Privacy Policy

1. Who is responsible for your information

Clipsubs is operated by SIA “Linearis” (Sabiedrība ar ierobežotu atbildību “Linearis”), a limited liability company registered in Latvia, European Union, registration number 41203019463, VAT No. LV41203019463. This notice explains personal-data handling for the service at clipsubs.com. For privacy enquiries, contact us at support@clipsubs.com. Our registered address is Brīvības gatve 300-9, Rīga, LV-1006, Latvia.

Linearis acts as controller for its own account administration, customer relationships, billing and legal obligations. For personal data inside customer media, subtitles and project instructions, Linearis normally acts as processor on the customer’s instructions, or as subprocessor where the customer serves its own client. The applicable data-processing agreement governs that relationship. A data-processing agreement is available on request from support@clipsubs.com.

2. Information used in the service

Account information can include your name, email, sign-in identifier and workspace membership. Project information includes uploaded video or audio, subtitles, language versions, termbases and processing instructions. Recordings may contain people’s images, voices and other personal information.

Usage and technical data includes log data such as your IP address, browser and device information, timestamps and in-app actions, such as the features you use and hours consumed, needed to operate, secure and bill for the service. It also includes records of the transactional emails we send you, such as billing receipts, low-balance notices and job-complete notifications.

Collaboration information includes invited specialists, assignments, permissions, deadlines and project activity. Billing and support records include the details needed to administer a purchase or respond to an enquiry. Information generated by a requested service function is used only for the purposes explained in this policy. Cookies and similar technologies are addressed separately in the Cookie Policy. Do not send personal data that your workflow does not need.

3. Where information comes from

You supply information when you register, upload media, contact us or manage a workspace. A workspace owner, colleague or client may provide your details when inviting you or assigning work. Media may contain information supplied by the organisation that commissioned its processing.

Google may provide sign-in information if you select that method; Stripe processes card payments and returns information needed to administer billing. The information exchanged depends on the sign-in or payment method you choose. Their own privacy notices apply to activities for which they independently determine how your information is used.

4. Purposes and lawful bases

Account access, requested service functions and support are based on performance of a contract where the individual is the contracting party. For business contacts and users acting for a customer organisation, the basis is our legitimate interest in delivering and administering that organisation’s service, subject to balancing their rights.

Billing records required by law are processed to meet legal obligations. Proportionate fraud prevention, security and the establishment or defence of claims may rely on legitimate interests or a specific legal obligation. Where we offer optional marketing or non-essential tracking, we obtain consent where required. You can refuse or withdraw consent without affecting the core service.

For customer project content, the customer determines and documents its own lawful basis and any condition for sensitive data. We process that content under the applicable instructions and agreement. We do not sell your personal data.

5. Who can see your workspace content

Workspace owners and managers control access to projects, roles and usage allowances. Invited specialists receive the access assigned to them. A shared review link gives its recipient access within the configured permissions. Passwords, expiry dates and revocation settings can help limit that access.

Review who receives a link and remove access when it is no longer needed. Activity records may be visible to people managing the workspace. If another organisation invited you, it controls its own use of your information and should explain that use in its privacy notice.

6. Providers and other recipients

Requested functions may involve hosting, storage, AI processing and other technical service providers. Those processing customer content on Linearis’s instructions must be covered by appropriate processing and confidentiality obligations. Customers can request information about the providers relevant to their service from support@clipsubs.com. Authorised subprocessors and changes to them are governed by the applicable data-processing agreement.

We currently use these subprocessors to deliver the service:

Supabase
Database, authentication and edge functions.

Cloudflare R2
Video and file storage.

ElevenLabs
Speech-to-text transcription and AI dubbing.

OpenAI and Google Gemini
Subtitle translation and transcript re-alignment.

Stripe
Payment processing and billing.

Resend
Transactional email delivery.

Stripe is used for card payments and Google is an optional sign-in method. These providers may also have independent controller responsibilities for some activities. Authorised professional advisers or public authorities may receive information where necessary for a lawful purpose. We assess legal disclosure requests and limit disclosure to what is required. If Linearis is involved in a merger, acquisition or sale of assets, personal data may be transferred as part of that transaction, subject to this policy.

7. Processing outside the EEA

Some service providers or authorised recipients may process information outside the European Economic Area, including in the United States. Linearis’s Latvian registration is not an assurance of EU-only hosting or processing.

A restricted international transfer requires a lawful safeguard, such as an adequacy decision, the European Commission’s Standard Contractual Clauses, or an approved framework such as the EU-US Data Privacy Framework, with any necessary additional measures. We will use the mechanism applicable to the recipient and processing activity. You can request information about applicable safeguards from support@clipsubs.com, subject to protecting confidential information.

8. Security and confidentiality

The service provides workspace roles, assignment permissions and shared-link controls. These support access management when configured appropriately. We apply technical and organisational measures appropriate to the processing risk, covering access management, confidentiality, system protection, recovery and incident response. These include row-level access controls in our database, encrypted transport (HTTPS/TLS) and access-scoped storage credentials. Personnel and providers handling information for us are subject to appropriate confidentiality duties.

No system can be guaranteed completely secure. If a personal-data breach occurs, Linearis will perform the notifications required for its role and assist the relevant customer where it acts as processor. A processor must notify its customer without undue delay after becoming aware of a breach; the controller separately assesses notifications to authorities and individuals.

9. Retention and deletion

Videos are automatically deleted after 30 days. Subtitle versions are retained separately; keeping a subtitle version does not extend the video’s availability. Export the source and delivery material you need for your own records.

For other records, retention is determined by the purpose of the information and our legal and contractual obligations. Audio, subtitles and termbases are retained for the requested project and agreed service; account and collaboration records for administering access and the customer relationship; support records for resolving enquiries; and any security records for proportionate investigation and protection. Project data is deleted when you delete the project or close your account; account data is deleted or anonymised within a reasonable period after closure. Billing records are retained for the period required by applicable accounting and tax law. We restrict records kept to meet a legal obligation or establish or defend a claim and delete or anonymise them when the relevant purpose and retention obligation end.

Customer project data is returned or deleted after the end of processing in accordance with the applicable data-processing agreement and legal requirements. Backup copies remain protected and restricted until they are overwritten or deleted in the applicable backup lifecycle. We do not promise immediate deletion from every backup or indefinite subtitle storage. Requests may require identity checks and coordination with the organisation controlling the project.

10. AI processing and training

The actions you request may involve sending relevant media, text and instructions to an external AI provider. Those providers may process the information only within the applicable instructions, contractual terms and legal requirements. Contact us at support@clipsubs.com for information about the providers relevant to your requested function.

Customer content is not used to train the platform’s own AI models. We instruct our subprocessors not to use your content to train AI models beyond what is strictly needed to deliver your request. This statement does not establish every external provider’s training or retention practice. Any additional purpose must have an appropriate lawful basis and any required customer authorisation. AI-generated transcripts, translations, timing and voiceover require human review before use. Where applicable, your GDPR rights include safeguards concerning solely automated decisions that produce legal or similarly significant effects, including human intervention and contesting a decision.

11. Customer references and marketing

Use of a business name or logo in Clipsubs or Linearis marketing requires an approved customer-reference permission under the relevant order or separate written approval. An earlier Linearis purchase alone does not authorise new publicity. Customer media, client brands and testimonials are not automatically included.

Where a reference identifies a person, such as a sole trader or a named testimonial author, an appropriate personal-data basis is also required. People may object to use of their personal data for direct marketing at any time. Where consent is the basis, it can be withdrawn without affecting processing that was lawful before withdrawal.

12. Cookies and optional communications

See the Cookie Policy for information about cookies, similar technologies and your choices. Where optional technologies require consent, we request a choice before they are used. You can refuse optional categories and, where a cookie settings control is shown, change or withdraw your choice through it.

Service, billing and security messages are needed to administer the service and are separate from optional promotional messages. Where you receive direct marketing from us, you can object or withdraw consent at any time using the unsubscribe option provided or by emailing support@clipsubs.com. This does not stop essential account or security messages.

13. Your rights and how to request them

Subject to applicable conditions, you may request access, correction, erasure, restriction or portability of personal data, and may object to processing based on legitimate interests. You may withdraw consent where it is relied on. These rights do not require us to erase records we must lawfully keep.

You can permanently delete your account from Account settings; if you own a workspace with other members, transfer ownership first. Email support@clipsubs.com to start a privacy request. Provide enough detail to locate the information; we may seek proportionate evidence of identity. Requests under the GDPR are generally answered within one month, with any lawful extension and its reason explained within that first month.

For information in a project controlled by another organisation, contact that organisation. Where we act as processor, we will route a request and assist under the applicable agreement rather than decide the customer’s lawful basis for it. You may complain to Latvia’s Data State Inspectorate (Datu valsts inspekcija, www.dvi.gov.lv) or another competent supervisory authority, and exercise available judicial remedies.

14. Children

The service is not directed to children under 18 and we do not knowingly collect their data; contact us if you believe a child has provided data.

15. Updates to this policy

The last-updated date identifies the latest revision of this policy. We will explain material changes through an appropriate service or account communication. Where a new purpose requires notice or consent, we will provide that information and obtain any required consent before the new processing begins.

For questions about this policy or your information, contact us at support@clipsubs.com.