Privacy Policy

How ReelBase collects, uses and protects personal information on this website, and how the ReelBase application handles the content customers put into it.

Effective date: [to be set when counsel approves this policy].

Who we are

ReelBase is a media asset manager for video teams, built and operated by ReelBase (Clever Fused LLC, a Texas limited liability company — confirm exact legal name, state of formation and mailing address). In this policy, "we", "us" and "our" mean ReelBase. You can reach us about privacy at our contact page.

Two different roles

This policy covers two situations that are handled very differently:

• (a) This website (myreelbase.com). When you browse this site, request a demo, contact us, send an accessibility report or make a privacy request, we decide why and how your information is used. For this information we act as the business / controller.
• (b) The ReelBase application (app.myreelbase.com). When a customer's team uses ReelBase, the footage previews, metadata, tags, transcripts and review comments they put into it belong to that customer. We process that content on the customer's behalf and under their instructions, as a service provider / processor. The customer's own privacy notice governs how they use it.

(a) Information we collect on this website

Information you give us

• Demo and contact forms: name, company, work email, phone (optional), preferred language, industry, team size, type of demo requested, your message, and whether you opted in to product updates (the box is unticked by default).
• Accessibility reports: a description of the problem, and optionally your name, contact details, preferred contact method and the page address.
• Privacy requests: name, email, your relationship to ReelBase, the state or country you live in, the details of your request, and whether you are an authorized agent.

Information collected automatically

• First-party cookies that store a random visitor identifier for the session, how you reached the site (campaign parameters such as utm_source and utm_campaign, the referring website's domain and the first page you landed on) and your language preference. Details are in our Cookie Policy.
• First-party usage events stored in our own database: the event name (for example "page viewed" or "form submitted"), page path, language, campaign and a few non-identifying details about the event, linked to the random visitor identifier. No third party receives these events.
• Technical information: your browser's user-agent string is stored with form submissions. Your IP address is used briefly to limit abuse; we store only a salted one-way hash of it, never the raw address. Our web server's access logs may contain IP addresses (log retention period to be confirmed).

Information from third parties

• If spam protection by Cloudflare Turnstile is enabled, we receive only a pass/fail result.
• If third-party analytics are enabled, they load only after you consent (see below).

We do not collect payment card information on this website.

How we use website information

• To respond to demo requests and messages, schedule demos and follow up about ReelBase.
• To send product updates only if you opted in; you can unsubscribe at any time.
• To understand which pages and campaigns bring visitors (for example, which video or event led to a demo request), using first-party data.
• To fix accessibility problems you report and to handle privacy requests.
• To protect the site and our visitors: rate limiting, spam and fraud prevention, and security monitoring.
• To comply with law and enforce our Terms of Service.

We do not use website information to make decisions that produce legal or similarly significant effects about you, and we do not use it for profiling of that kind.

How long we keep it

The following periods are proposals pending counsel's review:

• Demo and contact requests: up to 24 months after our last interaction, longer if you become a customer.
• First-party usage events: up to 13 months.
• Accessibility reports: up to 24 months after resolution.
• Privacy requests and our responses: 24 months (kept as a record of how we handled them).
• Cookies: as listed in the Cookie Policy.

Who we share website information with

We share personal information only with service providers that help us run the site, under contracts that limit their use of it:

• DigitalOcean — hosting of the website and its database (United States).
• Resend — delivery of internal notification emails about new requests (and future product-update emails, if any).
• Cloudflare Turnstile — optional spam protection on forms, only if enabled.
• Analytics providers (for example Google Analytics 4 or Plausible) — only if enabled and only after you consent.
• Our customer relationship management (CRM) system — new requests may be forwarded to a CRM operated by ReelBase or a provider acting on our behalf. Name the CRM provider once selected.

We may also disclose information when required by law, to protect rights and safety, or as part of a merger, acquisition or sale of assets, subject to this policy.

Sale and sharing of personal information

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising (targeted advertising). We do not load advertising pixels. Optional third-party analytics load only after you consent. Counsel to confirm this determination, including for Google Analytics 4 if it is ever enabled.

Global Privacy Control

If your browser sends a Global Privacy Control (GPC) signal, we treat it as a valid request to opt out: third-party analytics stay off and the site does not ask for consent.

(b) Content in the ReelBase application

ReelBase is designed so that original footage never leaves the customer's own storage. A small agent on the customer's network uploads only what is needed to browse and review:

• low-resolution preview copies (720p proxies), poster frames and hover-scrub sprite sheets;
• file metadata such as filenames, folder paths, duration, resolution and a content fingerprint;
• tags, notes, transcripts, selects, rough cuts and review comments created by the customer's team or their clients.

The app also holds account data for invited users: name, email, role (admin or member), a scrypt-hashed password or a Google sign-in, and session information. Accounts are created by invitation only.

Optional AI features

AI features are optional and can be switched on or off per clip. When used:

• OpenAI receives the audio track extracted from a preview to produce a transcript (Whisper), and receives text — filenames, tags, transcripts and search queries — to create search embeddings.
• Anthropic receives a sprite sheet (a grid of still frames from a preview) to suggest visual tags (Claude Haiku).

Confirm that data processing terms are in place with each provider and that, under those terms, API data is not used to train their models.

App sub-processors

• DigitalOcean — application hosting, database and DigitalOcean Spaces object storage (confirm production use).
• OpenAI — transcription and search embeddings (optional).
• Anthropic — visual tagging (optional).
• Google — "Sign in with Google" (optional).
• Resend — invitation and account emails.

Sub-processor list to be confirmed complete before publication; consider a notice mechanism for changes.

Retention and deletion of app content

When a source file is deleted from the customer's storage, ReelBase flags its catalog entry and, after a 24-hour grace period, deletes its own preview copies and catalog row. Original files are never touched. Retention and deletion of customer content after an account ends, and backup retention, to be defined in the customer agreement.

Requests about app content

If you are a customer's employee or client and want to access or delete content in that customer's ReelBase workspace, contact the customer directly. If you contact us, we will forward your request to the customer and assist them as required by our agreement with them.

Your privacy rights (website information)

Depending on where you live, you may have the right to:

• Know and access the personal information we hold about you, and receive a copy in a portable format.
• Correct inaccurate information.
• Delete your information.
• Opt out of sale, targeted advertising and profiling (we do none of these, but you may still ask), and withdraw consent to analytics at any time.
• Not be discriminated against for exercising your rights.

Texas residents

The Texas Data Privacy and Security Act (TDPSA) gives Texas residents the rights above. Counsel to confirm TDPSA applicability to ReelBase (the TDPSA has no revenue threshold, but excludes businesses that are "small businesses" under SBA standards except for the sale of sensitive data). We do not process sensitive data on this website.

California residents

The California Consumer Privacy Act (as amended by the CPRA) applies only to businesses that meet its thresholds; counsel to confirm whether it applies. If it does, California residents have the rights above plus the right to limit use of sensitive personal information (we do not collect any on this website). In the past 12 months we collected the categories described in "Information we collect": identifiers, commercial information (products you asked about), internet activity, and professional information, from you and your device, for the purposes listed above.

Other U.S. states

Residents of other states with comprehensive privacy laws (for example Colorado, Connecticut, Virginia, Utah, Oregon and others) may have similar rights. Counsel to confirm which state laws apply.

European Economic Area, United Kingdom and Switzerland

This website is not directed at people in the EEA, UK or Switzerland. If we serve customers there, add GDPR/UK GDPR disclosures (legal bases, data protection officer or representative if required, transfer mechanisms and the right to complain to a supervisory authority).

How to exercise your rights

Use our privacy request form or email our contact page. We will verify your request by confirming control of the email address you provide, and may ask for more information if needed. You may use an authorized agent; we may ask the agent for proof of authorization and ask you to confirm your identity directly. We aim to respond within 45 days, extendable once by 45 more days when reasonably necessary; we will tell you if we need the extension.

Appeals

If we decline to act on your request, you can appeal by submitting the privacy request form again and choosing "Appeal", or by replying to our decision. We will respond to appeals within 60 days. If you are not satisfied with the outcome of an appeal, you may contact your state attorney general (for Texas, the Office of the Attorney General at texasattorneygeneral.gov).

Children

This website and ReelBase are business tools and are not directed to children. We do not knowingly collect personal information from anyone under 13 (or under 16 where state law sets a higher age). If you believe a child has sent us information, contact our contact page and we will delete it.

Security

We use reasonable administrative, technical and physical safeguards appropriate to the information we handle. No method of transmission or storage is completely secure. Our Security overview describes the controls in place.

Where information is processed

We are based in the United States and our providers process information in the United States. Confirm data center regions for each provider and add transfer disclosures if non-U.S. visitors or customers are served.

Changes to this policy

We will post any changes on this page and update the date below. If a change materially affects how we use information already collected, we will give additional notice (method to be confirmed).

Contact us

Questions about this policy or our practices: our contact page. Add postal mailing address.