Privacy policy

Transcode Inc., 4510 rue Cartier, Suite 201, Montréal, Québec H2H 1W8, Canada.

Person in charge of the protection of personal information: Gabriel·le Tran, Founder. Write to privacy@transcode.works or to the address above. For anything else: contact@transcode.works.

• Our websites, transcode.works and clipcoord.com.
• ClipCoord, its desktop application and its dashboard.
• The Transcode account, used to sign in to our applications.
• Our applications and cloud services in pre-release.

Pre-release applications

Some applications are available only to people we invite to test them. Testers receive a supplement describing what that application collects. The supplement is part of this policy and, where it is more specific, applies to that application.

From you

When you write to us, join the ClipCoord waitlist, create a Transcode account, invite someone or pay for something.

Automatically

The technical details of each web request, such as your IP address; the cookies described below; and crash reports or usage events, if you turned them on.

From other people

When someone invites you to a project or organization, we receive the email address they entered for you.

clipcoord.com uses your IP address to determine your country, only to decide whether to ask for your consent to analytics. The country is not stored. We use no other technology to identify, locate or profile you.

• We do not sell personal information or share it for advertising.
• We do not use your personal information or your work to train artificial intelligence models.
• We do not send marketing you did not ask for.
• If we ever make a decision about you based exclusively on automated processing, we will tell you when we make it, explain on request what information and factors it relied on, and have a person at Transcode review it if you ask.

Legal basis

In the European Economic Area and the United Kingdom, the law requires a legal basis for each use of personal information. Ours are:

Where we rely on a legitimate interest, you can object; see Your rights.

transcode.works

• The site sets no cookies and uses no analytics.
• Your theme choice is stored in your browser's local storage (key "iut") and is not sent to us.
• Cloudflare serves the site. It processes your IP address and request details to deliver pages and block abuse, and hides our email addresses from scrapers.
• Fonts are served from transcode.works itself.
• If you email us, we use your message and address to reply.

clipcoord.com

• Cloudflare serves the site, as for transcode.works.
• The analytics_consent cookie records whether you accepted or declined analytics (one year). The preferred_locale cookie records your language.
• If you accept analytics, PostHog records page views and the approximate referring site. It does not record sessions, track you across sites or link events to your name or email address. The "Manage cookies" button lets you change your choice.
• The waitlist uses Clerk. We use your email address for early access, service notices and replies.

ClipCoord saves your projects, takes, audio, video and motion data to the disks you choose. It does not upload them, and they are never included in diagnostics.

Diagnostics

On first launch, ClipCoord asks whether you want to share diagnostics. Nothing is sent until you answer. If what we collect changes, it asks again. You can turn diagnostics off at any time in Settings → Privacy, and sending stops immediately. If you turn them on:

• crash and error reports go to Sentry, with the operating system and application versions and performance measurements, such as how long a recording takes to start;
• usage events from a fixed list (for example, "app opened") go to PostHog, with the application version, operating system and your plan, with no automatic capture or screen recording;
• once you sign in, both are linked to an opaque account ID, never to your name or email address.

Before sending, ClipCoord removes your home folder path (which contains your username), the paths of the open project's files and media, the names of other drives, and anything that looks like an email address.

Account

Sign-in goes through Clerk. We keep your account identity and plan to provide the service, process payments, send technical notices and reply to you.

The Transcode account is how you sign in to our applications. Clerk runs it: you sign in with a code sent by email or with a passkey. Clerk holds the credentials and sends the sign-in emails. We keep:

• your email address and, if you gave one, your display name;
• your Clerk user ID;
• the organizations you belong to, their names and your role.

The account site sets three cookies: your session (30 days), a sign-in in progress (10 minutes) and the organization you are viewing (30 days). Clerk sets its own sign-in cookies, and organization logos load from Clerk.

Payments

Our applications are free during pre-release. Payments go through Polar: your card details go to Polar and its payment processors, not to us. We keep orders and subscriptions.

Security log

We log security events to investigate abuse and breaches and to meet our legal obligations: sign-ins, device and membership changes, key changes, data access, exports and staff actions. Each entry contains identifiers and the IP address of the request, never content or names. No one, including us, can alter or delete an entry before its deletion date. Full entries are kept 90 days; a copy with shortened IP addresses (/24 for IPv4, /48 for IPv6) is kept 12 months. Your account's activity page shows your own events from the last 90 days.

These applications keep your documents on your device. Syncing through our cloud services is optional. Each application's supplement has the details.

Encrypted content

When you sync, the content of your documents and the names of your projects, documents and devices are encrypted on your device before they are sent. Only your devices, and the recovery key or passkey you keep, can open the keys that decrypt them. When we store a key so that your other devices or other members of a project can use it, that copy is encrypted for them, and we cannot open it. We never hold a key that decrypts your content.

As a result, we cannot recover your content if you lose all of your devices, your recovery key and your passkeys.

What we can see

To deliver data to the right devices and run accounts, we store the following unencrypted:

• the identifiers and types of projects, sections and documents, but not their names or content;
• the members of each project, their level, who created it and its groups;
• the email address of people you invite, with the invitation (we do not send invitation emails; you share the link yourself);
• each of your devices' ID, public key, application and platform;
• sizes, dates and storage used;
• organization names and a plain-text billing label;
• the IP address of each request, in the security log.

Other data flows

• Devices on the same local network can sync directly, without our services.
• Some applications can download optional components, such as speech recognition models, from Hugging Face or GitHub, which see your IP address.
• An application's crash reports and usage analytics go to Sentry and PostHog, only if you turn them on. One of our desktop applications sends neither and does not check for updates.
• When the account site or one of our servers has an error, it sends a report to Sentry without IP addresses, cookies, authorization headers or request content.
• Our services post alerts to our team's private chat channel. Alerts contain identifiers, not email addresses, names or content.

What other members see

People you share a project with see its content and that you are a member. Members of a project or organization see each other's membership and role.

These companies collect personal information for us:

These providers store or process information we send them:

We will send the current list of providers to anyone who asks at privacy@transcode.works.

Where your information goes

Some of this information is stored or processed outside Québec and Canada, mainly in the United States, and is subject to the laws there. Each provider receives only what its task requires. Before entrusting personal information to a provider outside Québec, we assess whether it will be adequately protected.

If you are in the European Economic Area or the United Kingdom, your information leaves those regions as soon as we receive it. Canada's privacy laws are recognised as adequate by the European Commission and by the United Kingdom. Our transfers to providers in the United States rely on each provider's data processing agreement, which contains the European Commission's standard contractual clauses, or on its certification under the EU-US Data Privacy Framework.

Requests from authorities

We disclose personal information to authorities only when the law requires it, and only what we hold. For synced content, that is encrypted data. Where the law allows, we tell you first.

When a period ends, the information is deleted. Copies in database backups expire within 31 days after that.

Deleting your account

Email privacy@transcode.works and we will delete your account. Self-serve deletion is not available yet. Deleted information remains in backups for up to 31 days, and in the security log until the dates above.

Encrypted content during pre-release

During pre-release, the storage that holds encrypted content does not allow deletion, including by us, so that a fault or an attack cannot destroy your work. After a project is deleted, its encrypted data remains, and no one, including us, has the keys to read it. We will publish how this data is erased before pre-release ends.

• Synced content is encrypted on your devices; we hold no key that can read it.
• There are no passwords: you sign in with an emailed code or a passkey, through Clerk.
• The security log cannot be altered or deleted before its deletion date.
• Diagnostics are scrubbed on your device before they are sent; error reports from our servers are sent without identifying details.
• Access to personal information is limited to the people whose role requires it.
• To report a vulnerability, write to privacy@transcode.works.

Declining analytics on clipcoord.com

The site works the same; PostHog does not load.

Declining diagnostics in ClipCoord

The application works the same; nothing is sent to Sentry or PostHog.

Not creating a Transcode account

You can use the websites and anything that works without an account. Syncing, organizations and the ClipCoord dashboard are unavailable.

Not syncing

Your documents stay on your device and nothing reaches our services. Devices on the same local network can still sync directly.

Not downloading an optional component

The feature that needs it, such as speech recognition, is unavailable.

Changing your mind

ClipCoord: Settings → Privacy. clipcoord.com: the "Manage cookies" button. Anything else, including an account: privacy@transcode.works.

You can ask us at any time:

• whether we hold personal information about you, and for a copy of it, including in a structured, commonly used technological format;
• to correct information that is inaccurate, incomplete or ambiguous;
• to delete information we no longer need, or that we collected or keep in a way the law does not allow;
• to withdraw your consent;
• which categories of people at Transcode have access to your information, where it is kept and for how long.

If you are in the European Economic Area or the United Kingdom, you can also object to any use based on our legitimate interests, and ask us to restrict the use of your information while we handle your request.

Write to privacy@transcode.works or to our postal address. It is free. We may ask you to confirm your identity before disclosing or changing information, and we ask only for what is needed. We reply in writing within 30 days; if we refuse a request, we explain why and what recourse you have.

• The person in charge of the protection of personal information, named under Who we are, decides what is collected and which providers are used, answers requests and complaints, handles incidents and approves this policy.
• Each person at Transcode has access only to the information their role requires, and that access is removed when the role ends.
• Providers handle personal information only for the tasks we give them, under their service agreements.
• Staff actions on our cloud services are recorded in the security log.
• The periods under How long we keep it are our retention and destruction schedule. We review it when a product or provider changes.
• We keep a register of confidentiality incidents. If an incident presents a risk of serious injury, we notify the people affected and the Commission d'accès à l'information and, where the GDPR applies, the competent supervisory authority within 72 hours.

• Write to privacy@transcode.works or to 4510 rue Cartier, Suite 201, Montréal, Québec H2H 1W8. No form is needed, and it is free.
• We acknowledge your complaint within 5 business days.
• We reply in writing within 30 days, with what we found and what we did.
• We keep a record of each complaint and how it was resolved.

If our answer does not satisfy you, you can complain to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca), or to the authority for your region listed under Where you live.

This policy applies wherever you live. The law that applies, and the authority you can turn to, depend on where you are.

Québec

The Act respecting the protection of personal information in the private sector. The person in charge, the incident register and the Commission d'accès à l'information in this policy are its requirements.

Elsewhere in Canada

The Personal Information Protection and Electronic Documents Act. You can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Alberta and British Columbia, to your provincial commissioner.

European Economic Area and United Kingdom

The General Data Protection Regulation (GDPR) and the UK GDPR. Transcode Inc. is the controller. The legal basis for each use is under What we collect, and your additional rights under Your rights. You can lodge a complaint with the supervisory authority of the country where you live or work, or with the Information Commissioner's Office (ico.org.uk) in the United Kingdom.

Elsewhere

This policy applies as written. If the law where you live gives you rights that are not listed here, write to privacy@transcode.works and we will tell you how to exercise them.

Our products are professional tools and are not directed at children. Information about a child under the age set by the law where they live (14 in Québec, 16 in most of the European Economic Area and 13 in the United Kingdom) may be collected only with the consent of a parent or guardian. We do not knowingly collect it; if we learn that we hold some without that consent, we delete it.

• Before a significant change takes effect, for example if we start collecting or sharing something new, we notify the people affected by email (account holders and waitlist members) and on this page.
• When a change affects what an application collects, the application asks for your consent again.
• Continuing to use a product does not mean you accept a change.
• Earlier versions are available on request at privacy@transcode.works.