Privacy Policy

1. Information we process

We process your name, email, password hash or Google sign-in identifiers, session data and workspace activity. Content includes uploaded video, audio, captions, scripts and analysis results. We also process technical logs, IP addresses, usage and cost records, subscription identifiers, transaction status and correspondence. CaptionQA does not store full payment card numbers.

2. Purposes and legal grounds

We use this data to provide your account, uploads, analysis and support; manage subscriptions; secure the service; and maintain billing and usage records. Where applicable, the grounds are performance of our agreement, legal obligations, and legitimate interests in security, fraud prevention and cost accounting. Optional processing that requires consent relies on that consent, which you may withdraw.

3. Providers and AI processing

Contabo provides hosting and private object storage. When you start analysis, necessary audio, video frames, subtitles and script text are sent to OpenAI API. Resend delivers account emails. Google processes sign-in if you choose it. Paddle processes purchases as Merchant of Record and handles payment data under its own privacy policy. Authorized service personnel may access data as needed for support, security and operation. Provider retention rules may differ from ours.

4. Media, reports and deletion

Media is stored privately and accessed through authenticated requests or temporary signed links. Files and reports remain until you delete them or an applicable retention rule removes them; we do not currently promise automatic deletion after 30 days. Deleting a video removes its active storage objects and associated reports. Account deletion removes the account and its owned workspaces and media after any active subscription is canceled. It does not erase independently retained billing and usage records.

5. Retained records and backups

API usage and cost history survives video, workspace and account deletion. It can include user/workspace/video identifiers, original filenames, timestamps, models, usage, cost and outcome. Billing, audit and security records may also remain for accounting, dispute handling and security purposes; they do not currently have a fixed automatic deletion period. Access to these records is restricted. Ask us to review retention or erasure where applicable. Deleted data may remain in rotating backups for approximately 15 days; operational recovery copies may be retained separately and are not used as active account data.

6. Cookies and international processing

We use session cookies for sign-in and browser storage for preferences such as language and theme. Providers may process data outside your country, including in the United States. Applicable provider agreements and legally required transfer mechanisms govern those transfers; data is not guaranteed to stay exclusively in Ukraine or the EU. Provider policies are linked below.

7. Your choices and rights

You can edit your profile, export account data and request deletion through Settings or contact us below. Depending on applicable law, you may request access, correction, erasure, restriction or portability, object to processing and complain to a competent data protection authority. We may verify your identity and explain any lawful reason for retaining records. If you upload other people’s data, you are responsible for having the authority and permissions to do so. We publish policy changes here with an updated date.

Website analytics

We use Umami hosted on our own server to measure visits to public pages and referral campaigns. The tracker sends public page paths, approved campaign tags, referring domains, browser language and screen size. Umami derives approximate visitor and location statistics from technical request information. We do not send account identifiers, video content, private report URLs or authentication parameters to this analytics service. We do not enable session recordings or analytics cookies. Browsers with Do Not Track enabled are excluded.

Provider policies

• Contabo
• OpenAI API
• Resend
• Google
• Paddle