Privacy Policy

1. Who we are

PodWire is a trade name operated by a sole proprietor based in British Columbia, Canada (“PodWire”, “we”, “us”). PodWire is the data controller for the information we collect through the Service. EU, UK, and EEA residents who require the controller’s full legal name and address for the purposes of GDPR Article 13(1)(a), or any equivalent right of access, may request it by emailing admin@podwire.ai and we will respond within 30 days. For all other questions about this policy, the same address reaches us.

2. Information we collect

Information you give us

• Account information. Your email address, name, and authentication credentials, handled by our identity provider (Clerk). If you sign in with Google, we receive your name, email, and profile image from Google.
• Billing information. We do not store full payment card details. Stripe processes and stores your card information on our behalf. We receive a token, your billing country and postal code, the last four digits of your card, and the card brand.
• Podcast subscriptions and prompts. The podcasts you add to your account, custom summary prompts you create, and email delivery preferences.
• Support correspondence. Any email you send us and our reply, plus any feedback or bug report you submit.

Information we generate or collect automatically

• Usage and activity logs. Pages viewed, actions taken in the app, episodes delivered, email opens and clicks, and timestamps for each. Used for product analytics, debugging, and abuse prevention.
• Device and network data. IP address, browser type and version, operating system, referring URL, and approximate location derived from IP.
• Generated content. Audio transcripts and AI summaries produced from the public podcast feeds you subscribe to. These are derived from publicly published podcast episodes, not from anything you upload.
• Error and performance data. Stack traces and runtime errors captured by Sentry to diagnose problems.

Information from third parties

• Public podcast metadata. Episode titles, show notes, RSS feed URLs, and cover art retrieved from the Apple Podcasts directory and from the publishers’ public RSS feeds.
• Sign-in providers. If you use Google sign-in, we receive the basic profile information Google returns to Clerk.

3. How we use information

We use the information described above to:

• Provide the Service: poll your subscribed feeds, transcribe episodes, generate summaries, and deliver them to your inbox.
• Authenticate you, secure your account, and detect or prevent fraud and abuse.
• Process payments and manage your subscription, including renewal notices, payment failures, and receipts.
• Communicate with you about the Service, including transactional emails (delivery, billing, security) and, with your consent, occasional product announcements you can unsubscribe from at any time.
• Improve the Service: measure feature usage, fix bugs, monitor infrastructure cost and performance, and develop new features.
• Comply with legal obligations, enforce our Terms of Service, and protect the rights, property, and safety of PodWire, our customers, and the public.

We process your information based on (a) the contract between us when you use the paid Service, (b) our legitimate interests in operating and improving PodWire, (c) your consent where required, and (d) our legal obligations.

4. AI and model training

PodWire does not train machine-learning models on your account data, your podcast subscriptions, your prompts, or the summaries generated for you. We use third-party large language model providers (currently routed through OpenRouter, which proxies models from providers such as Anthropic and OpenAI), and a third-party transcription provider (Deepgram).

Where the underlying providers offer an opt-out from using API traffic for model training, we have configured the integration to opt out. We cannot, however, guarantee how every downstream provider handles inputs or outputs, and you should review the relevant provider’s policy if that matters to you.

5. When we share information

We share your information only in these situations:

• With service providers who operate the infrastructure behind the Service (authentication, payments, email delivery, transcription, AI summarization, hosting, error monitoring, product analytics, and DNS). Each provider receives only the information it needs to perform its function, under a contract that restricts its use of that information.
• For legal reasons. When required by law, court order, subpoena, or other governmental request, or when we believe in good faith that disclosure is necessary to protect the rights, property, or safety of PodWire, our customers, or the public.
• In a business transfer. If PodWire is involved in a merger, acquisition, financing, or sale of assets, customer information may be transferred as part of that transaction, subject to confidentiality protections and notice to you.

We do not sell your personal information, and we do not share it with advertising networks. We do not run third-party advertising on PodWire.

6. Data retention

• Account data is retained for as long as your account is active and for 90 days after deletion, then permanently erased except as needed for tax, accounting, or legal obligations.
• Billing records are retained for 7 years to comply with tax and accounting requirements.
• Transcripts and summaries are retained for the life of your account so you can read past briefs. Permanently deleting your account permanently deletes them.
• Logs and analytics are retained for up to 90 days for debugging and abuse prevention, then deleted or aggregated.
• Backup snapshots are retained on a rolling 30-day window. Data deleted on request will still expire from backups within 30 days.

7. Your rights and choices

Depending on where you live, you may have the right to access, correct, export, restrict, or delete the personal information we hold about you, to object to certain processing, and to lodge a complaint with a data protection authority. Residents of the European Economic Area, the United Kingdom, and California have specific rights under the GDPR, UK GDPR, and CCPA respectively.

You can exercise most of these rights directly inside the app: update your profile in account settings, cancel your subscription in the billing page, or permanently delete your account from the settings page. For any request we cannot service from the app, including data access or portability requests, email admin@podwire.ai and we will respond within 30 days.

We do not discriminate against users who exercise their privacy rights.

8. Cookies and tracking

PodWire uses a small number of first-party cookies that are strictly necessary to run the Service:

• Authentication cookies set by Clerk to keep you signed in.
• Session and CSRF cookies set by the application to protect form submissions.
• Preference cookies that remember settings like sidebar state.

We do not use third-party advertising cookies, cross-site tracking pixels, or fingerprinting. Our public marketing pages use Google Analytics to measure traffic, with IP anonymization on and advertising signals off. We also use product analytics inside the signed-in app to understand how customers use the Service. Our email delivery provider may set tracking pixels in marketing emails so we can see open and click rates; transactional emails do not contain tracking pixels.

9. International data transfers

PodWire is operated from British Columbia, Canada, and most of our service providers are based in the United States. Your information will be processed in Canada and the United States, and may also be processed in other jurisdictions where our service providers operate. We rely on contractual safeguards (and, where required, the European Commission’s Standard Contractual Clauses or the UK equivalent) as the legal basis for these transfers.

10. Security

We protect your information with industry-standard practices: all traffic to and from PodWire is encrypted with TLS, data at rest is encrypted by our hosting provider, payment data never touches our servers, customer data is isolated at the database level with row-level security, and access to production systems is restricted and audited.

No service is perfectly secure. If we discover a security incident that affects your information, we will notify you without undue delay and provide the information we have about what happened, what we are doing about it, and what you can do in response.

11. Changes to this policy

We may update this policy from time to time. If we make a material change, we will give you at least 30 days’ notice by email to the address associated with your account and by posting a prominent notice on the Service before the change takes effect. Non-material changes (for example, clarifying wording or adding a new service provider of the same type) may take effect immediately, with the updated date shown at the top of this page.

12. How to contact us

Questions, requests, or complaints about this policy or our handling of your information go to:

PodWire
Attn: Privacy
Email: admin@podwire.ai