Privacy Policy

Who we are

echoflow ("we") is a service that, from an audio or video file uploaded by the user or given as a link, generates transcripts, subtitles, summaries, social posts, SEO materials and other derived content. This policy describes what personal data we process and how.

The data controller is Giuseppe Picciocchi, a natural person, who runs echoflow. You can reach him at support@echoflow.it.

Data we collect

We process the following categories of data:

• Account data: email, password (never stored in plain text: we keep only a transformed version that cannot be turned back into the password) or — if you choose Google sign-in — the basic data of your Google profile (email); workspace name and role.
• Uploaded content: the audio/video files you upload and the content generated from them (transcripts, summaries, posts, etc.).
• Usage and billing data: minutes consumed, processing statistics and, for paid plans, payment data handled by our provider (Stripe).

How we use data

We use data solely to provide the service:

• Process uploaded files and generate the requested content via AI providers.
• Generate the preview (title, text and image) shown on social networks when you use the “Share” buttons: you publish the content to your own channels, we do not publish on your behalf.
• Manage accounts, subscription, minutes and support.

Sharing with third parties

We share data only with the providers needed to run the service: netcup for the servers in Germany that run the database and the processing, AI providers for content processing (see the section on transfers outside the EU), Stripe for payments, Resend for transactional emails, Aruba for our email mailboxes and Cloudflare for site delivery, for the anti-bot check at sign-up and for file storage (on infrastructure with European Union jurisdiction). The full list, with what each one receives, is on the sub-processors page. We do not sell your data.

To diagnose malfunctions we use an error monitoring service (Sentry, with storage in the European Union). It receives the technical details of the error — exception type, location in the code, technical request identifier and workspace identifier: a pseudonym, not your name or email address — without your IP address and without the content of your requests. It does not record your session and does not use cookies. The legal basis is our legitimate interest in keeping the service secure and working.

Measurement and marketing (only with consent)

Only if you allow it through the cookie banner, we use Google measurement and marketing tools (Google Analytics 4, Google Tag Manager and Google Ads) to understand how the site is used and measure campaign effectiveness. Without your consent these tools are not activated. You can change your choice at any time from the «Manage cookies» link in the footer; details are in the Cookie Policy.

Transfers outside the European Union

Some of the providers we rely on are located outside the European Union. They receive only the content needed for their task, never your account data: the audio for transcription, the transcript text for content generation and, for the automatic safety check on uploaded files, when it is active, a few frames taken from the video. Service email delivery and, if you consent to them, measurement tools may also involve a transfer. Where processing involves a transfer outside the EU, it is carried out on the basis of appropriate safeguards under Articles 44 et seq. GDPR (in particular the European Commission's Standard Contractual Clauses). Who these providers are, what each one receives and which country it sits in is in the current list on the Sub-processors page. For information about current transfers and the safeguards in place, contact us at privacy@echoflow.it.

Data isolation and security

Each workspace's data is kept apart from the others directly in the database, not just in the interface. We apply technical and organisational measures to protect data from unauthorised access. To stop the free trial from being opened repeatedly, we keep for 12 months a transformed, non-reversible version of the email address that used it, even after the account is deleted: the same inbox does not get a second trial. For 90 days we also keep a fingerprint of the network you sign up from and of the browser's random identifier: they only alert us to serial sign-ups and decide nothing about your account.

When you sign up with email and password, the form uses Cloudflare Turnstile, an anti-bot check that tells a person apart from an automated program: Cloudflare processes some technical browser and connection signals (IP address, user agent, connection characteristics) and returns only the result of the check to us. The legal basis is our legitimate interest in protecting the service from automated sign-ups. Cloudflare also uses those signals to improve its own detection systems, as an independent controller, under its Turnstile privacy policy.

Retention

We retain data while the account is active, with two exceptions in your favour. First: the source audio/video file is automatically deleted shortly after processing (usually within 24 hours). Second: the media files we generate (subtitled video, clips, images, audio) stay available for 7 days from the content's creation and are then removed, with the date shown next to every download. Text content — transcripts, subtitles and every generated text — has no expiry and stays in your archive. On the Pro plan and on Enterprise the workspace can set its own retention period: in that case that period applies, source file included. If an account without a paid plan stays inactive for 24 months — no sign-in, no content uploaded, no use of API keys — we delete it, after warning you by email 30 and 7 days before: signing in once is enough to keep it. After a deletion, residual copies remain for a limited time in security backups, which are of two kinds: the daily encrypted backup, kept for at most 8 days, and the database restore archive, which holds the most recent weekly copies and therefore reaches about four weeks. Both are encrypted and rotated automatically: we do not rewrite them to selectively remove data, because opening them would weaken the very protection that keeps them safe. Nobody accesses them in that window except for an emergency restore. You can delete your data at any time as described on the dedicated page. When you close your account, only the documents the law requires us to keep for ten years remain — the invoices and the proof of the statements made at purchase — and they contain none of your content.

Your rights

You have the right to access your data, to rectify it, to request its erasure, to obtain restriction of processing, to object to processing based on legitimate interest, and to receive the data you provided in a readable, transferable format (portability: in the app this is “Export data (JSON)”). You may also withdraw any consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

To exercise these rights, write to privacy@echoflow.it: we reply within one month. For erasure you can also proceed on your own, as described on the Data deletion page.

If you believe the processing of your data infringes the GDPR, you have the right to lodge a complaint with a supervisory authority: in Italy the Garante per la protezione dei dati personali, or the authority of the EU country where you live or work.