Privacy Policy

1. Introduction

Welcome to PodRewind. This Privacy Policy explains how ARCHELAUS LLC ("Company," "we," "us," or "our"), a New York limited liability company, collects, uses, discloses, and protects your personal information when you use our website and services at podrewind.com (the "Service").

By using PodRewind, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

We collect several types of information to provide and improve our Service:

Account Information

When you create an account, we collect your email address, name, and authentication credentials. If you subscribe to a paid plan, we collect billing information through our payment processor. For each purchase we also keep a record of which version of our Terms, Privacy Policy and Refund Policy was shown at checkout.

Podcast Content

When you connect an RSS feed or upload podcast episodes, we collect and process the audio content, metadata (title, description, publication date), and any associated artwork. This content is processed to generate transcripts and enable search functionality.

Publicly Available Podcast Data

We distinguish between private account data and public podcast data. Information fetched from public RSS feeds (including audio files, show notes, and metadata) is treated as publicly available information. We process this data to provide search and archival services. If you are a podcaster and wish to remove your public feed from our index, please contact us.

Usage Data

We automatically collect information about how you interact with our Service, including pages visited, features used, search queries, timestamps, and referring URLs.

Device and Technical Information

We collect information about your device, including IP address, browser type, operating system, and device identifiers. This helps us provide a secure and optimized experience.

Error Monitoring and Session Replay

We collect diagnostic data about errors, crashes, and request failures to keep the Service reliable. We also use session replay tooling to reproduce and debug issues. Session replay may capture page interactions (for example, clicks, scrolling, navigation, and visible on-screen content) associated with your use of the Service.

Cookies and Similar Technologies

We use essential cookies for authentication and session management. We do not use third-party advertising or tracking cookies. You can control cookie preferences through your browser settings, though disabling cookies may affect your ability to use certain features.

Referral Program Data

When you participate in our Referral Program, we collect:

• From Referrers: Your unique referral code, number of successful referrals, and referral credit balance
• From Referred Users: The referral code you used (from URL parameter or cookie), signup date, and payment status

Referral Tracking Cookie

When you click a referral link shared by another user, we place a first-party cookie to track the referral for attribution purposes. Cookie name: referral_code. Duration: 30 days. Purpose: attribute your signup to the referrer so they receive credit. Data stored: referral code only (alphanumeric identifier). This cookie is not shared with third parties. You can decline this cookie through your browser settings, but the referrer will not receive credit for your signup.

Landing Attribution Cookie

When you first visit a public page of podrewind.com while signed out (not a claim or invitation link, the signed-in app, or a podcast wiki), we place a first-party cookie to record how you found us. Cookie name: pr_ft. Duration: 90 days. Data stored: the path of that first page (without its query string, and with any part that looks like an email address, phone number or access token removed), the domain of the site that referred you, any utm_source, utm_medium and utm_campaign values in that link (a value that looks like an email address, phone number or access token is dropped), whether the link carried an advertising click identifier (not the identifier itself), and the time of that visit. It does not store your IP address or browser details. If you create an account, these values are saved once with your account so we can see which pages lead to signups and paid plans. While you are signed in, a second cookie, pr_ft_done, records that this check was done for your account (it holds a one-way hash of your account id, nothing else) so later visits skip it. It lasts 7 days once the values are saved, and 1 hour when there is nothing to save yet or when that check fails, so the check is retried. If saving fails when you claim a podcast, accept an invitation or ask to join a team, the cookie is removed straight away so the next page you open retries. These cookies are not shared with third parties.

Product Usage Events

We record which product screens and upgrade steps are used (for example opening a transcript, seeing an upgrade prompt, viewing the pricing page or moving through sign-up), first-party in our own database, to improve PodRewind. While you are signed in, these records are linked to your account. If you are not signed in, we record only pricing page views and sign-up steps, linked to a random identifier in a first-party cookie. Cookie name: pa_anon_id. Duration: 1 year. We also use this identifier to run our own page tests. These records never include transcript content, search terms, email addresses or titles, and they are not shared with third parties.

Outreach and Contact Data

For our sales and outreach workflows, we may process podcast-related contact information such as publicly available website forms, public business contact details, form field structure, outreach attempt logs, and message delivery outcomes. We may also generate and process claim links connected to those outreach campaigns.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain our Service, including transcribing your podcast episodes and enabling search functionality
• To identify speakers in your podcast content using AI-powered analysis
• To process your subscription and billing
• To communicate with you about your account, updates, and support requests
• To improve and optimize our Service based on usage patterns
• To detect, prevent, and address technical issues and security threats
• To comply with legal obligations
• To publish and operate public wiki pages when you enable wiki publishing features
• To verify and manage custom domains you connect to your public wiki
• To track and attribute referrals, issue reward credits, detect referral fraud, and comply with tax reporting obligations (if applicable)
• To operate outreach workflows, including contact discovery, message generation, delivery tracking, and abuse prevention

4. AI and Automated Processing

PodRewind uses artificial intelligence and machine learning technologies to provide core features of our Service:

• Transcription: Your audio content is processed by AI systems to generate text transcripts of your podcast episodes.
• Speaker Identification: Transcription splits each episode into turns by speaker, and AI names the speakers from the transcript and show notes.
• Search and Discovery: AI-powered semantic search helps you find relevant content across your podcast archive.
• Content Generation: We use AI models to help generate outputs like show notes, social drafts, and related content.
• Outreach Message Generation: We may use AI systems to draft and optimize outreach message variants.

These AI processes are automated and do not involve human review of your content unless you specifically request support assistance. The AI-generated outputs (transcripts, speaker labels) are stored in association with your account and are subject to the same data protection measures as your original content.

AI Model Training: We value your intellectual property. PodRewind does not use your audio content, transcripts, or speaker labels to train, fine-tune, or improve artificial intelligence models. Your data is isolated and used strictly to generate outputs for your account. Third-party providers process your content under their own terms (see Section 5).

Biometric data (voiceprints)

We keep a voiceprint only for a show's hosts. A voiceprint is a set of numbers made from a host's voice that lets us recognize that host in new episodes of the same show. We never store a voiceprint for a guest.

How it works: When we process an episode, our transcription services (AssemblyAI and Modal) analyze the voices in that episode to split it into turns by speaker. Speaker names come from the transcript and the show's own information. Each named speaker is marked as a host or a guest, automatically or by you in the speaker editor. For speakers marked as hosts, Modal computes the voiceprint for us and we store it in your account. A guest's voice is analyzed only within that one episode, and we keep only the resulting speaker turns.

Consent: The account holder agrees to this in our Terms of Service (Section 7A), for their own voice, and confirms that any other host of the show has agreed. When an account is created, we record the versions of the Terms of Service and this Privacy Policy shown at signup, and the time.

Use: A host's voiceprint is used only to recognize that host in that show, inside your account. We compare it only with speakers in the same show. We do not sell or rent voiceprints. Modal computes them and our database provider (Supabase) stores them, both only on our behalf. We do not use voiceprints for any other customer, for outreach, or to train any model.

Retention and deletion: We keep a host's voiceprint while the show is in your account. We delete it when the speaker is marked as a guest; within 30 days after the show or the account is deleted, or after consent is withdrawn; and in any case no later than 3 years after the last episode in which we processed that host's voice. To withdraw consent or ask us to delete voiceprints, email help@podrewind.com. Questions about biometric data go to the same address.

5. Third-Party Services

We use trusted third-party services to provide our Service. These providers have access to your information only to perform specific tasks on our behalf and are obligated to protect your data:

• AssemblyAI: Provides speech-to-text transcription services. Your audio content is processed according to their privacy policy.
• Google Gemini: Powers speaker identification and AI analysis features. Content is processed according to Google's privacy policies.
• OpenAI: Processes transcripts and episode text to write episode summaries, detect ad segments, help identify speakers, answer chat questions about your archive, and plan and illustrate video clips.
• Anthropic (Claude): Processes transcript excerpts to plan video clips, and may draft outreach messages.
• xAI (Grok): Powers selected AI generation and analysis features, including outreach message generation.
• Modal: Runs our audio transcription and video rendering, and computes host voiceprints (see Biometric data in Section 4). Your episode audio and transcripts are processed on Modal's infrastructure.
• fal: Generates images for video clips from text descriptions based on your episode.
• Postmark: Sends account, billing and product email. It receives your email address, name and the content of those emails.
• Stripe: Provides payment processing, subscription billing, checkout, and refund operations.
• Supabase: Provides database hosting, authentication, and file storage services for your account data and content.
• Vercel: Hosts our web application and handles content delivery.
• Sentry: Provides error monitoring and session replay tools used for debugging and reliability improvements.

We recommend reviewing the privacy policies of these third-party providers to understand how they handle your data.

6. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

• Service Providers: With third-party vendors who assist in providing our Service (as described in Section 5).
• Legal Requirements: When required by law, subpoena, or other legal process, or to protect our rights, privacy, safety, or property.
• Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred as a business asset.
• With Your Consent: When you explicitly authorize us to share information with third parties.
• Public Wiki Content: Content you choose to publish to your public wiki (including episode pages, posts, and related metadata) is publicly accessible and may be indexed by search engines.

7. Data Retention

We retain your personal information and podcast content for as long as your account is active or as needed to provide you with our Service. If you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain certain information for legal, accounting, or legitimate business purposes. Database backups may persist for up to 7 days before complete deletion.

Generated video clips from Content Studio, and their thumbnails, are deleted from storage after 90 days by a daily job that retries any deletion that fails. You can regenerate clips as needed.

Referral Program Data: Referral cookies are automatically deleted after 30 days. Referral attribution data is retained while both accounts remain active. Credit transaction history is retained for 7 years for tax and accounting purposes. Fraud investigation records are retained for 7 years or as required by law.

Outreach and Diagnostic Data: Outreach campaign records, contact-discovery records, error telemetry, and replay diagnostics are retained for as long as needed to operate, secure, and improve the Service, and may be retained longer when required for legal, accounting, or dispute-resolution purposes.

8. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request that we correct inaccurate or incomplete information.
• Deletion: Request that we delete your personal information, subject to certain exceptions.
• Portability: Request a copy of your data in a portable, machine-readable format.
• Opt-Out: Opt out of certain data processing activities.

U.S. State Privacy Rights

Residents of certain U.S. states (including but not limited to California, Virginia, Colorado, Connecticut, and Utah) may have additional rights regarding their personal information. These rights may include the right to:

• Know what personal information is collected and processed
• Request deletion of personal information
• Correct inaccuracies in their personal information
• Opt-out of the sale or sharing of personal information
• Opt-out of profiling or automated decision-making that produces legal or similarly significant effects
• Non-discrimination for exercising these rights

We do not sell your personal information. To exercise any of these rights, please contact us at help@podrewind.com.

We honor the Global Privacy Control (GPC) signal when your browser sends it, as a request to opt out of the sale or sharing of your personal information. PodRewind runs no advertising tags and sends no data to ad platforms, so there is nothing for the signal to switch off and the site works the same either way.

9. International Users

PodRewind is operated from the United States. If you are accessing our Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located and our central database is operated. By using our Service, you consent to the transfer of your information to the United States. We take appropriate measures to ensure that your personal information receives an adequate level of protection in the jurisdictions in which we process it.

10. Data Security

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption of data in transit and at rest, row-level security policies in our database, secure authentication protocols, and regular security assessments. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

If a breach affects your private information and you live in New York, we will notify you as New York General Business Law § 899-aa (the SHIELD Act) requires — in the most expedient time possible and without unreasonable delay, and no later than 30 days after the breach is discovered, unless a law-enforcement agency determines that notice would impede a criminal investigation. Wherever you live, we will also notify you as other state and federal breach-notification law requires.

11. Children's Privacy

Our Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe that your child has provided us with personal information, please contact us immediately at help@podrewind.com. If we become aware that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to remove that information from our servers.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. For significant changes, we may also send you an email notification. Your continued use of the Service after any changes constitutes your acceptance of the new Privacy Policy.

Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at: