APPLICATION PRIVACY POLICY

Effective Date: May 1, 2025 | Last Updated: May 1, 2025

1. Introduction and Overview

Closed Caption Creator Inc. (“we,” “our,” or “us”) is committed to protecting the privacy of our customers and users. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you access or use Closed Caption Creator, our cloud-based software-as-a-service (SaaS) platform for authoring closed captions, subtitles, audio descriptions, and dialogue lists (the “Service”).

We operate under Canadian privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. We also observe international privacy frameworks where applicable, including the European Union General Data Protection Regulation (GDPR) and applicable U.S. state privacy laws, to the extent they apply to our users.

By using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, please discontinue use of the Service.

2. Company Information and Contact Details

The data controller responsible for your personal information is:

Closed Caption Creator Inc.

83 Barrie Street

Cambridge, Ontario, Canada, N1S 3B1

Telephone: 226-802-8365

Support Email: support@closedcaptioncreator.com

Legal & Privacy Contact: legal@closedcaptioncreator.com

For any privacy-related inquiries, requests, or concerns, please contact us at legal@closedcaptioncreator.com. We will respond within a reasonable timeframe, typically within 30 days.

3. Scope and Applicability

This Privacy Policy applies to:

All users of the Closed Caption Creator web application and any associated desktop or mobile clients
Individuals who register for an account, whether as individual professionals or as members of a team or business organization
Visitors to our website(s) operated by Closed Caption Creator Inc.

This Policy does not apply to third-party websites, services, or applications that may be linked to or integrated with the Service. Those entities operate under their own privacy policies, and we encourage you to review them.

4. Information We Collect

4.1 Information You Provide Directly

When you create an account or use the Service, we may collect:

Full name and email address (used for account creation, authentication, and communication)
Password (stored in hashed, encrypted form; we never store plaintext passwords)
Billing and payment information — handled exclusively by our payment processor, Stripe, Inc. We do not store raw credit card numbers or sensitive payment data on our own servers
Professional information you choose to provide, such as company or organization name

4.2 Content You Upload

As part of your use of the Service, you may upload or create:

Media files (audio or video) submitted for automatic transcription or audio description
Caption, subtitle, audio description, and dialogue list files in various formats
Project data, timecode metadata, and associated editorial content

This content (“Customer Content”) is stored on your behalf and is subject to the data retention and security practices described in this Policy. We treat your Customer Content as confidential and do not use it for any purpose other than providing the Service.

4.3 Usage Analytics and Log Data

We automatically collect certain technical and usage data when you use the Service, including:

IP address and approximate geographic location
Browser type, operating system, and device information
Pages visited, features used, and actions taken within the application
Session timestamps and duration
Error reports and diagnostic logs (collected via Sentry, described in Section 7)

This data is collected to operate, maintain, and improve the Service, to diagnose technical issues, and to understand how users interact with the platform.

4.4 Information from Cookies and Similar Technologies

We use functional cookies and similar technologies that are strictly necessary for the Service to operate correctly. These include:

Session cookies to keep you logged in during a browsing session
Authentication tokens to verify your identity across requests
User preference cookies to remember settings such as language, display options, and workspace configurations

We do not use cookies for advertising, cross-site tracking, or behavioral profiling. Because we only use strictly functional cookies, a cookie consent banner is not required under applicable law; however, you may disable cookies through your browser settings. Note that disabling cookies may prevent certain features of the Service from functioning properly.

5. How We Use Your Information

We use the information we collect solely for the following purposes:

To create, authenticate, and manage your user account
To provide, operate, and maintain the Service and all its features
To process payments and manage your subscription through Stripe
To deliver automatic transcription services using integrated third-party speech-to-text providers (Deepgram, Speechmatics, AssemblyAI) when you use this feature
To deliver automatic translation services using integrated third-party providers (DeepL, ModernMT) when you use this feature
To detect, diagnose, and resolve technical errors and application bugs (via Sentry)
To send transactional communications, such as account confirmations, password resets, subscription receipts, and support responses
To provide customer support via email
To comply with applicable legal obligations

What We Do Not Do

We want to be explicit about what we do not do with your data:

We do not sell, rent, or trade your personal information or Customer Content to third parties
We do not use your Customer Content or personal data to train artificial intelligence or machine learning models
We do not use your data for advertising or marketing profiling purposes
We do not share your personal information with third parties for their own marketing purposes

Where applicable law requires a legal basis for processing personal data, we rely on the following:

Contractual necessity: Processing required to provide the Service you have requested, including account management, feature delivery, and payment processing
Legitimate interests: Processing for error tracking, security monitoring, and service improvement, where these interests are not overridden by your rights
Legal obligation: Processing required to comply with applicable Canadian and international laws
Consent: Where required (such as optional communications), we will obtain your consent and you may withdraw it at any time

7. Third-Party Service Providers

To operate the Service, we engage trusted third-party providers. These providers act as data processors on our behalf and are contractually required to protect your data, use it only as instructed by us, and not disclose it for any other purpose.

7.1 Backend Infrastructure — Google Firebase

Our core application infrastructure is built on Google Firebase, a platform operated by Google LLC. Firebase provides authentication, real-time database services, cloud functions, and file storage. Your account data and Customer Content are stored on Firebase servers. Data is encrypted at rest and in transit using industry-standard encryption protocols.

Firebase complies with major privacy frameworks including GDPR and SOC 2. For more information, visit: https://firebase.google.com/support/privacy

7.2 File Storage — Firebase Storage (Google Cloud)

Uploaded media files, caption files, and project assets are stored in Firebase Storage, which is powered by Google Cloud Storage. All files are encrypted at rest using AES-256 encryption. Access is controlled through Firebase’s security rules and authenticated sessions.

7.3 Payment Processing — Stripe, Inc.

All payment transactions are processed by Stripe, Inc. (stripe.com). Stripe is a PCI-DSS Level 1 certified payment processor. When you enter payment details, they are submitted directly to Stripe and never transmitted to or stored on our servers. We receive only a tokenized reference to your payment method. For more information, visit: https://stripe.com/privacy

7.4 Error Tracking and Logging — Sentry

We use Sentry (sentry.io), operated by Functional Software, Inc., for application error monitoring and performance tracking. When an error occurs, Sentry may capture contextual information such as device type, browser, operating system, and the specific actions that led to the error. We configure Sentry to minimize the collection of personal information in error payloads. For more information, visit: https://sentry.io/privacy/

7.5 Automatic Transcription — Speech-to-Text Providers

When you use the automatic transcription feature, audio or video content you submit is transmitted to one or more of the following third-party providers for processing:

Deepgram, Inc. (deepgram.com)
Speechmatics Ltd. (speechmatics.com)
AssemblyAI, Inc. (assemblyai.com)

These providers process your audio/video data solely for the purpose of generating transcriptions and are prohibited from using it for any other purpose. You should be aware that media content you submit for transcription will be transmitted to these providers. We recommend reviewing their respective privacy policies if you are working with sensitive or confidential content.

7.6 Automatic Translation — Translation Providers

When you use the automatic translation feature, text content is transmitted to one or more of the following third-party providers:

DeepL SE (deepl.com)
Modern MT S.r.l. (modernmt.com)

These providers process text content solely for translation purposes and are contractually restricted from using your content for training or any other secondary purpose beyond providing translation results. We recommend reviewing their privacy policies if you are working with confidential text content.

8. Data Storage, Security, and Retention

8.1 Data Location

Your data is stored primarily on servers operated by Google (Firebase / Google Cloud). Google Cloud data centers are located globally, and data may be stored or processed in the United States, Canada, and other jurisdictions where Google operates infrastructure. We rely on Google’s data transfer mechanisms (including Standard Contractual Clauses) to ensure data transfers comply with applicable law.

8.2 Security Measures

We implement industry-standard security measures to protect your data, including:

Encryption at rest for all files stored in Firebase Storage (AES-256)
Encryption in transit using TLS/HTTPS for all data communications
Secure authentication with hashed and salted password storage
Access controls and role-based permissions within the application
Regular monitoring and error tracking via Sentry to detect anomalies

While we take reasonable precautions to protect your information, no electronic storage or transmission method is 100% secure. We cannot guarantee absolute security, and you use the Service at your own risk.

8.3 Data Retention

We retain your personal information and Customer Content for as long as your account is active, or as long as necessary to provide the Service and comply with our legal obligations. Specifically:

Account data is retained for the duration of your subscription and for a reasonable period after account closure to facilitate reactivation and comply with legal obligations
Customer Content (uploaded files, projects) is retained until deleted by you or for a period after account closure, after which it will be permanently deleted from active storage
Log and error data retained by Sentry is subject to Sentry’s own retention policies
Payment records are retained as required by applicable financial and tax regulations

You may request deletion of your account and associated data at any time by contacting us at legal@closedcaptioncreator.com.

9. Your Privacy Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal information:

Right of Access: Request a copy of the personal information we hold about you
Right to Rectification: Request correction of inaccurate or incomplete personal information
Right to Erasure: Request deletion of your personal information, subject to applicable legal retention requirements
Right to Restriction: Request that we limit how we process your personal information in certain circumstances
Right to Data Portability: Request your personal data in a structured, machine-readable format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at legal@closedcaptioncreator.com. We will respond within 30 days. We may need to verify your identity before fulfilling a request.

If you are a Canadian resident, you also have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at https://www.priv.gc.ca. If you are an EU/EEA resident, you have the right to lodge a complaint with your national data protection authority.

10. International Data Transfers

As described in Section 7, some of your data may be processed by third-party service providers located outside of Canada, including in the United States and the European Union. We ensure that any such transfers are carried out in compliance with applicable privacy law, relying on appropriate safeguards including Standard Contractual Clauses (SCCs), adequacy decisions, or other legally recognized mechanisms.

11. Children’s Privacy

The Service is intended for use by adults (18 years of age or older) in a professional or commercial context. We do not knowingly collect, use, or disclose personal information from individuals under the age of 18. If you believe that a minor has provided us with personal information, please contact us at legal@closedcaptioncreator.com and we will take steps to delete that information.

12. Commercial Use of the Service

Closed Caption Creator is a professional SaaS platform and is licensed for commercial use by individuals, businesses, and organizations. Users may use the Service in connection with commercial media productions, broadcast deliverables, streaming platform workflows, and other revenue-generating activities, subject to the applicable subscription plan and Terms of Service.

Business and team accounts involve a primary account holder (the organization or employer) and one or more invited users. The account holder is responsible for ensuring that all team members are aware of and comply with this Privacy Policy and applicable terms.

13. Customer Support and Communications

We provide 24/7 email support to all users. Support requests submitted to support@closedcaptioncreator.com are reviewed and responded to within 24 hours. Information you provide in support tickets is used solely to resolve your issue and improve the Service. Support communications may be retained for record-keeping and quality assurance purposes.

We may send you transactional emails related to your account (e.g., receipts, password resets, account notices). These are not marketing emails and cannot be opted out of while your account remains active.

14. Third-Party Links and Integrations

The Service may contain links to or integrations with third-party websites, APIs, or services. Accessing those services is governed by their respective privacy policies. We are not responsible for the privacy practices of third parties and encourage you to review their policies before sharing personal information with them.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the Service itself. When we make material changes, we will:

Update the “Last Updated” date at the top of this Policy
Notify active users via email or an in-application notice prior to the change taking effect

Your continued use of the Service following the effective date of a revised Policy constitutes your acceptance of the changes. If you do not agree with the revised Policy, you should discontinue use of the Service and may request account deletion.

16. Governing Law and Jurisdiction

This Privacy Policy is governed by and construed in accordance with the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any disputes arising in connection with this Policy shall be subject to the exclusive jurisdiction of the courts of Ontario, Canada.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: