Privacy notice
Last updated
This notice explains what personal data podswitch processes, why, on what lawful basis, how long we keep it, who we share it with and what rights you have under UK data protection law, including the UK GDPR and the Data Protection Act 2018. It covers the website, the app and the emails we send.
Who is responsible for your data?
podswitch is operated by Metamindz, trading as [Registered company name], a company registered in England and Wales with company number [Company number], registered office [Registered office address]. We are registered with the Information Commissioner’s Office under registration number [ICO registration number].
We play two different roles:
- Controller. For your account, billing, support, security and analytics data, we decide how and why it is used, and we are the controller.
- Processor. For the recordings you upload, which contain your voice and usually your guests’ voices, we act on your behalf. The person or organisation who uploads a recording is the controller of the personal data in it, and we process it only to provide podswitch to them.
If you appear in someone else’s recording, please contact the person who uploaded it first, since they decide how it is used. You can also contact us and we will pass your request on and help them respond.
You can reach us about privacy at lev@metamindz.co.uk.
What data do we collect?
| Category | Examples | Where it comes from |
|---|---|---|
| Account details | Email address, display name, sign-in method (email link or Google), the version of the terms you accepted and when, your marketing preference | You, and Google if you sign in with Google |
| Free trial details | Your verified email address. To enforce one trial per email we store a keyed one-way hash of it, not the address itself | You |
| Project details | Project and speaker names you enter, original file names, sizes and durations, technical details such as frame rate and start timecode, the folder path you enter, your settings, and the cut lists we produce | You, and your browser reading your files locally |
| Recordings | The audio extracted from your files, which contains the voices of the people recorded, and the analysis data and mix we derive from it | You |
| Billing details | Your Stripe customer reference, plan, subscription status and invoices. Stripe handles your card details; we never see your full card number | You and Stripe |
| Security and technical data | IP address, results of bot checks, request logs and error reports | Your device and our service providers |
| Analytics data, only with your consent | Pages visited with any IDs removed, product events such as starting an upload, approximate location, device and browser type | Google Analytics, through cookies, if you accept them |
| Messages | Emails you send us and our replies; delivery status of emails we send you | You and our email provider |
We do not collect video. Your browser extracts the audio from your video files on your own device and only the audio is uploaded.
Why do we use it, and on what lawful basis?
| Purpose | Data used | Lawful basis |
|---|---|---|
| Providing podswitch: creating projects, processing recordings, producing and delivering outputs, sending “your edit is ready” and expiry emails | Account, trial, project details, recordings | Contract: we need it to provide the service you asked for |
| Running the free trial and enforcing one trial per email | Trial details, IP address | Contract, and legitimate interests in preventing abuse of the free trial |
| Taking payments, managing subscriptions and keeping accounting records | Billing, account details | Contract, and legal obligation to keep tax records |
| Keeping podswitch secure: bot checks, rate limits, fraud prevention, investigating misuse | Security and technical data | Legitimate interests in protecting our users and our service |
| Fixing errors and improving the service | Error reports and logs, which exclude names, emails, file names, folder paths and tokens | Legitimate interests in running a reliable service |
| Understanding how visitors use the website and app | Analytics data | Consent, which you can withdraw at any time |
| Sending product news or offers, if you opt in | Email address | Consent, which you can withdraw at any time |
| Answering your messages | Messages, account details | Contract or legitimate interests, depending on the request |
| Establishing, exercising or defending legal claims | Any relevant data | Legitimate interests |
Where we rely on legitimate interests, we have balanced our interests against yours. You can object; see “Your rights” below.
How do we handle recordings?
- We process recordings only to deliver the service to the person who uploaded them.
- We never use recordings to train machine learning models.
- Our staff do not listen to recordings unless the uploader asks us to as part of a support request, or we must do so to investigate a security incident, abuse of the service or a legal requirement.
- The uploader must have permission from everyone recorded before uploading. Our terms and acceptable use policy require this.
- Recordings are deleted automatically on the schedule below.
How long do we keep it?
| Data | Kept for |
|---|---|
| Free trial recordings and outputs | 24 hours after processing finishes; uploads for projects that are never processed, 48 hours |
| Members’ uploaded audio and rendered mix | The retention period of your plan when the files were created (7 days on the free plan) |
| Project details, analysis data and cut lists | Until you delete the project or your account |
| Free trial project record | 30 days, showing only its name, date and that it has expired |
| Account details | Until you delete your account |
| Stripe invoices and billing records | 6 years, as tax records |
| Audit log of administrative and security events | 2 years |
| Application logs | 30 days |
| Analytics data | As set in our Google Analytics retention settings: [Analytics retention period] |
When you delete your account, your data is marked for deletion immediately and removed from storage within a short time afterwards. Billing records are kept for the period above because the law requires it.
Who do we share it with?
- Service providers that host and run podswitch for us, under contracts that require them to protect your data and use it only on our instructions. They are listed, with what each one does and where it holds data, on our sub-processors page.
- Professional advisers, such as lawyers and accountants, where needed.
- Authorities, where the law requires us to.
- A buyer or successor, if our business or podswitch is sold or reorganised, under the same protections.
We do not sell your personal data.
Is data transferred outside the UK?
Some of our service providers are based in, or may access data from, the United States or other countries outside the UK. Where that happens, we rely on a lawful transfer mechanism: the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge) where the provider is certified, or the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. The mechanism for each provider is shown on our sub-processors page.
How do we protect it?
Data is encrypted in transit. Files are held in private storage and downloaded only through short-lived links issued after checking you are allowed to access them. Database access is restricted so that each account can reach only its own data. Administrative access requires multi-factor authentication and every administrative action is logged.
Your rights
You have the right to:
- access the personal data we hold about you;
- correct data that is wrong or incomplete;
- erase your data;
- restrict how we use it;
- object to our use of it where we rely on legitimate interests;
- data portability: receive data you gave us in a reusable format; and
- withdraw consent at any time, where we rely on consent. Withdrawing does not affect processing before you withdrew.
You can export your data and delete your account yourself from your account settings. For any other request, email lev@metamindz.co.uk. We will respond within one month, and tell you if we need longer for a complex request, as the law allows.
You can change your cookie choice at any time using “Cookie settings” at the bottom of any page.
Automated decisions
podswitch automatically decides how to edit your recording. These decisions are about camera angles and audio levels. We do not make decisions about people that have legal or similarly significant effects on them.
Children
podswitch is intended for adults. You must be 18 or over to create an account or buy a plan.
Complaints
If you are unhappy with how we handle your data, please contact us first at lev@metamindz.co.uk. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk, telephone 0303 123 1113.
Changes to this notice
We will update this notice when our practices change and show the date of the latest version at the top. If a change materially affects you, we will tell you by email or in the app.