AskReplay LLC

1. About AskReplay and Our Privacy Roles

AskReplay is a software-as-a-service platform that turns recorded videos (such as demos, webinars, and trainings) into interactive, AI-assisted Q&A experiences grounded in content the Customer approves.

• We act as a controller for information we collect to run our business — for example, account registration, authentication, billing, support, security, and product analytics.
• We act as a processor (service provider) for Customer Content and for Viewer interactions with a Customer’s published recordings. In that role, the Customer is the controller and decides what content to publish and how Viewer data is used. If you are a Viewer and have questions about a specific recording, please contact the organization that published it.

2. Information We Collect

3. How We Use Information

We use information to:

• provide, operate, maintain, and improve the Service
• authenticate users, administer accounts, and manage team access
• index approved content and generate AI answers requested by users and Viewers
• process payments, manage subscriptions and trials, and prevent billing fraud
• provide analytics to Customers about their own recordings (such as top questions and content gaps)
• provide customer support and respond to requests
• monitor, secure, and protect the Service, including rate limiting and abuse prevention
• comply with legal obligations and enforce our agreements

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

4. AI Processing

The Service uses third-party AI providers to make recordings interactive. To do this, approved knowledge content is converted into numerical representations (“embeddings”) and stored so that relevant passages can be retrieved, and Viewer questions plus the relevant retrieved passages are sent to an AI model to generate a grounded answer with citations.

• AI answers are designed to draw only from the Customer’s approved content, not the open web.
• We do not use Customer Content, Viewer questions, or AI answers to train general-purpose or foundation AI models, and our AI providers are engaged on terms intended to prevent such training on data we submit through their APIs.
• AI answers are generated automatically and may be inaccurate or incomplete; see our Terms of Service.

5. How We Share Information — Service Providers and Subprocessors

We share information only as needed to operate the Service, and only with providers bound by appropriate confidentiality and data-protection obligations. Our key subprocessors currently include:

• application hosting and content delivery (e.g., Vercel)
• authentication and database hosting (e.g., Supabase)
• AI text processing — embeddings and chat (e.g., OpenAI)
• vector storage of content embeddings (e.g., Pinecone)
• payment processing (e.g., Stripe)
• optional, depending on configuration: file storage (e.g., Amazon Web Services), rate-limiting / caching (e.g., Upstash), and lead notifications via email or webhook (e.g., Resend or a Slack-compatible endpoint)

We may also disclose information:

• to comply with law, legal process, or lawful government requests
• to protect the rights, property, safety, or security of AskReplay, our users, or the public
• in connection with a merger, acquisition, financing, or sale of assets, subject to this Policy or a successor policy
• with your direction or consent

This list may change as our providers evolve. We will update this Policy to reflect material changes.

6. Cookies and Similar Technologies

We use cookies and similar technologies for:

• Authentication and sessions (essential): a secure, httpOnly session cookie keeps admins signed in and maintains a Viewer’s session.
• Security: detecting and preventing abuse and fraudulent activity.
• Product analytics: understanding aggregate usage to improve the Service.

You can control or delete cookies through your browser settings; disabling essential cookies may prevent you from signing in or using core features.

7. Data Retention

We retain personal information for as long as needed to provide the Service, operate our business, comply with legal obligations, resolve disputes, and enforce our agreements.

• Account and Customer Content are retained while an account is active.
• When an account or a recording is deleted, we delete or de-identify associated personal information within a commercially reasonable period, except where retention is required by law or for legitimate business purposes (such as backups, security, or dispute resolution).
• Uploaded documents are not retained after their text is extracted (see Section 2.3).
• Backups and logs are retained for limited periods and then deleted or overwritten in the ordinary course.

8. Security

We use reasonable technical and organizational measures to protect information, including encryption in transit, access controls, tenant data isolation, signed session tokens, and rate limiting. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for safeguarding your credentials and for the content you choose to publish.

9. International Data Transfers

We and our subprocessors may process and store information in the United States and other countries. Where required, we rely on appropriate transfer mechanisms (such as Standard Contractual Clauses) for cross-border transfers. By using the Service, you understand that your information may be transferred to and processed in countries that may have data-protection laws different from those in your country.

10. Your Privacy Rights and Choices

Depending on where you live (for example, under the GDPR/UK GDPR or the CCPA/CPRA), you may have rights to:

• access, correct, update, or delete your personal information
• request a copy of your information or portability
• object to or restrict certain processing, and withdraw consent where processing is based on consent
• for residents of certain U.S. states, opt out of any “sale” or “sharing” of personal information (note: we do not sell or share personal information for cross-context behavioral advertising)
• not receive discriminatory treatment for exercising your rights

Customers can access, update, or delete much of their information directly in the application. To make a request, contact us using the details in Section 14; we may need to verify your identity. If you are a Viewer and your request relates to a specific Customer’s recording, we will refer or forward your request to that Customer, who is the controller of that data.

11. Children’s Privacy

The Service is intended for businesses and is not directed to children under 13 (or under 16 where a higher age applies). We do not knowingly collect personal information from children. If you believe a child has provided us information, contact us and we will take appropriate steps to delete it.

12. Third-Party Links and Content

The Service may display, embed, or link to third-party content and platforms (for example, hosted video providers). Those third parties operate under their own privacy policies and terms, which we do not control and are not responsible for.

13. Data Processing for Customers

Where we process personal information on a Customer’s behalf as a processor/service provider, that processing is also governed by our Terms of Service and, where applicable, a Data Processing Addendum (DPA). Customers are responsible for providing required notices to, and obtaining any required consents from, their Viewers and other individuals whose information they submit to the Service.

14. Changes to This Policy

We may update this Policy from time to time. We will post the updated version with a revised “Last Updated” date and, for material changes, may provide additional notice. Your continued use of the Service after an update means you accept the revised Policy.

15. Contact Us

For privacy questions or to exercise your rights, contact us at contact@ask-replay.com. You can also reach us about general matters at contact@ask-replay.com.