which may be higher, up to 16). If you believe a child has provided us with personal information, please contact us and we will take steps to remove such information.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at privacy@viddyscribe.com.