At TrailerCast, we take your privacy seriously. This policy explains what data we collect, how we use it, who we share it with, and the choices you have. It applies to everyone who uses TrailerCast, whether free, paid, or trial users.
The short version:We collect only what we need to provide the service. We don't sell your data. We don't use your recordings or generated trailers to train AI models. You can delete your data at any time.
1. Data We Collect
Account information
When you sign up, we collect:
- Your email address and password (hashed using bcrypt, we never store it in plain text)
- Your full name, company name, role, company size, and primary use case (optional but requested during signup)
Content you upload
When you use the product, we store:
- Video or audio recordings you upload for processing
- Generated trailers, transcripts, and detected moments
- Brand assets (company name, logo, colors) you configure
- Follow-up emails and other AI-generated content tied to your demos
- Documents you attach to a Decision Room (PDFs, decks, spreadsheets, contracts, etc.) and the metadata you fill in on the Welcome, Discovery, MAP, ROI, and People sections
- Conversations between you and your prospects inside a Decision Room — threaded messages, MAP comments, and @-mentions of teammates. Both sides of the conversation are stored so the thread reads correctly to whoever opens it (you, your prospect, or a forwarded recipient)
Usage data
Automatically collected to operate and improve the service:
- IP address (hashed for rate-limiting), browser type, and device information
- Timestamps of logins, uploads, and processing jobs
- Engagement events on share links and Decision Rooms (who opened the trailer, how long they watched, which clip they replayed) — used to surface engagement intelligence to the rep who owns that deal
- Audit log of admin actions inside your company (cross-rep reads, share-link revocations, document downloads) — kept for 13 months by default; longer on enterprise plans
2. How We Use Your Data
- To provide the service: processing your recordings, generating trailers, routing prospect messages back to you, sending transactional emails (password resets, etc.)
- To enforce plan limits: applying your tier's seat count and capacity caps
- To improve TrailerCast: aggregated, anonymized usage patterns help us prioritize features and fix bugs
- To communicate with you: important account notifications, security alerts, and (only with your consent) product updates
3. What We Don't Do With Your Data
We want to be explicit about this because it matters to the customers we build for:
- We do not sell your data to third parties. Ever.
- We do not use your recordings or generated content to train AI models. Not ours, not our vendors'. Our vendor contracts (Anthropic, OpenAI, ElevenLabs, Recall.ai) include no-training terms for API usage
- We do not share your data with advertisers or marketing data brokers
- We do not access your recordings except for automated processing, debugging with your consent, or when legally required
4. Who We Share Data With
We share limited data with trusted subprocessors that are essential to operating the service:
- Anthropic (Claude API): transcript excerpts for AI moment detection and follow-up email generation
- OpenAI (Whisper API): audio content for transcription
- ElevenLabs: narration text for voice synthesis
- Recall.ai: records your Zoom / Google Meet / Microsoft Teams meetings when you've enabled the AI Notetaker feature; the recording is returned to TrailerCast for processing
- Cloudflare R2: object storage for finished trailers and original source recordings (global network with US primary region)
- Railway: hosts our backend and Postgres database (US region)
- Vercel: hosts our frontend and marketing site (US edge network)
- Resend: delivers transactional emails from noreply@trailercast.io
- Stripe (when paid plans are live): processes payments. Stripe handles all card data; we never see or store card numbers
- Plausible Analytics: measures aggregate visitor behavior on trailercast.io (page views, referrers, country, device). Cookieless and GDPR-compliant by design; no individual visitor is tracked across sessions or sites.
- Microsoft Clarity: session recordings and heatmaps on trailercast.io, used to improve site usability. Only loads if you explicitly accept in our cookie banner. Form inputs and sensitive fields are automatically redacted.
- Reddit Pixel: ad-conversion attribution for our Reddit Ads campaigns. Records page visits, signups, and purchases so we can measure which ads drove which outcomes. Only loads if you explicitly accept in our cookie banner. We never share personally identifying information with Reddit beyond what your browser would send anyway (IP, user agent, referrer).
- Google Ads: ad-conversion attribution for our Google Ads campaigns. Same scope and consent model as Reddit Pixel.
Each subprocessor receives only the data needed to perform their function. They are bound by contract to protect your data and use it only to provide their service to TrailerCast.
5. Where Your Data Lives
All customer data is stored in the United States (Railway data centers and Vercel edge network). For customers on the Enterprise plan requiring data residency in Canada, the EU, or elsewhere, we can arrange region-specific hosting. Contact sales to discuss.
6. How Long We Keep Your Data
- Uploaded recordings and generated trailers: retained until you delete them or close your account
- Account information: retained while your account is active, deleted within 30 days of account closure
- Usage logs: retained for up to 12 months for security, debugging, and analytics, then automatically purged
- Audit logs (admin actions, sign-ins, share-link events, document downloads): retained for 13 months by default; longer retention available on enterprise plans
- Billing records (once Stripe is live): retained for 7 years to meet accounting and tax requirements
A note on backups. We take encrypted backups of our databases for disaster recovery. When you delete data from the app, it is removed from our live systems immediately, but may persist in encrypted backups for up to 30 days before those backups age out. We do not access or restore from backups except in response to a verified outage; deleted records are not recoverable through normal product flows.
7. Your Rights and Choices
You can at any time:
- Access your data by logging into your account
- Update your profile information from the app
- Delete individual recordings or your entire account
- Export your recordings and generated trailers by downloading them
- Request a copy of all data we hold about you by emailing support@trailercast.io
- Object to any processing or request erasure. Email us and we'll respond within 30 days
8. Security
See our Security page for a full breakdown of how we protect your data, including encryption, authentication, and access controls.
9. Children's Privacy
TrailerCast is intended for business use. We do not knowingly collect data from children under 16. If you believe a child has provided us with personal data, contact us and we will delete it.
10. International Data Transfers
TrailerCast is operated by a company incorporated in Ontario, Canada, but our service infrastructure is hosted in the United States. This means that regardless of where you access TrailerCast from, your data will be transferred to and stored in the US.
By using the service, you consent to this transfer. We comply with applicable privacy regulations including:
- PIPEDA (Personal Information Protection and Electronic Documents Act) for Canadian users, including transparency obligations around cross-border data transfers
- GDPR (General Data Protection Regulation) for EU users, using Standard Contractual Clauses for data transfers to the US where required
- CCPA (California Consumer Privacy Act) for California residents
Enterprise customers requiring data residency in Canada, the EU, or other regions can arrange region-specific hosting. Contact us to discuss.
11. Changes to This Policy
We may update this policy as TrailerCast evolves. If we make material changes, we'll notify you by email and display a notice in the app at least 30 days before changes take effect. Continued use after the effective date means you accept the updated policy.
12. Contact
Questions about this policy or your data? Email support@trailercast.io or use our contact form. We respond within 1 business day.
Mailing address:
TrailerCast Inc.
Suite 3296, 375 University Avenue
Toronto, ON M5G 2J5, Canada