Privacy Policy

1. Controller

2. Data protection officer

3. Categories and sources of personal data

• Account data such as email address, account identifiers, session information, sign-in verification data, and the version and time of Terms acceptance.
• Workspace and service data such as member roles, channel connections, stream session records, VOD metadata, review status, and storage usage.
• Optional viewer game data such as Twitch user ID, participation status, game-notice version and acknowledgement time, balance, collection items, game history, cooldowns, daily usage and necessary activity timestamps. Stake-game history also includes the stake, multiplier and outcome. Pending game replies briefly contain the current Twitch chat name; the game does not store raw chat transcripts or a username history.
• Twitch API data such as connected channel IDs, logins, display names, avatar URLs, stream and channel status, titles, categories, tags, VOD metadata, muted-segment information, stream keys for replay playout, chat command/message data, EventSub delivery records, token metadata, scopes, expiry information, and connection audit logs.
• Uploaded and processed content data such as media files, thumbnails, object-storage keys, file names, metadata, categories, titles, timestamps, review notes, processing status, and related technical identifiers.
• Payment and subscription data such as Paddle customer IDs, invoices, subscription status, transaction references, and billing period records.
• Cancellation, withdrawal, report, rights-complaint, and legal-request data submitted through VODPilot forms or support channels.
• Communication data when you contact support.
• Security, audit, and abuse-prevention data such as IP-derived request information, logs, device and browser information, authentication events, upload events, moderation decisions, abuse reports, enforcement records, and evidence needed to investigate suspected misuse.
• AI-assisted metadata cleanup inputs and outputs, such as stream titles sent to Google Gemini when title cleaning is configured.
• We collect personal data directly from you, from connected services such as Twitch, and from payment-related events sent by Paddle.

4. Purposes and legal bases

• Account creation, authentication, connected-channel management, subscription handling, and service delivery are processed under Art. 6(1)(b) GDPR.
• Recording which Terms version you accepted and when is processed under Art. 6(1)(b) GDPR to administer the contractual relationship and under Art. 6(1)(f) GDPR based on our legitimate interest in documenting the applicable agreement.
• The optional viewer chat-game service is processed under Art. 6(1)(f) GDPR. Our legitimate interest is providing a reliable, voluntary, non-monetary game, maintaining points and collections, enforcing cooldowns and daily limits, and preventing duplicate or delayed actions. Notice version and acknowledgement time document which game notice was shown when a viewer explicitly joined. Joining is a participation control, not GDPR consent. You may object on grounds relating to your particular situation by contacting support@vodpilot.com.
• Tax, accounting, invoicing, and mandatory record-keeping are processed under Art. 6(1)(c) GDPR.
• Cancellation handling, withdrawal handling, and legally required consumer communications are processed under Art. 6(1)(b) and Art. 6(1)(c) GDPR.
• IT security, fraud prevention, abuse prevention, content-safety enforcement, illegal-content investigation, evidence preservation, service stability, and support handling are processed under Art. 6(1)(f) GDPR based on our legitimate interest in operating VODPilot securely and reliably and protecting users, third parties, rights holders, connected providers, and the public.
• Where processing or disclosure is necessary to comply with legal obligations, lawful requests, court orders, regulator requests, or legally required reports, the legal basis is Art. 6(1)(c) GDPR.
• Where processing is necessary to establish, exercise, or defend legal claims, the legal basis is Art. 6(1)(f) GDPR. If special categories of data or data relating to alleged offences are involved, we process that data only where necessary and permitted by applicable law.
• If we request consent for a specific processing activity, the legal basis is Art. 6(1)(a) GDPR. Consent can be withdrawn at any time for the future.

5. Recipients and processors

• Vercel: hosting, deployment, serverless runtime, cron execution, and platform logs.
• Neon: database infrastructure for application data.
• Paddle: payments, subscriptions, invoicing, and refund handling.
• Letterpier: transactional email delivery such as sign-in codes.
• Twitch: OAuth account connection, Twitch API calls, EventSub webhooks, channel identity data, stream state, replay-channel actions, and public preview images loaded from static-cdn.jtvnw.net.
• Cloudflare R2: object storage for media-related files.
• Pusher: realtime operational events used for playout and worker coordination.
• Google Gemini: optional AI-assisted title cleanup for stream metadata when configured.
• Competent authorities, law enforcement, courts, regulators, child-protection organizations, abuse-reporting hotlines, legal advisers, rights holders, and affected platform providers where necessary and permitted for illegal-content reports, safety escalations, rights complaints, legal claims, or compliance with law.

6. Twitch connections and API data

• Twitch sign-in may use the user:read:email permission so VODPilot can authenticate your account and keep the account email current.
• When you connect a main channel for tracking, VODPilot stores channel identity data and creates EventSub subscriptions for stream.online, stream.offline, and channel.update events. The main channel connection is used to detect live/offline state and channel metadata; replay automation is not performed on the main channel.
• When you connect a replay channel, VODPilot requests the permissions needed for replay playout and automation: channel:manage:broadcast, channel:read:stream_key, user:read:chat, user:write:chat, channel:bot, user:bot, and moderator:manage:chat_messages. If you enable optional raid, ad-break, or replay-vote features, VODPilot may also request channel:manage:raids, channel:edit:commercial, channel:manage:polls, or moderator:manage:announcements.
• VODPilot may use the replay-channel permissions to fetch the stream key for playout, update replay title/category/tags, send, announce, and pin chat messages, read chat events needed for commands, start commercials when enabled, create Twitch polls when replay voting is enabled, and raid the main channel when the optional raid feature is enabled.
• Connected Twitch tokens, scopes, expiry data, validation timestamps, EventSub subscription records, and related audit logs are stored so VODPilot can operate the connection, validate it at least hourly where required by Twitch, detect revoked tokens, and ask you to reconnect when needed.
• Disconnecting a Twitch channel removes local access/refresh tokens and related EventSub subscriptions from active use. Some audit logs, backups, security records, or legal-report evidence may be preserved for the limited retention purposes described in this policy.
• The public VODPilot homepage embeds public Twitch preview images for showcased channels from static-cdn.jtvnw.net. When those images load, your browser may contact Twitch's CDN directly.

6a. Optional VODPilot viewer games

• VODPilot offers the optional game service directly to viewers and determines its game-data purposes, data scope, retention rules and privacy controls. Channel operators configure game rules, point names and game messages within those service limits. A streamer’s name or private contact address is not used as the game-service privacy contact.
• Normal chat alone does not create a game account. Read the game rules and central privacy notice on the channel’s VODPilot game page before joining with !play. Existing participants under the previous channel-specific notice must use !play again before earning more points or playing games under the VODPilot service notice.
• Twitch supplies the user ID and chat events used for game commands and eligible point earning. Game replies and balances that viewers request with !points are public in Twitch chat, including to channel operators and moderators. Twitch’s own processing and a channel operator’s independent chat use or moderation remain separate from VODPilot’s stored game account.
• Vercel provides application hosting and Neon provides the game database. Twitch carries the public chat and authenticates private viewer-data access. The international-transfer information in section 7 also applies to these providers. Contact VODPilot for further information about the applicable provider and transfer arrangements.
• Use !play leave to stop participating; this does not immediately delete the stored game account. Use !forgetme followed by !forgetme confirm to request game-account deletion. The channel’s private viewer area also provides access, export, leave and deletion after a separate Twitch sign-in, without a VODPilot subscription or customer account.
• VODPilot handles game-data access, correction, deletion, restriction, portability where applicable, objection and broader game support requests centrally at support@vodpilot.com. Self-service controls cover the selected channel’s game account; contact us for game data in other channels or related support records. VODPilot game deletion does not remove independent Twitch chat records.

7. International transfers

8. Retention periods

• Account and workspace data is generally kept for the duration of the customer relationship and then for up to three years for defence against legal claims, unless longer retention is legally required.
• Terms acceptance records may be retained for the duration of the contractual relationship and the applicable limitation period so we can document which terms governed the relationship.
• Billing, invoice, and tax-relevant records are retained for the statutory retention period, generally up to ten years.
• Commercial and support correspondence may be retained for up to six years where required by commercial or tax law, otherwise for as long as necessary to handle the request and any follow-up.
• Verification codes are retained only until expiry or use.
• Viewer game accounts are scheduled for deletion after 90 days without qualifying activity; individual game records after 30 days. Unsent game replies expire after one minute. Duplicate-event identifiers and pseudonymous participation-stop records are kept for 20 minutes. Expired game data is removed by the scheduled cleanup, which runs every five minutes. Private game exports are generated on request and are not stored as files.
• Deleted production game data may remain in backups for a limited period until regular backup rotation. The limited security, legal and evidence-preservation exceptions described in this policy also apply where necessary; they do not change the normal game-account retention periods.
• Connected-service data and stored content are retained until deletion, disconnection, account closure, or expiry of any mandatory retention obligations. Twitch disconnection removes local access/refresh tokens and related EventSub subscriptions from active use, subject to backup, security-log, legal-report, and statutory retention limits.
• Security logs, audit records, moderation records, abuse reports, enforcement history, and evidence related to suspected illegal activity, prohibited content, fraud, rights infringement, or service abuse may be retained for as long as necessary to investigate, prevent repeat abuse, cooperate with competent authorities, comply with legal obligations, or establish, exercise, or defend legal claims.
• Content that is disabled or deleted from normal product access may still be preserved in backups, logs, evidence stores, or authority reports for the limited purposes described in this policy.

9. Provision of data

10. Cookies and similar technologies

11. Your rights

• You may request access to your personal data.
• You may request correction or deletion where applicable.
• You may request restriction of processing or object to certain processing.
• You may request data portability where applicable.
• You may withdraw consent at any time where processing is based on consent.
• Some requests may be limited where necessary to protect other people, prevent abuse, preserve evidence, comply with legal obligations, or avoid interfering with an investigation or legal claim.
• You may lodge a complaint with a competent data protection authority.

12. Supervisory authority

13. Automated decision-making

14. Security

15. Changes to this policy

16. Business customer DPA