Privacy Policy

1. Introduction

This Privacy Notice for Jonathan Leonor (doing business as VidSearch) ("we", "us", or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you visit our website at https://vidsearch.io or use VidSearch.

VidSearch is a platform for organisations that work with audio and video recordings. It transcribes uploaded media files using AI, identifies individual speakers through diarization, and makes transcripts semantically searchable. Teams can collaboratively review and correct transcripts, apply custom glossary terms, export transcripts in multiple formats, and share collections publicly via a share link. Users sign in with email/password or Google via Supabase Auth. Billing is handled through Stripe for paid plan subscribers.

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at jonathanleonor@gmail.com.

2. What information do we collect?

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.

The personal information we collect may include: email addresses, display names, passwords, contact or authentication data, and content data — including uploaded audio and video files, AI-generated transcriptions, transcript corrections and verifications, and organisational data such as collection names, glossary terms, and member details.

Sensitive Information: When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information: uploaded audio and video files and their transcriptions, which may contain sensitive personal communications.

Payment Data: We may collect data necessary to process your payment if you choose to make purchases. All payment data is handled and stored by Stripe. You may find their privacy notice at https://stripe.com/privacy.

Social Media Login Data:We may provide you with the option to register with us using your existing Google account. If you choose to register in this way, we will collect certain profile information about you from Google, as described in the section "How do we handle your social logins?" below. Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

3. How do we process your information?

We process your personal information for a variety of reasons, depending on how you interact with our Services, including:

• To facilitate account creation and authentication and otherwise manage user accounts.
• To process uploaded audio and video files for transcription, speaker diarization, and semantic indexing.
• To deliver and facilitate delivery of services to the user.
• To respond to user inquiries and offer support to users.
• To send administrative information to you, such as details about our products and services and changes to our terms and policies.
• To protect our Services as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To save or protect an individual's vital interest, such as to prevent harm.

4. What legal bases do we rely on to process your information?

We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law. Under the EU GDPR and UK GDPR, the legal bases we rely on include:

• Consent: We may process your information if you have given us permission to use your personal information for a specific purpose. You can withdraw your consent at any time by contacting us.
• Performance of a Contract: We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services.
• Legitimate Interests: We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests, such as to diagnose problems and prevent fraudulent activities.
• Legal Obligations: We may process your information where we believe it is necessary for compliance with our legal obligations.
• Vital Interests: We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party.

5. When and with whom do we share your personal information?

We may share your data with third-party vendors, service providers, contractors, or agents who perform services for us or on our behalf. We have contracts in place with our third parties which are designed to help safeguard your personal information.

The third parties we share personal information with are:

• Modal — AI Service Provider for audio transcription and speaker diarization processing.
• Cloudflare R2 — File storage for uploaded audio and video files.
• Google — Allows you to connect your Google account for sign-in.
• Supabase — Database, authentication, and real-time functionality.
• Stripe — Invoice and billing processing.

We may also share or transfer your information in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

6. Do we offer artificial intelligence-based products?

As part of our Services, we offer products, features, or tools powered by artificial intelligence, machine learning, or similar technologies ("AI Products"). These tools are designed to enhance your experience and provide you with innovative solutions.

We provide the AI Products through Modal, our third-party AI Service Provider. Your uploaded audio and video files will be shared with and processed by Modal to enable transcription and diarization. You must not use the AI Products in any way that violates the terms or policies of Modal.

Our AI Products are designed for the following functions:

• Speech to text — transcribing uploaded audio and video files using Whisper.
• Speaker diarization — identifying and labelling distinct speakers within a recording.
• Semantic search — finding transcript segments by meaning, not just keyword, using vector embeddings.
• Glossary-enhanced transcription — applying organisation-defined terminology corrections during and after transcription.

7. How do we handle your social logins?

Our Services offer you the ability to register and log in using your Google account. Where you choose to do this, we will receive certain profile information about you from Google. The profile information we receive may include your name and email address.

We will use the information we receive only for the purposes described in this Privacy Notice. We do not control, and are not responsible for, other uses of your personal information by Google. We recommend that you review Google's privacy notice to understand how they collect, use, and share your personal information.

8. Is your information transferred internationally?

Our servers are located in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored by, and processed by us in the United States and in the facilities of the third parties with whom we share your personal information.

If you are a resident in the EEA, UK, or Switzerland, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and applicable law.

We have implemented the European Commission's Standard Contractual Clauses for transfers of personal information. These clauses require all recipients to protect all personal information originating from the EEA or UK in accordance with European data protection laws. Our Standard Contractual Clauses can be provided upon request.

9. How long do we keep your information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law.

No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us. Uploaded audio and video files and their associated transcriptions are deleted when you delete the corresponding file or when you delete your account.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise such information.

10. How do we keep your information safe?

We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. You should only access the Services within a secure environment.

11. Do we collect information from minors?

We do not knowingly collect, solicit data from, or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent's use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at jonathanleonor@gmail.com.

12. What are your privacy rights?

In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. These may include the right to: request access and obtain a copy of your personal information, request rectification or erasure, restrict the processing of your personal information, data portability, and not to be subject to automated decision-making.

You can make such a request by contacting us using the contact details provided in the "How can you contact us about this notice?" section below.

If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you have the right to complain to your Member State data protection authority or the UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

To review, change, or terminate your account, log in to your account settings. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases.

13. Controls for do-not-track features

Most web browsers and some mobile operating systems include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

14. Do we make updates to this notice?

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this Privacy Notice. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.

15. How can you contact us about this notice?

If you have questions or comments about this notice, you may email us at jonathanleonor@gmail.com or contact us by post at:

To review, update, or delete your personal information, please visit vidsearch.io or email us directly.