Privacy Policy

This policy explains what personal information Pixel Authority collects through CapSend, how we use it, who we share it with, and the choices you have. CapSend is a business tool. Organizations use it to ask people for short videos, and the people they ask record those videos in a web browser without creating an account. Because different people use CapSend in different ways, parts of this policy are written for specific groups: people who were asked to record, people with an account, and visitors to our website.

If you only want the short version: we collect what we need to run the service, we don't sell personal information or use it for advertising, we don't use anyone's videos to train AI models, and the organization that asked you to record decides what happens to your video.

Who we are and what this policy covers

CapSend is operated by Pixel Authority ("we", "us", "our"). This policy covers personal information we handle when you visit https://capsend.app, create or use a CapSend account, or open a request link and record or send a video.

We play two different roles, and which one applies depends on the information:

• For our customers' content, we act on their behalf. When an organization (a "customer" or "requester") uses CapSend to ask someone for a video, the customer decides who to ask, what to ask for, and what to do with the result. For that information, including recipients' names, contact details, recordings, and notes, the customer is the controller (or "business") and we are its processor (or "service provider"). We process it only to provide the service to that customer, under our Terms of Service and, where one is in place, a Data Processing Addendum.
• For our own information, we are responsible. We are the controller for account information, billing information, website data, and the security and safety data we keep to protect the service.

This policy does not describe how our customers use the videos and information they collect with CapSend. That is covered by each customer's own privacy notice. The recording page shows which organization is asking and, if the organization provides one, a link to its privacy policy.

If you were asked to record a video

You are a "recipient" if an organization sent you a CapSend link by email, text message, or some other way, or if you joined through an open link the organization shared. You don't need an account. Here is what we collect when you take part.

Information the requesting organization gives us

• Your name, and the email address or mobile number the organization uses to invite you.
• The request itself: the title, instructions, any instruction video, and any teleprompter script written for you.

Information you give us

• Your recordings. Video and audio captured by your camera and microphone after you allow access in your browser, or a file you choose to upload instead. Your video starts uploading while you record so it isn't lost if your connection drops. You can review and record again before you send. Takes you discard are deleted within 24 hours.
• Any note you add when you send your video.
• If you join through an open link, the name you enter and, if the organization requires it, your email address.
• If the organization asks you to accept a consent statement, a record of the exact text shown to you and when you accepted it. That statement is the organization's, not ours.

Information collected automatically

• Device and recording details, such as browser and operating system, camera resolution and frame rate, upload progress, and any errors. We use these to make recording work on your device and to fix problems. We keep them for 30 days.
• Your IP address, which we use for security, rate limiting, and preventing abuse.
• Activity the requester can see, such as when you opened the link, that you are recording right now, and that you sent a video. The requester sees this status so they know whether to follow up.
• Delivery status for the emails and text messages sent to you, such as delivered, bounced, or opted out.

How your recording is used

We store your original recording exactly as it was recorded and create a few copies from it: a version for playing on the web, a still preview image, an edit-ready copy for video editors, and a technical quality report. The requesting organization can watch and download your video, ask you for another take, and share it with its editors through expiring links. What the organization does with your video after that, such as publishing it, is between you and the organization.

Your choices as a recipient

Because the organization controls your recording, it is the right place to ask for access, a copy, correction, or deletion. The organization can delete your recordings and information from CapSend at any time. If you contact us instead, we will pass your request to the organization and help it respond. If the organization no longer uses CapSend or we can't reach it, write to privacy@capsend.app and we will work out the right next step with you.

If a request seems inappropriate, unsafe, or not really from the organization it names, please tell us through our report form. You don't need an account to use it.

If you have a CapSend account

If you use CapSend as a member of an organization, we collect:

• Account details: your name, email address, profile photo, time zone, and your login credentials. If you set a password, we store only a one-way hash of it. You can also sign in with a one-time link sent to your email.
• Organization details: the organization's name, branding (logo and colors), settings, team members and their roles, and any integrations you connect, such as Slack, Microsoft Teams, or webhooks.
• Billing details: the billing contact, plan, invoices, and payment status. Payments are handled by Stripe. We never receive or store full card numbers. We see limited details such as the card brand, last four digits, and expiry date.
• Content you create: requests, instructions, scripts, contacts, templates, comments, and the videos your organization receives. This is customer content, which we process on your organization's behalf as described above.
• Usage and security data: sign-in events, IP addresses, the actions you take in the app, and error reports, which we use to keep the service secure and working.
• Communications with us: support messages, sales inquiries through our contact form, and any feedback you send.

Website visitors and cookies

When you visit our website we receive standard technical information, such as your IP address, browser type, and the pages you request. We use it to deliver the site, keep it secure, and diagnose problems.

We use only essential cookies: a session cookie that keeps you signed in, a security cookie that protects forms against cross-site request forgery, and a short-lived cookie that remembers you entered the password for a protected share link. We don't use advertising cookies, cross-site tracking pixels, or third-party analytics that follow you around the web. Because these cookies are needed for the site to work, we don't ask for cookie consent. If we ever add optional cookies, we will update this policy and ask first where the law requires it.

How we use information and our legal bases

We use the information we control to:

• Create and run your account and provide the features you ask for (performance of our contract with you or your organization).
• Process payments, send receipts and billing notices, and keep financial records (contract and legal obligation).
• Send service messages, such as sign-in links, trial and billing reminders, and notices about changes to the service or these policies (contract and legitimate interests).
• Keep the service secure, prevent fraud and spam, enforce rate limits, and investigate abuse (legitimate interests in protecting our users, recipients, and the service).
• Screen requests and recordings for prohibited content, as described below (legitimate interests, and legal obligation where the law requires us to act).
• Answer support and sales questions (contract or legitimate interests).
• Understand how the service is used in aggregate and improve it (legitimate interests). We don't use recordings for this.
• Comply with the law, respond to lawful requests, and protect our rights (legal obligation and legitimate interests).

Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can object, as described in Your rights. If we ever send marketing email, we will do so only where the law allows, and every message will have an unsubscribe link.

For customer content, including recipients' information and recordings, the legal basis is decided by the customer as controller. We process it only on the customer's instructions.

Text messages and email

Customers can invite recipients by email, by text message, or by copying a link and sending it themselves. We send email through Postmark and text messages through Twilio.

We send text messages only when a customer chooses to invite someone by text, and only to phone numbers the customer provides. The customer is responsible for having the recipient's permission to be contacted this way. Each request sends at most one invitation and two reminders by text. When we know the recipient's time zone, we send texts only between 8 a.m. and 9 p.m. local time and hold them otherwise. Messages identify the person and organization that are asking. You can reply STOP to any message to stop receiving texts from CapSend, or HELP for help. We honor an opt-out for every organization that uses CapSend, not just the one that texted you. Message and data rates may apply.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties.

We use phone numbers only to deliver the requests and reminders a customer sends, to honor opt-outs, and to track delivery. We don't use them for our own marketing.

Automated safety screening and AI

To keep CapSend from being used to request harmful or illegal content, we screen some material automatically:

• Request text. Before invitations go out, request titles, instructions, and teleprompter scripts are checked against keyword rules and, when enabled, by an AI model provided by Anthropic. This text may include names or other details the requester wrote.
• Recordings. We may send a sample of still frames from a recording to Sightengine, an automated image-moderation service, to check for nudity and other prohibited imagery.

Automated checks only flag items. A person on our team reviews flagged items before we take action on an account, and we may pause a request or hold sharing of a recording while it is under review. If we remove content or restrict an account, we tell the affected customer where we can and explain how to appeal.

We don't use customer content, including recordings, to train AI models, and our providers are not permitted to use it to train theirs. Providers may keep the data we send them for a short period to operate and secure their services, under their own terms.

If we find apparent child sexual abuse material, we report it to the National Center for Missing and Exploited Children (NCMEC) as United States law requires, and we preserve it as the law directs.

What we don't do

• We don't sell personal information, and we don't share it for cross-context behavioral advertising.
• We don't use advertising trackers or build advertising profiles.
• We don't use facial recognition, and we don't create face geometry templates, voiceprints, or any other biometric identifiers from recordings.
• We don't use recordings or other customer content to train AI models.
• We don't look at recordings except to provide support a customer asks for, to investigate a report or an automated flag, or when the law requires it. Staff access to original recordings is limited and logged.

Who we share information with

• The requesting organization. Recordings, notes, consent records, and recording status go to the organization that asked for them. That organization may share recordings with its editors through expiring, optionally password-protected share links.
• Service providers (sub-processors). We use a small number of companies to host the service, store files, send messages, take payments, monitor errors, and screen content. They may use the information only to provide their services to us. The current list, with what each one receives and where, is on our Sub-processors page.
• Integrations a customer turns on. If a customer connects Slack, Microsoft Teams, or a webhook, we send the notifications it configures, which can include recipient names and links, to that destination.
• Legal and safety. We may disclose information when we believe in good faith that the law requires it, to respond to valid legal process, to report child sexual abuse material to NCMEC, to protect someone from serious harm, or to protect our rights and the security of the service. Where the law allows, we tell a customer before disclosing its content in response to a legal demand.
• Business transfers. If Pixel Authority is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that deal. The new owner will remain bound by this policy for the information we transfer, and we will give notice before information becomes subject to a different policy.

How long we keep information

• Recordings and request data stay until the customer deletes them. Customers can set their organization to delete recordings automatically a chosen number of days after a request closes.
• Deleted items go to a trash folder for 30 days so mistakes can be undone. After that they are permanently deleted.
• Discarded takes are deleted within 24 hours.
• Incomplete uploads that never finish are removed after 7 days.
• Device and recording telemetry is kept for 30 days.
• Backups. Our database keeps point-in-time recovery backups for 7 days, so deleted database records disappear from backups within 7 days of deletion.
• After a subscription ends, the organization's content stays available for export. We may permanently delete it 90 days after the subscription ends.
• Account and billing records are kept while the account is open, and billing records for as long as tax and accounting law requires.
• Security logs and error reports are kept only as long as needed to secure and support the service.

Legal holds. We keep material longer, even if deletion was requested, when the law requires it. For example, United States law (18 U.S.C. 2258A) requires us to preserve reported child sexual abuse material for one year after a report. We also preserve information when we receive a valid legal preservation request.

Organization Owners can export everything their organization holds in CapSend, including original recordings, as a zip file at any time.

How we protect information

• Data is encrypted in transit using TLS, and our hosting and storage providers encrypt it at rest.
• Secrets such as integration credentials and webhook URLs are also encrypted by our application before they are stored.
• Recordings are stored in a private bucket. Playback and download use short-lived signed links issued only after we check permissions.
• Access to production systems and customer data is limited to staff who need it to run and support the service.
• The token in a recording, open, or share link works like a password. Anyone who has the link can use it, so share links carefully. Customers can rotate or disable links at any time, and links stop working when a request closes or a share expires.

No system is perfectly secure. If we learn of a breach that affects your personal information, we will notify the affected customers, and you where the law requires, without undue delay.

International transfers

We are based in the United States and our main service providers store and process data in the United States. Our image-moderation provider is in France. If you are in the European Economic Area, the United Kingdom, or Switzerland, your information will be transferred to the United States. We protect those transfers with the European Commission's Standard Contractual Clauses (and the UK Addendum where relevant) in our Data Processing Addendum and in our agreements with providers.

Your rights

Depending on where you live, you may have rights over your personal information. For information we control, contact us at privacy@capsend.app. For recordings and other information a customer collected about you, contact that organization first, as described in If you were asked to record a video. We will forward any such request we receive.

European Economic Area, United Kingdom, and Switzerland

You have the right to:

• Access your personal information and receive a copy of it.
• Correct information that is inaccurate or incomplete.
• Delete your information, or restrict how we use it.
• Object to processing based on our legitimate interests.
• Receive information you gave us in a portable format.
• Withdraw consent at any time, where we rely on consent.
• Complain to your local data protection supervisory authority. We would appreciate the chance to address your concern first.

United States

Residents of California and other states with consumer privacy laws may have the right to know what personal information we collect and how we use and disclose it, to access it, to correct it, to delete it, and to opt out of its sale, sharing for targeted advertising, or use for profiling. We don't sell or share personal information and don't use it for targeted advertising or profiling that produces legal or similarly significant effects, so there is nothing to opt out of. We treat a Global Privacy Control signal as an opt-out request anyway.

In the last 12 months we have collected the categories described in this policy: identifiers (such as name, email, phone number, and IP address), commercial information (plan and billing history), internet activity (usage and device information), audio and visual information (recordings), and professional information (your organization and role). We collected them from you, from the customer that invited you, and automatically from your device. We disclosed them for business purposes to the service providers listed on our Sub-processors page and to the requesting organization. We don't use sensitive personal information to infer characteristics about you.

Making a request

Email privacy@capsend.app. We will confirm your identity before acting, usually by checking that you control the email address or phone number connected to the information. You may use an authorized agent. We will ask the agent for proof of your written permission and may ask you to confirm your identity directly. We respond within the time the law requires, usually 30 to 45 days. If we deny a request you can appeal by replying to our decision, and we will explain the outcome of the appeal in writing. We will not treat you differently for exercising your rights.

Children

CapSend accounts are for adults using the service for work. You must be at least 18 to create an account. The service is not directed at children under 16, and we don't knowingly collect personal information from them for our own purposes.

A customer may ask someone under 18 to record only if the customer has first obtained verifiable consent from the child's parent or guardian, as our Acceptable Use Policy requires. If you believe a child has been asked to record without that consent, or that we hold a child's information we shouldn't, contact privacy@capsend.app or use our report form and we will act on it.

Changes to this policy

We may update this policy as the service or the law changes. The effective date at the top shows when it last changed. If we make a material change, we will notify organization Owners by email and post a notice in the app before it takes effect.

Contact us

Questions about this policy or your information: privacy@capsend.app. Legal notices: legal@capsend.app. To report abuse: our report form or abuse@capsend.app.

Customers who need a Data Processing Addendum can request one at privacy@capsend.app.