Privacy Policy

Last updated: January 2025

This Privacy Policy explains how PodHerd ("Service", "we", "us", or "our") collects, uses, stores, and protects your personal data. We are committed to protecting your privacy and complying with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

PodHerd is the data controller responsible for your personal data. If you have questions about this policy or your data, contact us at:

Email: [gdpr@podherd.com]

2. Information We Collect

Information you provide

• Account information: Name, email address, password, and billing details when you register or subscribe
• Payment information: Processed securely through our payment provider; we do not store full card details
• Content you upload: Podcast episodes, audio files, video files, and any metadata you provide
• Communications: Messages you send us via email or support channels

Information generated through your use

• Transcripts and clips: Text and video content generated from your uploaded media
• Usage data: Features used, clips created, searches performed, and time spent on the platform
• Technical data: IP address, browser type, device information, and operating system

Information from third parties

• RSS feed data: Podcast metadata, episode information, and media URLs from feeds you connect
• Authentication providers: If you sign in via a third-party service, we receive basic profile information as permitted by that service

3. How We Use Your Information

We process your personal data for the following purposes:

Purpose	Legal Basis
Providing and operating the Service	Performance of contract
Processing payments and managing subscriptions	Performance of contract
Transcribing audio and generating clips	Performance of contract
Sending service-related communications	Performance of contract
Responding to support requests	Performance of contract
Improving and developing the Service	Legitimate interests
Analysing usage patterns and performance	Legitimate interests
Preventing fraud and ensuring security	Legitimate interests
Complying with legal obligations	Legal obligation
Marketing communications (with consent)	Consent

4. Data Sharing

We do not sell your personal data. We may share your information with:

• Service providers: Third parties who help us operate the Service, including cloud hosting, payment processing, and analytics providers. These providers are contractually bound to protect your data.
• Legal requirements: When required by law, court order, or governmental authority, or to protect our rights, safety, or property.
• Business transfers: In connection with a merger, acquisition, or sale of assets, your data may be transferred to the successor entity.

We do not share your uploaded content or generated transcripts with third parties except as necessary to provide the Service to you.

5. Data Storage and Security

Your data is stored on secure servers provided by reputable cloud infrastructure providers. We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security assessments.

While we take reasonable precautions, no method of transmission or storage is completely secure. We cannot guarantee absolute security of your data.

6. Data Retention

We retain your personal data for as long as necessary to provide the Service and fulfil the purposes described in this policy:

• Account data: Retained while your account is active and for a reasonable period afterward for legal and business purposes
• Uploaded content and transcripts: Retained while your subscription is active; deleted within 30 days of account termination unless you request earlier deletion
• Usage and technical data: Retained in anonymised or aggregated form for analytics purposes
• Payment records: Retained as required by tax and accounting regulations

7. Your Rights

Under UK data protection law, you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Request correction of inaccurate or incomplete data
• Erasure: Request deletion of your data in certain circumstances
• Restriction: Request that we limit processing of your data
• Portability: Request your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests or for direct marketing
• Withdraw consent: Where processing is based on consent, withdraw it at any time

To exercise these rights, contact us using the details above. We will respond within one month, or inform you if we need additional time.

If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

8. Cookies and Tracking

We use cookies and similar technologies to operate the Service, remember your preferences, and analyse usage. Essential cookies are required for the Service to function. Analytics cookies help us understand how you use PodHerd.

You can manage cookie preferences through your browser settings. Disabling certain cookies may affect Service functionality.

9. International Transfers

Your data may be processed by service providers located outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the relevant authorities, to protect your data in accordance with UK data protection law.

10. Children's Privacy

PodHerd is not intended for users under 18 years of age. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us and we will delete it.

11. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal data.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Service. The "Last updated" date at the top indicates when the policy was last revised.

Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

For questions, concerns, or to exercise your data rights, please contact us at:

Email: [info@podherd.com]

Terms of Service

Last updated: January 2025

These Terms of Service ("Terms") govern your use of PodHerd ("Service", "we", "us", or "our"), a podcast transcription and clip generation platform. By accessing or using PodHerd, you agree to be bound by these Terms.

1. Description of Service

PodHerd provides:

• Automated transcription of podcast episodes
• Searchable transcript archives
• Video clip generation from transcript segments
• RSS feed ingestion and episode management
• Speaker identification and diarization
• Shareable clip creation for social media

2. Account Registration

To use PodHerd, you must create an account and provide accurate, complete information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.

You must be at least 18 years old to create an account and use the Service.

3. Subscription Plans and Payment

PodHerd offers tiered subscription plans with varying features, storage limits, and processing capabilities. By selecting a paid plan, you agree to pay the applicable fees as described at the time of purchase.

Subscriptions renew automatically unless cancelled before the renewal date. You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period.

We reserve the right to modify pricing with 30 days' notice. Continued use after a price change constitutes acceptance of the new pricing.

4. Acceptable Use

You agree not to:

• Upload content you do not have the right to use or distribute
• Use the Service to infringe any third party's intellectual property rights
• Attempt to reverse engineer, decompile, or extract source code from the Service
• Use automated scripts or bots to access the Service beyond normal API usage
• Resell, sublicense, or redistribute access to the Service without authorisation
• Upload content that is illegal, defamatory, or violates any applicable law
• Interfere with or disrupt the integrity or performance of the Service
• Attempt to gain unauthorised access to any part of the Service

5. Your Content

"Your Content" means any podcast episodes, audio files, video files, transcripts, clips, or other materials you upload, create, or generate using the Service.

You retain ownership of Your Content. By using PodHerd, you grant us a limited licence to process, store, and display Your Content solely to provide the Service to you.

You represent and warrant that you have all necessary rights to Your Content and that its use through our Service does not violate any third party's rights, including copyright.

6. Intellectual Property

The Service, including its design, features, code, and documentation, is owned by PodHerd and protected by intellectual property laws. These Terms do not grant you any rights to our trademarks, logos, or branding.

Transcripts and clips generated from Your Content remain your property, subject to any rights held by the original content creators.

7. Third-Party Content and Services

PodHerd ingests podcast content via RSS feeds. We do not claim ownership of third-party podcast content and are not responsible for its accuracy, legality, or appropriateness.

If you are a podcast creator and believe your content is being used without authorisation, please contact us at the address below.

8. Service Availability and Modifications

We strive to maintain reliable service but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control.

We reserve the right to modify, suspend, or discontinue any part of the Service at any time. We will provide reasonable notice of significant changes where practicable.

9. Data Retention and Deletion

Your Content is retained for the duration of your subscription. Upon cancellation or termination, Your Content may be deleted after a reasonable retention period, typically 30 days.

You may request deletion of your account and associated data at any time by contacting us.

10. Limitation of Liability

To the maximum extent permitted by law, PodHerd shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of profits, data, or business opportunities, arising from your use of the Service.

Our total liability for any claim arising from these Terms or the Service shall not exceed the amount you paid us in the 12 months preceding the claim.

Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud, or any other liability that cannot be excluded by law.

11. Indemnification

You agree to indemnify and hold harmless PodHerd and its officers, employees, and agents from any claims, damages, losses, or expenses (including legal fees) arising from your use of the Service, your violation of these Terms, or your infringement of any third party's rights.

12. Termination

We may suspend or terminate your access to the Service if you violate these Terms or engage in conduct that we reasonably believe is harmful to the Service or other users.

Upon termination, your right to use the Service ceases immediately. Provisions that by their nature should survive termination will survive, including intellectual property, limitation of liability, and indemnification.

13. Governing Law and Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or the Service shall be subject to the exclusive jurisdiction of the courts of England and Wales.

14. Changes to These Terms

We may update these Terms from time to time. We will notify you of material changes by email or through the Service. Your continued use after changes take effect constitutes acceptance of the updated Terms.

15. Contact Us

If you have questions about these Terms, please contact us at:

Email: [info@podherd.com]