Privacy Policy

Subtitles for Clips (“we”, “us”) is operated from the United Kingdom and is the data controller for the personal data described in this policy. We process personal data in accordance with the UK GDPR and the Data Protection Act 2018. Contact us at support@subtitlesforclips.com.

This is the part most people want to know first. When you upload an audio or video file:

• the file is sent to our speech-recognition provider for transcription. We instruct it not to use your audio for model training;
• once transcription completes, the media file is discarded — we do not keep a copy on our servers;
• the generated subtitle file is returned to you for download, and a copy of its text is saved to your account so you can download it again from your upload history;
• we also keep job metadata: the file name, file size, duration, caption settings, processing status, and when the upload happened. This powers your upload history and our plan limits.

Because file names appear in your upload history, avoid putting sensitive information in file names if that concerns you.

• Account data — your email address, name and profile picture if you sign in with Google, a securely hashed password if you use one (we never store it in readable form), and sign-in records (device type, IP address, and when each session started). For 30 days we also keep a shortened network address and a browser identifier for each sign-in, used to keep each account to two signed-in devices and to spot shared logins.
• Upload data — file name, size, duration, caption settings, processing status, and the generated subtitle text for each job, as described above.
• Usage data — counters such as uploads and minutes transcribed this month, and a record of each processing job (file size, audio length, waiting and processing time, and whether it succeeded). We use these for capacity planning and usage allowances.
• Organisation data — if you use the Service through an organisation: your membership and role, invitations sent to your email address, and your audio hours per billing period. The organisation's owners and admins can see your name, email address, role, when you joined and your audio hours. They cannot see your files or subtitles.
• Billing data — your plan, billing details, invoices and payment status. Enterprise is billed monthly in USD by invoice. Where card payments are offered through a payment provider, we do not see or store full card details.
• Analytics data — product usage events (pages viewed, features used) collected by our analytics provider, hosted in the EU, to understand how the Service is used and improve it.
• Communications — emails we exchange with you, including transactional emails, support messages and sales enquiries. If you contact us about Enterprise, this includes the name, company, team size, expected media volume and other requirements you choose to share.
• Error reports — diagnostic information used to investigate technical faults and keep the Service working.

• Performance of a contract — running your account, transcribing your files, billing, and support; taking steps at your request before entering a contract, including responding to Enterprise enquiries.
• Legitimate interests — product analytics, preventing abuse of plan limits, and securing the Service.
• Legal obligation — keeping tax and accounting records relating to payments.

We do not sell personal data. We share it only with the service providers we use to run the Service:

• Speech recognition — processes uploaded audio or video to produce your subtitles (United States).
• Database hosting — stores account and sign-in records, job metadata and saved subtitles (United Kingdom).
• Backup storage — stores encrypted copies of the application database for recovery.
• Google — only if you choose “Continue with Google”: confirms your identity and shares your name, email address and profile picture with us.
• Payment processing — handles billing and payment information where payments are taken online.
• Product analytics — processes usage events to help us understand how the Service is used (European Union).
• Error monitoring — processes diagnostic reports to help us investigate technical faults.
• Email delivery — sends and forwards account emails, support messages and sales correspondence, including sender and recipient details and message contents.

A list of the named providers we use is available on request and is shared with business customers during contract review. Contact support@subtitlesforclips.com.

Some providers process data outside the UK, including in the United States. These transfers are protected by appropriate safeguards such as the UK International Data Transfer Addendum or adequacy arrangements.

• Media files on our servers — discarded after transcription. We instruct our transcription provider not to retain your audio for model training; it keeps request data only as long as needed to process it.
• Account data, upload data and saved subtitles — kept while your account is active, and deleted when you delete your account.
• Processing job records — kept while your account exists. When you delete your account they are kept without anything that identifies you, for capacity planning.
• Sign-in network and browser records — 30 days.
• Sign-in sessions — expire after 30 days without use, and end immediately when you sign out.
• Billing records — kept for as long as UK tax law requires (currently six years).

We use cookies that are essential for the Service to work — primarily our own sign-in session cookies — and analytics cookies from our analytics provider. We do not use advertising cookies.

Under the UK GDPR you have the right to access, correct, delete, and receive a copy of your personal data, to restrict or object to processing, and to withdraw consent where processing is based on consent. To exercise any of these, email support@subtitlesforclips.com.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we would appreciate the chance to resolve concerns first.

Data is encrypted in transit, access to production systems is restricted, and we minimise what we store — most notably by not retaining media files on our servers after processing. Passwords are stored only as one-way hashes. No system is perfectly secure, but limiting retention limits exposure.

We may update this policy as the Service evolves. For material changes we will notify you by email or in the app. The “Last updated” date at the top reflects the current version. See also our Terms of Service.