Privacy Policy

Last Updated: 14 October 2026

Editing Machine LLC ("Editing Machine", "Company", "we", "us", or "our") respects your privacy and is committed to protecting personal information entrusted to us.

This Privacy Policy explains how we collect, use, store, process, disclose, and protect personal information when you visit editingmachine.com, access our applications, use our media production services, interact with our AI agents, or otherwise engage with Editing Machine (collectively, the "Services").

It also explains the privacy rights that may be available to you and how to exercise them.

Editing Machine LLC is organised under the laws of Delaware, United States.

For privacy enquiries, you can contact us at hello@editingmachine.com.

1. Scope of This Policy

This Privacy Policy applies to personal information processed in connection with:

• The Editing Machine website.
• Customer accounts and workspaces.
• Free planning and production preparation tools.
• Managed video production services.
• Smart Cloud storage and media processing.
• Brand Intelligence and Media Graph functionality.
• The Director and other AI-assisted features.
• Customer support and communications.
• Subscriptions, billing, and account management.
• Supported integrations and additional services.

This Policy applies where Editing Machine determines how and why personal information is processed.

Where we process personal information on behalf of a business customer under that customer's instructions, the customer may act as the data controller and Editing Machine as a data processor, as explained below.

Different privacy laws may apply depending on your location and the nature of the processing.

2. Our Role in Processing Personal Information

Editing Machine may process personal information in different capacities.

When Editing Machine acts as a controller

We generally determine the purposes and means of processing personal information associated with our own business operations, including:

• Customer account registration.
• Subscription management.
• Billing and payments.
• Customer support.
• Website operations.
• Platform security.
• Service communications.
• Applicable marketing activities.
• Business administration and legal compliance.

For these activities, Editing Machine generally acts as a data controller or equivalent responsible business under applicable privacy law.

When Editing Machine acts as a processor

Business customers may upload or otherwise provide media and information containing personal data about their employees, clients, audiences, or other individuals.

Where a business customer determines the purposes and means of that processing, Editing Machine may act as a data processor or service provider operating on the customer's behalf.

In those circumstances, the business customer is generally responsible for ensuring that it has the necessary legal basis, notices, and permissions to process the personal information.

Editing Machine processes that information according to the applicable customer agreement, documented instructions, and relevant legal requirements.

Where required, a separate Data Processing Agreement governs the processing relationship.

If you appear in content provided to us by an Editing Machine customer and wish to exercise privacy rights concerning that content, the relevant customer may be the appropriate first point of contact. We will assist with requests as required by applicable law and contractual obligations.

3. Information We Collect

The information we process depends on how you use Editing Machine.

Account and business information

When you register, subscribe, or communicate with us, we may collect:

• Name.
• Email address.
• Business or organisation name.
• Contact information.
• Account identifiers.
• Workspace membership and permissions.
• Subscription information.
• Billing address and related details.
• Customer support communications.
• Account preferences.

Some information is required to establish and administer an account. Other information may be optional.

Payment and transaction information

When you purchase subscriptions, Production Credits, or other services, we and our payment providers may process:

• Billing details.
• Transaction identifiers.
• Subscription status.
• Payment status.
• Purchase history.
• Invoices and payment records.
• Applicable tax information.

Payment card information may be collected directly by authorised payment processors.

We do not require customers to provide full payment card details through ordinary production conversations.

Uploaded media and customer content

Customers may provide:

• Video recordings.
• Audio recordings.
• Photographs and images.
• Scripts and written material.
• Product or business information.
• Brand assets.
• Project instructions.
• Other media and creative resources.

These materials may contain personal information about identifiable individuals, including their image, voice, name, statements, location, or other characteristics.

They may also contain confidential business information.

Customers should only provide materials they are authorised to use and process.

Media metadata and derived information

To provide supported production functionality, Editing Machine may generate or process information derived from uploaded media.

Depending on the features enabled, this may include:

• Transcripts and captions.
• Speech timing information.
• Scene and shot descriptions.
• Media characteristics.
• Identified topics and keywords.
• Visual classifications.
• File metadata.
• Searchable media references.
• Relationships between source media and finished productions.
• Information used to organise and retrieve relevant assets.

These operations may help customers organise media and prepare productions.

Brand Intelligence and production information

Editing Machine may process information that customers provide or approve concerning their brands and content operations.

This may include:

• Brand identity.
• Target audiences.
• Communication preferences.
• Creative guidelines.
• Content strategies.
• Approved examples.
• Production briefs.
• Project history.
• Creative feedback.
• Production preferences.

This information may be used to improve consistency and continuity within the customer's authorised workspace.

AI conversations and instructions

When you interact with the Director or other AI-powered features, we may process:

• Messages and instructions.
• Relevant conversation history.
• Project references.
• Files or information supplied during the interaction.
• Tool requests and results.
• Relevant account and workspace context.
• Operational records necessary to execute authorised requests.

This information may be used to respond to requests, coordinate supported actions, maintain appropriate context, and provide the Services.

Technical and usage information

When you access the Platform, we may automatically collect:

• Internet Protocol (IP) address.
• Browser and device information.
• Operating system.
• Pages and features accessed.
• Session information.
• Login and authentication activity.
• Timestamps.
• Error and diagnostic information.
• Usage logs.
• Approximate location inferred from technical information.

This information supports security, reliability, troubleshooting, and service improvement.

Communications and support records

If you contact us, we may retain your messages and relevant account information to respond to your enquiry and maintain a record of the support provided.

4. Facial, Voice and Other Identifiable Media Information

Video and audio files can contain information capable of identifying individuals.

Editing Machine may use automated media analysis to identify relevant scenes, speakers, faces, or other features where supported and appropriate for the requested service.

Such processing may help organise recordings, locate relevant footage, maintain production consistency, or prepare content.

The presence of an identifiable person in a video does not automatically mean that Editing Machine is using biometric identification technology.

However, features designed to identify or match individuals using biometric characteristics may be subject to additional legal requirements.

Editing Machine will not treat the customer's right to upload media as automatic permission to use identifiable individuals for unrelated purposes.

Customers are responsible for obtaining appropriate permissions and providing any required notices for content they submit.

5. How We Use Personal Information

We process personal information for the following purposes where appropriate and legally permitted.

Providing the Services

To create accounts, maintain workspaces, store and process media, manage projects, produce deliverables, and provide supported features.

Operating AI and automated workflows

To analyse relevant information, respond to customer instructions, support production decisions, and perform authorised automated operations.

Managing subscriptions and payments

To administer subscriptions, Production Credits, purchases, invoices, and billing records.

Supporting customers

To respond to enquiries, resolve technical issues, address complaints, and provide information about the Services.

Maintaining security

To protect accounts, detect unauthorised access, investigate suspected misuse, prevent fraud, and maintain service integrity.

Improving the Platform

To diagnose errors, evaluate reliability, measure service performance, and develop improvements using information we are authorised to process for those purposes.

Communicating service information

To provide important notices about accounts, subscriptions, production activity, security, or service changes.

Marketing and business communications

To send marketing communications where permitted by applicable law.

You may opt out of marketing communications using the available unsubscribe mechanism or by contacting us.

Operational and security communications may still be necessary for the Services.

Legal compliance

To comply with applicable laws, respond to lawful requests, enforce agreements, and protect legitimate legal interests.

We do not treat access to customer media as permission for unrestricted commercial exploitation of its contents.

6. Legal Bases for Processing

Where the European Union General Data Protection Regulation (EU GDPR), United Kingdom General Data Protection Regulation (UK GDPR), or similar legislation applies, we rely on an appropriate lawful basis for processing.

Depending on the particular activity, these may include:

Performance of a contract: Where processing is necessary to provide an account or service to the individual with whom we have a contract.

Legitimate interests: Where processing is necessary for legitimate business purposes, such as maintaining platform security, preventing fraud, providing appropriate customer support, and improving service reliability, provided those interests are not overridden by the rights and interests of affected individuals.

Legal obligations: Where information must be processed or retained to comply with applicable law.

Consent: Where consent is required for particular activities, such as certain optional cookies, marketing communications, or other processing that depends on consent.

Where a customer controls personal information contained in uploaded media, the customer is generally responsible for establishing the applicable lawful basis for that processing.

Editing Machine may process the information on the customer's behalf under a relevant Data Processing Agreement.

Processing of special categories of personal data requires an additional legal condition where applicable.

If we rely on consent, you may withdraw it at any time through the relevant control or by contacting us. Withdrawal does not affect the lawfulness of processing completed before withdrawal.

We assess the applicable legal basis according to the specific processing purpose rather than assuming that a single basis covers every activity.

7. AI Processing and External AI Providers

Editing Machine uses artificial intelligence and automated production technologies to provide supported features.

Customer information may be processed by AI systems in connection with authorised production requests.

These operations may include analysis, transcription, media organisation, content planning, creative assistance, and audiovisual production.

External processing

Some AI operations may be performed using authorised third-party technology providers.

Where customer information is transmitted to such providers, we aim to limit the information to what is necessary for the relevant service and apply appropriate contractual and technical safeguards.

AI limitations

AI-generated classifications, transcripts, recommendations, and other outputs may contain errors.

Customers should review important factual statements and other material requiring their own subject-matter knowledge.

The use of AI to assist media production does not automatically mean that decisions producing legal or similarly significant effects about individuals are made solely by automated systems.

Where applicable law requires additional safeguards or disclosures for significant automated decision-making, those requirements will be followed.

8. Human Production Specialists and Authorised Access

Editing Machine combines automated systems with specialist human expertise where necessary.

Authorised personnel and service providers may access customer projects, media, or related information when reasonably necessary to:

• Fulfil approved production requests.
• Perform editing or specialist production work.
• Conduct quality assurance.
• Resolve technical problems.
• Provide customer support.
• Investigate security or service incidents.
• Carry out other authorised service responsibilities.

Access should be limited according to operational responsibilities and appropriate confidentiality requirements.

Customer files are not automatically public or available to unrelated users.

Human production resources may be located in different countries.

Where personal information is accessed or processed internationally, applicable transfer and data protection requirements must be addressed.

9. Sharing Information With Service Providers

We may disclose information to authorised service providers that support the operation of Editing Machine.

Depending on the Services used, these may include providers of:

• Cloud hosting and storage.
• Media processing and encoding.
• Transcription and speech processing.
• AI inference and automation.
• Database and application infrastructure.
• Payment processing.
• Customer support and communications.
• Email delivery.
• Authentication and security.
• Analytics and diagnostics.
• Professional production services.
• Other integrations requested or authorised by customers.

These providers may process relevant information on our behalf or act as independent controllers where applicable.

We seek to use appropriate contractual arrangements and access controls based on the nature of the processing.

External publishing and integrations

If you authorise an integration with a third-party service, relevant information may be transferred to that service to perform your requested action.

The receiving service may have its own privacy policy and terms.

Connecting an external account does not automatically authorise Editing Machine to publish content or transfer information beyond the permissions granted.

Legal and corporate disclosures

We may disclose information where required by law, valid legal process, or an applicable regulatory obligation.

Information may also be disclosed in connection with a legitimate merger, acquisition, restructuring, or business transfer, subject to applicable privacy protections.

Supplier confidentiality

Details of private commercial supplier agreements are not made public merely because a supplier processes information on our behalf.

However, we will provide information concerning relevant processing recipients, subprocessors, and international transfers where required by applicable law or contractual obligations.

10. International Data Transfers

Editing Machine operates internationally and may use service providers or authorised production resources located in different jurisdictions.

Personal information may therefore be processed outside the country in which it was originally collected.

This may include processing or access in the United States and other countries where authorised service providers or personnel operate.

Where EU, UK, or other applicable data protection laws restrict international transfers, we will use an appropriate legal transfer mechanism.

Depending on the circumstances, this may involve adequacy decisions, approved contractual safeguards, or another legally permitted mechanism.

Where legally required, we will provide additional information about applicable international transfers on request.

11. Cookies and Similar Technologies

Editing Machine may use cookies and similar technologies to operate its website and applications.

These technologies may support:

• Authentication and secure sessions.
• Account preferences.
• Platform functionality.
• Security and fraud prevention.
• Performance monitoring.
• Website analytics.
• Marketing and advertising, where implemented and permitted.

Essential technologies

Some cookies or similar technologies may be necessary to provide requested services or maintain security.

Optional technologies

Other technologies, such as certain analytics or marketing tools, may require consent or another applicable legal basis.

Where legally required, we will provide appropriate choices before using non-essential technologies.

You may manage available preferences through the relevant cookie controls or browser settings.

Disabling certain technologies may affect platform functionality.

12. Data Retention

We retain personal information for periods appropriate to the purposes for which it is processed, subject to applicable legal requirements and customer agreements.

Different categories of data may have different retention rules.

Account information

Account and workspace information may be retained while the account remains active and for an appropriate period following closure where necessary for administration, legal obligations, dispute resolution, or security.

Uploaded media

Media stored in Smart Cloud is subject to applicable customer storage settings, plan entitlements, retention rules, and authorised deletion requests.

Customers may be able to delete media or request deletion through available account procedures.

Production records

Project records, approved briefs, production status, and related information may be retained to support ongoing production, continuity, service records, and legitimate business requirements.

Derived media information

Transcripts, thumbnails, classifications, searchable metadata, and related media information may be retained in association with relevant source assets or projects.

Where applicable, deletion procedures should address associated derived information.

AI conversations and operational logs

Conversation records and system logs may be retained for service delivery, continuity, security, troubleshooting, and other lawful purposes.

Financial records

Billing and transaction records may be retained for the periods required by applicable accounting, tax, and other legal obligations.

Backups

Information may remain in protected backups for a limited period after deletion from active systems, subject to backup schedules and applicable legal or security requirements.

Account closure

Following account closure, information will be deleted, anonymised, or otherwise handled according to the relevant retention requirements and any applicable legal obligations.

We do not promise immediate deletion from every storage system when an applicable backup, legal retention, or technical process requires additional time.

13. Data Security

Editing Machine uses technical and organisational measures designed to protect information from unauthorised access, misuse, alteration, disclosure, or loss.

Depending on the systems involved, these measures may include:

• Account authentication.
• Access permissions.
• Restricted operational access.
• Secure communication methods.
• Monitoring and logging.
• Infrastructure security controls.
• Appropriate confidentiality requirements.
• Backup and recovery procedures.
• Incident response processes.

Access to customer media should be limited to authorised users, systems, and service personnel with a legitimate operational purpose.

No internet-based service can guarantee absolute security.

Customers are responsible for protecting their own account credentials and using appropriate security practices.

If you believe your account or information has been compromised, contact us promptly.

Where a security incident creates notification obligations under applicable law, we will follow the relevant legal requirements.

14. Customer Workspace Privacy

Customer workspaces may contain commercially sensitive media and information.

Editing Machine is designed to keep customer information within its appropriate authorised context.

Workspace users may access information according to their account permissions.

Customers are responsible for managing the users they invite and the permissions they grant.

The Director and other AI agents should operate using relevant authorised workspace information and supported tools.

Information belonging to one customer must not be disclosed to another customer without an appropriate legal and authorised basis.

Brand Intelligence and Media Graph

Brand information, production history, source media references, and relationships between assets may be maintained to support continuity and efficient production.

This information remains subject to applicable workspace access controls and retention requirements.

The existence of searchable or indexed information does not make that information publicly accessible.

15. Marketing and Commercial Opportunities

Editing Machine may communicate with customers about relevant features, services, and commercial opportunities.

Marketing communications are subject to applicable legal requirements and available preferences.

Customers may unsubscribe from optional marketing communications.

Commercial opportunity services

If Editing Machine introduces or offers sponsorship, licensing, partnership, or other commercial opportunity services, additional information may be processed to support those activities.

Such processing may involve business profiles, relevant media information, audience or performance information, and transaction details.

Participation in these services may require separate authorisation and applicable terms.

Editing Machine will not treat ordinary use of the production platform as blanket permission to disclose private customer media or confidential business information to potential commercial partners.

Additional disclosures and permissions will be provided where required for a particular service.

16. Sale and Sharing of Personal Information

Editing Machine's principal business is providing software and managed media production services.

We do not operate the Platform for the purpose of selling private customer media or personal information contained in those materials.

However, privacy laws may define the sale or sharing of personal information more broadly, including certain advertising and tracking activities.

We will respect applicable rights concerning the sale, sharing, or use of personal information for targeted advertising where required by law.

17. Privacy Rights

Depending on your location, applicable privacy laws may provide rights concerning your personal information.

These may include:

• The right to know how personal information is processed.
• The right to access personal information.
• The right to correct inaccurate information.
• The right to request deletion.
• The right to restrict certain processing.
• The right to object to certain processing.
• The right to request data portability.
• The right to withdraw consent where processing depends on consent.
• Rights concerning certain automated decisions.
• The right to lodge a complaint with an appropriate supervisory authority.

These rights are subject to applicable conditions and legal exceptions.

Exercising your rights

You may contact us at:

hello@editingmachine.com

Please describe your request sufficiently for us to identify the information concerned.

We may need to verify your identity or authority before responding.

We will respond within the period required by applicable law.

Business-controlled content

Where the information is processed on behalf of a customer acting as controller, we may refer the request to that customer or assist it in responding, as appropriate.

European Union and United Kingdom rights

Where applicable, individuals may exercise rights under the EU GDPR, UK GDPR, or other relevant legislation.

You may also lodge a complaint with a competent data protection supervisory authority.

Individuals in the United Kingdom may contact the Information Commissioner's Office.

California privacy rights

Where the California Consumer Privacy Act or another applicable California privacy law applies, eligible individuals may have rights to know, access, correct, delete, limit certain sensitive information uses, and opt out of qualifying sale or sharing activities.

Applicable law also provides protection against unlawful discrimination for exercising privacy rights.

We will provide and honour the required request and preference mechanisms where these laws apply.

18. Children and Minors

Editing Machine's accounts and commercial services are intended for users aged 18 or older.

We do not knowingly offer user accounts directly to children.

Customer-provided media may nevertheless contain images, recordings, or other personal information relating to minors.

Customers must ensure that they possess the necessary authority and legal basis to provide such content for the requested purpose.

Additional restrictions may apply to sensitive content and identifiable minors.

If you believe that personal information relating to a child has been handled improperly, please contact us.

19. Third-Party Websites and Services

The Platform may contain links to external websites, integrations, and services.

These third parties may operate under separate privacy policies.

Editing Machine is not responsible for privacy practices independently determined by external organisations.

Customers should review the applicable policies when authorising third-party connections or external distribution.

20. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our Services, technologies, data practices, legal obligations, or operational arrangements.

The updated version will display a revised publication date.

Where required by applicable law, we will provide additional notice or obtain appropriate consent before implementing material changes.

Changes to this Policy do not independently authorise processing that otherwise requires a separate lawful basis or agreement.

21. Contact Information

For questions, privacy requests, or concerns regarding our handling of personal information, please contact:

Editing Machine LLC

Delaware, United States

Email: hello@editingmachine.com

Website: https://editingmachine.com

Privacy Policy: https://editingmachine.com/privacy

Where applicable law requires a designated data protection representative, additional contact information will be provided.