Privacy Policy
How we collect, use, and protect your information
Effective Date: November 19, 2025
Last Updated: November 19, 2025
Introduction
PodMine ("we," "us," "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our podcast transcription and summary service at www.podmine.ai.
By using PodMine, you agree to this Privacy Policy. If you do not agree, please do not use our Service.
Contact Information
Data Controller:
PodMine
15 Ludgate Hill
United Kingdom
Contact Email:
joshua@podmine.aiFor privacy inquiries or to exercise your data rights, contact us at the email above.
Information We Collect
Information You Provide
- Email address (for account creation and login)
- Password (encrypted and stored securely)
- Username or display name (optional)
- Notes and annotations saved on the platform
- Account preferences and settings
- Feedback or communications you send us
Information Collected Automatically
- Pages viewed and features used
- Time and date of visits
- Device type, operating system, and browser
- IP address and approximate location
- Podcast episodes transcribed or summarized
- Referral source and clickstream data
- Analytics data collected via PostHog (only with your consent)
From Third-Party Services
- If you use sign-in services (Google, GitHub), we receive your name, email, and profile information as authorized by you
- Third-party integrations: Deepgram (transcription), Anthropic Claude (AI summaries), Stripe (payments), Vercel (hosting and file storage)
How We Use Your Information
We use your personal data to:
- Create and manage your account
- Process transcription and summary requests
- Store and retrieve your saved notes
- Provide customer support and respond to inquiries
- Improve our Service and troubleshoot issues
- Analyze usage patterns (anonymized data only)
- Send service notifications and security alerts
- Send marketing communications (with your consent)
- Comply with legal obligations
- Protect against fraud and security breaches
Legal Basis for Processing
Under UK GDPR and GDPR, we process your personal data based on:
- Consent: For marketing communications and optional data uses
- Contract: To provide our Service when you use it
- Legal Obligation: To comply with applicable laws
- Legitimate Interests: To improve our Service, ensure security, and prevent fraud
Who We Share Your Information With
We do not sell your personal information.
Service Providers
- Hosting providers: Vercel
- AI/Transcription services: Deepgram, Claude Sonnet 4.5 (from Anthropic)
- Email services: Resend, Plunk
- Authentication services: Google Sign-In, GitHub OAuth
- Payment processor: Stripe
- File storage: Vercel Blob Storage, UploadThing
- Analytics: PostHog (only with your consent)
All service providers are bound by Data Processing Agreements requiring them to protect your data and use it only per our instructions.
Legal Requirements
- When required by law, court order, or government request
- To protect our rights, property, or safety, or that of our users
Business Transfers
In the event of merger, acquisition, or sale of assets, your data may be transferred. We'll notify you of any such change.
International Data Transfers
Some of our service providers are located outside the UK/EEA, including in the United States (Vercel, Anthropic, Deepgram, Stripe). When we transfer your data internationally, we use appropriate safeguards including:
- Standard Contractual Clauses (SCCs)
- UK International Data Transfer Agreement (IDTA)
- Adequacy decisions where applicable
Data Retention
- Account Data: Retained while your account is active. Deleted or anonymized within 30 days of account deletion, except where required by law
- Usage Logs: Retained for up to 24 months to improve our Service
- Email Suppression Lists: Retained to honor opt-out preferences from marketing
Your Rights
Under UK GDPR and GDPR, you have the right to:
- Access: Request a copy of your personal data
- Correct: Request correction of inaccurate data
- Erase: Request deletion of your data (subject to exceptions)
- Restrict: Request limitation of how we process your data
- Portability: Request your data in a portable format
- Object: Object to processing, including for marketing
- Withdraw Consent: Withdraw consent at any time (where applicable)
- Lodge a Complaint: Contact your supervisory authority
To exercise your rights, contact us at joshua@podmine.ai. We'll respond within 30 days.
UK Supervisory Authority:
Information Commissioner's Office (ICO)
https://ico.org.ukPhone: 0303 123 1113
Cookies and Tracking
We use cookies and similar technologies to improve your experience and understand how you use our Service.
Types of Cookies
- Strictly Necessary: Essential for our Service to function (no consent required)
- Analytics: Help us understand usage patterns through PostHog analytics (requires your consent)
- Functional: Remember your preferences and settings
You can manage cookie preferences through our cookie consent banner or your browser settings. Blocking certain cookies may affect Service functionality.
Security
We implement appropriate technical and organizational measures to protect your data, including:
- Encryption of data in transit (SSL/TLS) and at rest
- Secure authentication and password hashing
- Access controls and regular security assessments
- Secure session management and protection against common vulnerabilities
However, no method of transmission is 100% secure. We cannot guarantee absolute security.
Children's Privacy
PodMine is not intended for users under 18 years old. We do not knowingly collect personal data from children. If you believe we have done so, contact us immediately at joshua@podmine.ai.
Third-Party Links
Our Service may contain links to third-party websites and services. We are not responsible for their privacy practices. Please review their privacy policies separately.
Marketing Communications
You may receive marketing communications if you have opted in. To opt out:
- Click "unsubscribe" in any marketing email
- Update your preferences in account settings
- Contact us at joshua@podmine.ai
We'll continue to send transactional emails (account notifications, security alerts) regardless of your marketing preferences.
Account Deletion & Data Export
Upon deletion, we remove your personal data as described in the Data Retention section above.
Export Your Data
You can request your data in a portable format by contacting us at joshua@podmine.ai.
Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. We'll notify you by:
- Posting the updated policy with a new "Last Updated" date
- Sending an email notification for material changes
- Displaying an in-app notice when appropriate
Continued use of PodMine after updates means you accept the changes.
Legal Disclaimer
This privacy policy should be reviewed by a qualified legal professional before implementation to ensure compliance with UK GDPR, GDPR, CCPA, and other applicable data protection laws for your specific business operations.
Company Details
Legal entity: PODMINE LTD
Company number: 16415411
Company type: Private limited Company
Status: Active
Incorporated on: 29 April 2025
Registered Address: 15 Ludgate Hill, United Kingdom