Privacy policy
This policy explains what personal data Clips (“we”) processes, why, who helps us, and how long it is kept. It covers the web app at clips.pixfact.com, the review pages your clients open, and the emails we send to agencies that may want to use Clips.
1. Who we are
Clips is operated by Andrei Velent, a sole trader registered in the Polish business register (CEIDG), ul. Straganiarska 20/22 lok. 35, 80-837 Gdańsk, Poland. NIP (tax ID): 5223258005, REGON: 525284838. Privacy questions: support@pixfact.com.
2. Two roles
- We are the controller for your account data, billing records, usage records and our outreach emails.
- We are a processor for you (the agency) for the episodes you upload and everything made from them: recordings, transcripts, clips, and your client's review decisions and comments. You decide what to upload and for whom; we process it only to provide Clips, as set out in the data processing section of our terms.
3. Data we process
- Account: your email address, the agency name, sign-in times.
- Client workspaces: the show's name, brief, glossary of names and terms, caption style.
- Episodes: the audio and video files you upload, which contain the voices and images of the people in them; the transcript with speaker names you enter; chosen moments, clips and their versions.
- Reviews: on a review page your client may enter a name (optional), decisions and comments. A session cookie remembers that name in their browser.
- Usage and billing: source hours per client and month, plan and subscription status, Paddle customer and subscription identifiers, and the cost of each call to the AI services we use. We never see card or bank details.
- Technical: IP address and request details in server logs.
4. Why, and on what legal basis
- To provide Clips: upload, transcription, choosing moments, framing, captions, rendering, review links (contract with you, GDPR Art. 6(1)(b); for episode content, on your instructions as processor).
- Billing, tax and accounting records (legal obligation, Art. 6(1)(c)).
- Security, abuse prevention, keeping costs within limits, fixing failures (legitimate interest, Art. 6(1)(f)).
- Outreach emails to agencies, see section 7 (legitimate interest, Art. 6(1)(f)).
5. Who helps us
| Service | What for | Data | Where |
|---|---|---|---|
| Hetzner Online GmbH | Servers and storage | Everything stored by Clips | Helsinki, Finland (EU) |
| AssemblyAI, Inc. | Transcription with word timings | Audio of uploaded episodes | EU processing endpoint |
| Google (Gemini API) | Choosing moments from the transcript | Transcript text, the client's brief | Google's infrastructure; covered by the EU Standard Contractual Clauses and the EU–US Data Privacy Framework |
| Paddle.com Market Ltd | Checkout, payments, invoices, tax (merchant of record) | Name, email, address and payment details you give Paddle | UK and EU; Paddle is an independent controller for payment data |
| Our email delivery provider | Sign-in links, renewal reminders | Email address, message | Named here before we use it for production email |
Paid AI APIs are used under terms that do not allow the provider to train models on your content. Face detection for framing runs on our own servers.
6. How long we keep it
- Account, workspaces, episodes, clips and reviews: while your account is active. When you close it, or ask us to delete an episode or a workspace, we delete the files within 30 days.
- Review links stop working after 30 days or when you revoke them; the decisions stay with the clip.
- Billing and usage records: as long as tax law requires (in Poland, 5 years after the end of the tax year).
- Server logs: at most 30 days. Encrypted database backups: 30 days.
- Outreach records: see below.
7. Outreach emails to agencies
We may email podcast and video agencies and freelance editors about Clips. We use only business contact details that the company or person publishes on their own website: name, business email, company name, website and the services it lists. We do not buy lists and do not collect data from LinkedIn, Upwork, Fiverr, Clutch or similar platforms. We write to businesses in the United States and to limited companies in the United Kingdom.
Each email says who we are and how to stop further emails: reply “stop” or write to support@pixfact.com. We then keep only your address on a do-not-contact list. If you do not reply, we delete your details 12 months after our last email.
8. Cookies
Clips sets only cookies it needs to work: a session cookie and, after you sign in, a remember-me cookie that keeps you signed in for 30 days. The payment window is Paddle's, with Paddle's own cookies. We use no analytics or advertising trackers.
9. Your rights
You can ask for access to your data, its correction or deletion, a copy in a portable format, restriction of processing, and you can object to processing based on legitimate interest, including outreach, at any time, by writing to support@pixfact.com. If you were recorded in an episode an agency uploaded, please contact that agency first; we will help them answer. You can also complain to a data protection authority; in Poland that is the Prezes Urzędu Ochrony Danych Osobowych (uodo.gov.pl).
10. Changes
We will update this page when what we do changes, and tell account holders by email about significant changes.