Privacy Policy

Effective Date: March 22, 2026 Last Updated: March 22, 2026

CaptionBolt ("we," "us," or "our") operates the website captionbolt.com and the CaptionBolt application (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Service.

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

  • Email address — used for authentication, account recovery, and transactional communications.
  • Password (hashed) — if you choose password-based authentication.
  • Passkey / WebAuthn credentials — if you choose passkey-based authentication.
  • Two-factor authentication (2FA) data — if you enable 2FA on your account.
  • Third-party authentication data — if you sign in with Google, we receive your Google account email address, display name, profile picture URL, and a unique Google user ID. We use this information solely to create and authenticate your CaptionBolt account. We do not access your Google Drive, Gmail, contacts, or any other Google services beyond basic profile information.

1.2 Payment Information

When you purchase a plan, payment is processed by Stripe, Inc. We do not store your full credit card number, expiration date, or CVV on our servers. Stripe handles all payment data in accordance with PCI DSS standards. We receive and store:

  • The last four digits of your card number.
  • Billing name and address.
  • Transaction history (plan type, amount, date).

For more information, see Stripe's Privacy Policy.

1.3 User-Uploaded Content

When you use the Service, you upload video files for caption generation. We collect and process:

  • Video files — uploaded in formats including MP4, MOV, AVI, and MKV.
  • Extracted audio — temporarily derived from your video for speech recognition.
  • Transcription data — the text output of our AI speech recognition, including word-level timestamps.
  • Edited captions — any manual corrections you make to the generated captions.
  • Rendered output — the final video, SRT, or ASS files generated by the Service.

1.4 Organization Data

If you create or join an organization, we collect:

  • Organization name and logo.
  • Member email addresses and assigned roles.
  • Organization-level billing and subscription data.

1.5 Automatically Collected Information

When you access the Service, we automatically collect:

  • Device and browser information — browser type, operating system, screen resolution.
  • IP address — used for security, fraud prevention, and approximate geolocation.
  • Usage data — pages visited, features used, timestamps of actions.
  • Cookies and similar technologies — see Section 5 below.

2. How We Use Your Information

We use the information we collect to:

  • Provide the Service — process your videos, generate captions, render output files, and deliver downloads.
  • Manage your account — authenticate you, handle password resets, and manage sessions.
  • Process payments — charge for paid plans, manage subscriptions, and handle refunds.
  • Communicate with you — send transactional emails (account verification, password reset, payment receipts), and, with your consent, product updates.
  • Improve the Service — analyze usage patterns, diagnose technical issues, and develop new features.
  • Ensure security — detect and prevent fraud, abuse, and unauthorized access.
  • Comply with legal obligations — respond to lawful requests from authorities.

We do not use your uploaded videos or captions to train AI models. Your content is processed solely to deliver the caption generation service you requested.

3. How We Store and Protect Your Information

3.1 Storage

  • Video files, audio, and rendered outputs are stored on Cloudflare R2 object storage. Files are associated with your account and are not publicly accessible.
  • Account data, transcription data, and metadata are stored in our database, hosted on secured infrastructure.
  • Payment data is stored and managed by Stripe.

3.2 Data Retention

  • Video and output files — retained as long as your account is active. You may delete individual videos at any time through the Service, and the associated files will be removed from storage.
  • Account data — retained as long as your account exists. If you delete your account, we will delete your personal data within 30 days, except where retention is required by law (e.g., financial transaction records).
  • Transcription and caption data — retained as long as the associated video exists in your account.
  • Server logs — retained for up to 90 days for security and debugging purposes.

3.3 Security Measures

We implement industry-standard security measures, including:

  • Encrypted data transmission (TLS/HTTPS).
  • Hashed passwords (never stored in plaintext).
  • Access controls and authentication for internal systems.
  • Regular security reviews of our infrastructure.

No method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee its absolute security.

4. How We Share Your Information

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

4.1 Service Providers

We use third-party service providers to operate the Service:

| Provider | Purpose | Data Shared | |----------|---------|-------------| | Stripe | Payment processing | Payment details, billing address | | Cloudflare | File storage (R2), CDN, security | Uploaded videos, rendered outputs, IP address | | AI Transcription Service | Speech-to-text processing | Extracted audio | | Google | Third-party authentication (Google Sign-In) | Email address, display name, profile picture | | Email Service Provider | Transactional emails | Email address, name |

These providers process data on our behalf under contractual obligations to protect your information.

Google API Services Compliance

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We only use Google user data to provide and improve the authentication functionality of the Service. We do not use Google user data for advertising, and we do not sell Google user data to third parties.

4.2 Organization Members

If you belong to an organization on CaptionBolt, other members of that organization may see your name, email, role, and shared content within the organization workspace.

4.3 Legal Requirements

We may disclose your information if required to do so by law, or if we believe in good faith that such action is necessary to:

  • Comply with a legal obligation or valid legal process.
  • Protect and defend our rights or property.
  • Prevent fraud or address security issues.
  • Protect the personal safety of users or the public.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you via email or a prominent notice on the Service before your information becomes subject to a different privacy policy.

5. Cookies and Tracking Technologies

We use cookies and similar technologies for the following purposes:

  • Essential cookies — required for authentication, session management, and security. These cannot be disabled.
  • Preference cookies — store your settings such as language, color mode, and locale.
  • Analytics cookies — help us understand how visitors use the Service so we can improve it.

You can control cookie settings through your browser. Disabling essential cookies may prevent you from using the Service.

6. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

  • Access — request a copy of the personal data we hold about you.
  • Correction — request correction of inaccurate or incomplete data.
  • Deletion — request deletion of your personal data (subject to legal retention requirements).
  • Data portability — request your data in a structured, machine-readable format.
  • Objection — object to certain types of processing.
  • Withdraw consent — where processing is based on consent, withdraw it at any time.

To exercise any of these rights, contact us at help@captionbolt.com. We will respond within 30 days.

6.1 For Users in the European Economic Area (EEA)

If you are located in the EEA, our legal bases for processing your personal data are:

  • Contract performance — to provide the Service you signed up for.
  • Legitimate interest — to improve the Service, ensure security, and communicate with you.
  • Consent — for optional communications such as product updates.
  • Legal obligation — to comply with applicable laws.

6.2 For Users in California (CCPA)

California residents have the right to know what personal information is collected, request its deletion, and opt out of its sale. We do not sell personal information. To submit a request, contact help@captionbolt.com.

7. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy and applicable law.

8. Children's Privacy

The Service is not intended for children under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly. If you believe a child has provided us with personal information, contact us at help@captionbolt.com.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last Updated" date at the top of this page. For material changes, we will notify you by email or through a prominent notice on the Service.

Your continued use of the Service after any changes constitutes your acceptance of the updated Privacy Policy.

10. Contact Us

If you have questions or concerns about this Privacy Policy, contact us at:

  • Email: help@captionbolt.com
  • Website: captionbolt.com/contact