Privacy Policy

Effective: November 1, 2025

This Privacy Policy describes how Stage Captions ("Stage Captions", "we", "us", or "our") collects, uses, and protects personal data when you use the website stagecaptions.io and related services (collectively, the "Services"). By accessing or using the Services, you agree to the practices described below. If you do not agree, please do not use the Services.

1. Data We Collect

We only collect information that is necessary to operate and improve Stage Captions.

  • Account information: name, email address, password (hashed), company or event details you choose to share.
  • Event information: room names, configuration settings, viewer links, language presets, and optional custom dictionaries.
  • Payment information: billing contact details and transaction references when you purchase paid access (processed by third-party payment providers; we do not store full card details).
  • Support communications: messages, feedback, or survey responses you send to us.
  • Automatically collected data: IP address, device type, browser, pages visited, timestamps, and diagnostic logs generated by your interaction with the Services. This helps us secure and maintain the platform.
  • Audio and caption streams: live audio and generated captions are processed in real time to deliver the service. By default we do not store transcripts or audio unless you explicitly enable a feature that requires retention (e.g., exporting transcripts) or we need short-term logs for troubleshooting.
  • Cookies and similar technologies: we use essential cookies for authentication and security. We only use analytics or marketing cookies with your consent.

We do not sell personal information, and we do not use event audio or captions to train third-party models without your permission.

2. How We Use Data

We use the information we collect to:

  • provide, maintain, and secure the Services;
  • authenticate users and manage accounts;
  • stream live captions and deliver optional features such as custom dictionaries;
  • communicate about updates, support requests, and billing;
  • comply with legal obligations and enforce our Terms of Service;
  • improve Stage Captions through aggregated analytics and user feedback.

We rely on the following lawful bases to process personal data: performance of a contract, legitimate interests (such as securing the platform and improving customer experience), compliance with legal obligations, and consent when required (for example, optional marketing communications or analytics cookies).

3. Sharing and Subprocessors

We use trusted third parties to help deliver the Services, including:

  • AWS and Hetzner for hosting and infrastructure;
  • Cloudflare for network infrastructure;
  • Supabase for user authentication and application data storage;
  • Stripe for payment processing (when applicable);
  • Omnisend for transactional email delivery.

These providers process data on our behalf and only as instructed by us. We require them to maintain appropriate security measures. We may also share data when required by law or to protect the rights, property, or safety of Stage Captions, our users, or others.

4. International Transfers

Personal data may be stored and processed in the European Union and other jurisdictions where we or our service providers operate. When we transfer personal data outside the EU/EEA, we ensure that appropriate safeguards are in place (such as Standard Contractual Clauses) to protect your information.

5. Data Retention

We retain personal data only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. If you delete your account, we remove associated data from active systems within 30 days and from backups within 90 days unless we are legally required to retain it longer. Event audio and captions are not stored by default; if you enable transcript exports, you can delete them at any time and we will remove them from our systems in the same timeframes.

6. Security

We implement administrative, technical, and organizational measures designed to protect personal data against unauthorized access, loss, misuse, or alteration. These measures include encryption in transit, access controls, logging, and ongoing monitoring. No system is entirely secure, so we encourage you to protect your credentials and notify us immediately if you suspect unauthorized activity.

7. Your Rights

Depending on your location, you may have rights under data protection laws such as the EU General Data Protection Regulation (GDPR). These rights can include:

  • access to the personal data we hold about you;
  • correction of inaccurate or incomplete data;
  • deletion or restriction of your personal data in certain circumstances;
  • objection to processing based on legitimate interests;
  • portability of data you provided to us;
  • withdrawal of consent (where processing is based on consent);
  • lodging a complaint with your local data protection authority.

To exercise these rights, contact us using the details below. We may ask you to verify your identity before responding. We will handle requests promptly and within the time limits required by law.

8. Children's Privacy

Stage Captions is not directed to children under 13 (or other applicable minimum age). We do not knowingly collect personal data from children. If we learn that we have collected such data, we will delete it promptly. If you believe a child has provided us personal data, please contact us.

9. Links to Other Sites

The Services may contain links to third-party websites or tools we do not control. We are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites or services you use.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will revise the effective date at the top of the policy and, if the changes are significant, provide additional notice. Your continued use of the Services after such updates constitutes acceptance of the revised policy.

11. Contact Us

Email: [email protected]

If you have questions or concerns about this Privacy Policy, please contact us.