Privacy Policy

This Privacy Policy explains how Closed Caption Creator Inc. (“Closed Caption Creator”, “we”, “us”, or “our”) collects, uses, discloses, and protects personal information in connection with Closed Caption Unity, including the web application at app.closedcaptionunity.com, its API and MCP server, and our website at closedcaptionunity.com (together, the “Service”).

1. Scope and our role

Closed Caption Unity is a business platform used by captioning agencies, language service providers, and media teams (“Customers”). We handle personal information in two different capacities:

• As a controller (or organization accountable for the information) for account, billing, support, usage, diagnostic, and website data described in this policy.
• As a processor / service provider for the media, transcripts, captions, subtitles, audio description, metadata, and other files and records that Customers upload to or create in the Service (“Customer Content”). We process Customer Content only on the Customer’s instructions and to provide the Service. The Customer decides what Customer Content is collected and is responsible for giving any required notices to, and obtaining any required consents from, the people whose information appears in it. If your information is contained in a Customer’s content, please contact that Customer directly.

This policy does not apply to single-tenant or on-premise deployments of Closed Caption Unity that are hosted by a Customer on its own infrastructure; in those deployments Customer Content does not pass through our systems, and the Customer’s own privacy practices apply.

2. Information we collect

Information you provide

• Account information: name, email address, organization name, role, password (stored only as a salted hash), two-factor authentication settings, and profile preferences. If you choose Google sign-in, we receive your name, email address, and profile image from Google.
• Billing information: billing contact, company and tax details, plan, and transaction history. Payment card details are collected and processed directly by our payment processor, Stripe; we do not receive or store full card numbers.
• Customer Content: media files, audio, transcripts, captions, subtitles, translations, audio description, attachments, metadata, comments, tasks, orders, and records about your own clients, as well as the email addresses of people you invite or share tasks with (including guests and freelancers).
• Third-party credentials: API keys and access tokens you connect for storage, transcription, translation, text-to-speech, and delivery platforms. These are encrypted at rest.
• Communications: information you send when you contact support, use our contact form, or correspond with us.

Information collected automatically

• Usage and log data: IP address, browser and device type, operating system, pages and features used, API requests, job activity, credit, storage, and egress consumption, timestamps, and security events such as sign-ins.
• Diagnostic data (application): we use Sentry to detect and fix errors in the application. When an error occurs, Sentry may receive technical information such as error messages, stack traces, the page or API route involved, browser and operating system details, IP address, and an internal user or organization identifier.
• Website analytics (marketing website only): we use Microsoft Clarity on closedcaptionunity.com to understand how visitors use our website. Clarity collects information such as pages viewed, clicks, scrolling, mouse movement, device and browser information, approximate location, and session recordings of website visits, using cookies and similar technologies. Clarity masks text entered into form fields by default. Clarity is not used inside the Closed Caption Unity application.
• Cookies: see Cookies and similar technologies below.

3. How we use information

• To provide, operate, and maintain the Service, including running the jobs you request (such as transcoding, transcription, translation, shot-change detection, format conversion, and delivery).
• To create and manage accounts, authenticate users, and enforce organization permissions.
• To process payments, grant and track credits, meter storage and egress, and send invoices and receipts.
• To monitor, troubleshoot, and improve the performance, reliability, and security of the Service, and to detect and prevent fraud, abuse, and security incidents.
• To provide customer support and respond to your requests.
• To send service communications, such as security alerts, billing notices, and changes to the Service or our terms.
• To send marketing communications where permitted by law (including Canada’s Anti-Spam Legislation). You can unsubscribe at any time using the link in the message.
• To understand and improve our website using aggregated analytics.
• To comply with legal obligations and to establish, exercise, or defend legal claims.

We do not sell personal information, and we do not share personal information for cross-context behavioural advertising.

4. AI features and Customer Content

Some features send Customer Content to third-party AI providers, but only when you or your workflows run those features. For example, audio is sent to a transcription provider when you request automatic transcription, and subtitle text is sent to a translation provider when you request automatic translation. If you connect your own provider accounts (“bring your own keys”), Customer Content is sent to the provider you choose under your own agreement with that provider.

We do not use Customer Content to train our own AI models, and we do not authorize the AI providers we engage on your behalf to use it to train theirs.

5. How we share information

We share personal information only as described below:

• Service providers (sub-processors) that host, secure, and support the Service under written agreements that require them to protect the information and use it only to provide services to us. Our principal providers are listed below.
• Integrations you direct. When you connect or deliver to a third-party service (for example YouTube, Vimeo, Brightcove, Frame.io, Google Drive, or your own cloud storage), we send the files and information you choose to that service. Those services are not our sub-processors; their own terms and privacy policies apply.
• Within your organization. Information you add to the Service is visible to other users, guests, and freelancers in your organization according to the permissions your administrators set.
• Legal and safety. When we believe in good faith that disclosure is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of our users, the public, or us.
• Business transfers. In connection with a merger, acquisition, financing, or sale of all or part of our business, subject to this policy.
• With your consent or at your direction.

We may update this list as our providers change. Customers can request the current list, or ask to be notified of changes, by emailing privacy@closedcaptioncreator.com.

6. Where information is stored and international transfers

We are located in Ontario, Canada. The Service is hosted on Google Cloud in the United States, and some of our providers process information in other countries as listed above. As a result, your information will be transferred to, stored in, and processed in the United States and other jurisdictions whose laws may differ from those where you live, and it may be accessible to courts, law enforcement, and national security authorities of those jurisdictions.

Where we transfer personal information from the European Economic Area, the United Kingdom, or Switzerland, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses (and the UK Addendum) or an applicable adequacy decision.

7. How long we keep information

• Account information is kept while your account is active and for a reasonable period afterward to handle support requests, disputes, and legal obligations.
• Customer Content is kept for as long as your organization keeps it in the Service. You can delete it at any time. After a subscription or trial ends, Customer Content remains available for export for 30 days and is then deleted from active systems. Residual copies in backups are overwritten on a rolling basis, normally within a further 35 days.
• Billing and transaction records are kept for as long as required by tax and accounting laws (generally seven years).
• Log and diagnostic data (including Sentry error reports) are generally kept for up to 90 days, unless needed longer to investigate a security incident.
• Website analytics collected by Microsoft Clarity are retained according to Microsoft’s retention settings for Clarity.

8. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit (TLS), encryption at rest on Google Cloud, encryption of stored third-party credentials, tenant isolation between organizations, role-based access controls, optional and enforceable two-factor authentication, and restricted internal access on a need-to-know basis. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach of security safeguards affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

You are responsible for keeping your credentials confidential, using a strong password, and enabling two-factor authentication.

9. Cookies and similar technologies

• Application (app.closedcaptionunity.com): we use strictly necessary cookies and browser storage to keep you signed in, protect against cross-site request forgery, and remember your preferences. The Service cannot function without them.
• Website (closedcaptionunity.com): Microsoft Clarity sets first- and third-party cookies (such as _clck, _clsk, CLID, and MUID) to recognize returning visitors and group interactions into sessions. Our website also stores your progress through the Getting Started videos in your browser’s local storage; this never leaves your device.

You can block or delete cookies through your browser settings. Blocking analytics cookies will not affect your ability to use our website. For more information on how Microsoft uses Clarity data, see the Microsoft Privacy Statement.

10. Your rights and choices

Depending on where you live, you may have the right to:

• access the personal information we hold about you and learn how it is used and disclosed;
• correct inaccurate or incomplete information;
• request deletion of your information;
• receive a copy of your information in a portable format;
• object to or restrict certain processing, including direct marketing;
• withdraw consent where we rely on consent, subject to legal or contractual restrictions; and
• not be discriminated against for exercising these rights.

These rights are provided under laws including Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Quebec’s Act respecting the protection of personal information in the private sector, the EU and UK General Data Protection Regulation, and U.S. state privacy laws such as the California Consumer Privacy Act, where they apply.

To make a request, email privacy@closedcaptioncreator.com. We will verify your identity before responding and will reply within the time required by law (generally 30 days). If your request relates to Customer Content, we will refer it to, and assist, the relevant Customer. Many account details can also be viewed and updated directly in your account settings.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your local data protection authority.

11. Legal bases for processing (EEA and UK)

Where the GDPR or UK GDPR applies, we process personal information on the following bases: to perform our contract with you or your organization (for example, providing the Service and billing); our legitimate interests (for example, securing and improving the Service, preventing abuse, and understanding website use), balanced against your rights; your consent (for example, certain marketing and, where required, analytics cookies); and compliance with legal obligations.

12. Children

The Service is intended for business use and is not directed to children. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided us with personal information, please contact us and we will delete it.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date above. If a change is material, we will provide notice through the Service or by email before it takes effect.

14. Contact us

Our Privacy Officer is accountable for our compliance with this policy. Please direct questions, requests, or complaints to: