Privacy Policy & Data Retention
Polisi Preifatrwydd a Chadw Data
Last updated: March 2026
Who We Are
Capsiynau is a bilingual transcription and captioning platform. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What Data We Collect
Account information: name and email address, organisation name, password (hashed — never stored in plain text).
Content you upload: audio and video files submitted for transcription, transcripts and captions you create or edit, glossary terms and corrections.
Usage data: login timestamps and session information, API usage statistics, feature usage for service improvement.
How We Use Your Data
We process your data to provide the transcription and captioning service, store and display your transcripts and projects, improve transcription accuracy through your corrections (with your consent), send service notifications and account emails, and maintain platform security and prevent abuse.
Lawful Basis for Processing
| Processing Activity | Lawful Basis |
|---|---|
| Account creation and management | Contract |
| Transcription processing | Contract |
| Service improvement | Legitimate interest |
| Security monitoring | Legitimate interest |
| Marketing communications | Consent |
Data Sharing
We do not sell your data. We share data only with sub-processors required to deliver the service (see the Sub-Processors page) and legal authorities where required by law.
Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of your personal data
- Rectification — correct inaccurate data
- Erasure — request deletion of your data
- Portability — export your data in a machine-readable format
- Objection — object to certain types of processing
- Restriction — request we limit how we use your data
To exercise any right, contact privacy@capsiynau.com or use the data management tools in your Account Settings.
Cookies
Capsiynau uses essential cookies for authentication and session management. No advertising or tracking cookies are used.
Data Retention
Capsiynau retains data only for as long as necessary to deliver the service and meet legal obligations. We follow the UK GDPR principle of storage limitation.
| Data Type | Retention Period | Notes |
|---|---|---|
| Uploaded audio/video files | Until project deleted, or 48hrs after optimisation | Automatically deleted from R2 on project deletion |
| Generated transcripts | Until project deleted | Stored within your account |
| Account information | Duration of account | Deleted within 30 days of account closure |
| Correction logs | 24 months | Used to improve transcription accuracy |
| System logs | 90 days | Security monitoring only |
| Payment records | 7 years | Legal requirement |
| API usage logs | 90 days | Abuse prevention |
Automatic Deletion
- Temporary processing files — deleted after transcription completes
- Optimised media files — original deleted 48 hours after compression
- Inactive account data — accounts inactive for 24 months may have content removed after notice
User-Controlled Deletion
You can delete individual projects, transcripts, or your entire account at any time. Deletion requests are processed immediately for platform data; associated data held by sub-processors is removed within 30 days where technically possible.
Changes to This Policy
We may update this policy from time to time. Significant changes will be notified by email or in-app notification.