Privacy Policy

Last updated: 12 November 2026. Draft for legal review: this describes how PenoClips actually works today, but it has not yet been reviewed by an Australian lawyer. Sections marked [Review] need particular attention.

This policy explains what PenoClips ("we") collects when you use penoclips.com, why, and the choices you have. We aim to handle personal information in line with the Australian Privacy Principles.

What we collect

• Account details: your email address and a securely hashed password (we can't see or recover your password, only help you reset it), whether you have confirmed your email, and when you signed up.
• Videos and clips: the links or files you submit, the transcripts, clips, titles and settings produced for them, and each job's status and history.
• Billing: Stripe handles card payments. We receive and keep your Stripe customer id, plan, payment amounts and status, refunds and invoice references, and your credit balance and history. We never receive your full card number.
• Support messages: what you send through the contact form or by email, and your email address so we can reply.
• Site usage (our own analytics): pages viewed, the site that sent you (for example Google or TikTok), campaign tags in the link you used, device type (phone, tablet or computer), and a country code if our hosting provider supplies one. A random id in a first-party cookie lets us count unique visitors and link visits to your account after you sign up. We don't store your IP address with this data. If your browser sends Global Privacy Control or Do Not Track, we set no analytics cookies and count the page view only.
• Security logs: our host keeps standard server logs (including IP addresses and times) for security and troubleshooting for a limited period.

Cookies

• Essential: a session cookie that keeps you logged in. The site doesn't work without it.
• Our own analytics: pc_vid (a random visitor id, kept for 1 year) and pc_sid (a visit id, expires after 30 minutes of inactivity). Only we use them, and they are never shared with advertisers.
• Optional analytics (only if you allow them): if Google Analytics or PostHog is switched on, a banner asks first, and they load only after you choose "Allow analytics". Change your choice any time with "Cookie settings" at the bottom of the page.
• We don't use advertising or retargeting pixels.

How we use it

To run the service (processing your videos, showing your library, keeping your credits and billing right), to send service emails (confirming your email, password resets, credit confirmations, processing results, support replies), to keep the service secure and prevent abuse, and to understand in aggregate which pages and channels bring people to the site. We don't sell personal information, and we don't use your videos for anything except making the clips you asked for.

Who we share it with

Only the service providers we need, each receiving the minimum required:

• OpenAI (USA): audio or transcript text and video frames from your videos, to transcribe, find moments and write titles. Not your email.
• Together AI (USA): audio from your videos, for speech-to-text.
• Stripe: payment and billing details.
• Resend (USA): your email address and the content of the service emails we send you.
• Railway: hosts the app, database and stored clips.
• Google Analytics / PostHog: only if you allow optional analytics.
• Sentry (if enabled): technical error reports, with cookies, form contents and account details removed.

Some of these providers store or process data outside Australia, including in the United States. [Review: overseas disclosure wording under APP 8.]

How long we keep it

Clips and transcripts stay in your library until you delete them or your account. Temporary working files from processing are cleaned up automatically. If you delete your account, we remove your email, clips and personal details; we keep anonymised credit and payment records because tax and accounting law requires it. Support messages are kept while needed to help you and for our records. [Review: set specific retention periods.]

Your choices and rights

You can change your email and password in Account settings, delete clips at any time, and delete your account there too. You can ask for a copy of the personal information we hold about you, or ask us to correct it, by contacting us. If you're unhappy with how we handled your information, contact us first; you can also complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Security

Connections are encrypted (HTTPS), passwords are hashed, payment data stays with Stripe, and access to customer data is limited to running and supporting the service. No system is perfectly secure; if a data breach is likely to cause you serious harm, we'll tell you as the law requires.

Contact

Email [email protected] or use the contact form.