Effective Date: January 1, 2025
Last Updated: August 7, 2025

Quick Summary

We protect your privacy by storing your main data in the EU, using trusted services for platform features, and never selling your information. You control your data and can delete it anytime. We use AI to enhance your content but don't train models on your data. [Read the full policy below for complete details.]

1. Introduction

Vision Cinex Inc. ("Company", "we", "us", or "our") is committed to protecting your privacy and creative rights. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information and creative content when you use our Vision platform, including Vision Library and Vision Cinex applications, and visit our website at visioncinex.com.

Built for Creative Professionals: Our privacy practices are specifically designed to protect filmmakers, creative professionals, and production teams. We understand the unique importance of intellectual property protection in the creative industry.

Key Points:

• Your primary data is stored in EU data centers

• US services operate with comprehensive Data Processing Agreements (DPAs)

• AI services are contractually prohibited from training on your data

• We never sell your personal information

• You have full control over your data

This Privacy Policy focuses exclusively on data processing practices. For information about service terms, user obligations, and platform functionality, please see our Terms of Service.

2. Information We Collect

2.1 Information You Provide Directly

Account Information:

• Full name, email address, and password

• Phone number (for account verification)

• Birthday (for production and collaboration purposes)

• Professional information (company, role, industry)

• Billing and payment information

• Profile pictures and professional details

User Content:

• Scripts, production files, and creative assets you upload

• Project information, notes, and annotations

• Team collaboration data and communications

• File metadata and organizational tags

Communications:

• Waitlist signups and marketing preferences

• Support requests and feedback

• Survey responses

2.2 Information We Collect Automatically

Usage Analytics:

• Platform interactions and feature usage patterns

• File access and collaboration activity

• Performance metrics and session data

• User journey analytics for platform improvement

Technical Information:

• IP address and device identifiers

• Browser type, operating system, and device specifications

• Network connection data

• Application error logs and debugging information

Age Requirements: Our services are intended for users 18 and older as stated in our Terms of Service.

3. How We Use Your Information

3.1 Core Platform Services

• Account creation and management

• Content storage and processing as directed by you

• Collaboration and sharing features

• Customer support and technical assistance

• Legal Basis (GDPR): Contract performance

3.2 AI-Powered Features

• Script analysis and intelligent breakdowns

• Automated file organization and metadata extraction

• Smart search and content categorization

• Project element identification and suggestions

• AI-generated images based on your prompts and project needs

• Legal Basis (GDPR): Contract performance and legitimate business interests

3.3 Platform Improvement

• Usage analytics to enhance functionality

• Performance optimization and error resolution

• New feature development and testing

• User experience research

• Legal Basis (GDPR): Legitimate business interests (with opt-out options)

3.4 Communications

• Account notifications and security alerts

• Customer support responses

• Product updates and feature announcements

• Marketing communications (opt-in only)

• Legal Basis (GDPR): Contract performance for service communications; consent for marketing

3.5 Automated Decision Making

We use automated systems for:

• Content organization and tagging suggestions

• Basic security screening (spam, abuse detection)

• Performance optimization recommendations

Your Rights: You can request human review of any automated decision affecting you by contacting privacy@visioncinex.com.

4. Data Processing Locations and Services

We use trusted third-party services to provide platform functionality, with appropriate data protection agreements in place.

4.1 EU-Based Processing (Primary Data Storage)

Location: European Union Services: Primary database (MongoDB), file storage (CloudFlare), access controls (Neo4j) Data: User accounts, content files, project data, access permissions

4.2 US-Based Processing (Supporting Services)

Location: United States Services: Analytics (PostHog), error monitoring (Sentry), communications (AWS SES, Twilio), payment processing (Stripe), CRM (Bigin), email communications (Mailchimp - onboarding sequences and marketing for subscribers), AI services (OpenAI, image generation APIs) Data: Usage analytics, technical diagnostics, communications, payment data, onboarding and marketing emails, content excerpts for AI analysis, image generation prompts

Data Protection Agreements: We maintain Data Processing Agreements (DPAs) with service providers that handle personal data, including:

• AI Service Guarantees: Contractual prohibitions on using your data for model training or improvement

• Data Use Restrictions: Strict limitations on how providers can access and process your information

• Security Requirements: Mandatory technical and organizational security measures

• Deletion Obligations: Required data deletion when services are no longer needed

• Audit Rights: Our ability to monitor compliance with data protection requirements

International Transfer Protections:

• Standard Contractual Clauses with all US processors

• Technical safeguards for data in transit and at rest

• Regular compliance monitoring and audits

4.3 Session Management

Service: Digital Ocean (United States) Data: Session tokens and temporary processing data Purpose: Platform performance and user authentication

Complete service details available upon request to privacy@visioncinex.com

5. AI Processing and Data Protection for Creatives

5.1 Proprietary AI Models

Our core script analysis features use proprietary AI models hosted on our secure servers:

IP Protection Design:

• Publicly Trained Only: Models trained exclusively on publicly available scripts, never on user content

• Technical Safeguards: Engineered with protections to minimize risks of reproducing your intellectual property

• Local Processing: Your content is processed on our servers without external transmission to third parties

• Content Protection: Designed to avoid reproducing dialogue, scenes, or substantial portions of your scripts

5.2 Beta Period Third-Party AI Usage

During development and beta testing, we may use third-party AI services for enhanced features with comprehensive protections:

Data Protection Measures:

• Content Anonymization: All content is anonymized and stripped of identifying information before any external processing

• Partial Processing Only: We send only script elements (character names, scene types) never complete scripts, dialogue, or full scenes

• Project Privacy: Production titles, company names, and project identifiers are excluded from all processing

• Contractual Safeguards: Written agreements prohibit third-party services from retaining, storing, or training on your data

Technical Safeguards:

• No Full Script Transmission: Complete scripts and substantial content portions never leave our secure environment

• Analysis-Only Focus: Processing limited to structural analysis, not content generation or reproduction

• IP Isolation: No training data can be used to generate content that reproduces your intellectual property

• Limited Scope: Third-party services used only for essential functionality during platform development

5.3 Current AI Processing Features

We process your content to provide:

• Script Structure Analysis: Scene breakdowns, character identification, and story structure mapping

• Intelligent File Organization: Automated categorization and metadata extraction

• Smart Search and Tagging: Content discovery and organizational tools

• Project Element Suggestions: Non-generative recommendations based on industry standards

• AI-Generated Images: Visual assets created from your text prompts for storyboarding and production planning

5.4 Training Data and User Content

Current Policy: We do not use your scripts, content, or creative work for AI model training or development.

Our Proprietary Models: Developed using only publicly available scripts and industry-standard formatting guides.

Future Changes: Any use of user content for model improvement would require:

• Explicit advance notice and policy updates

• User consent mechanisms with clear opt-out options

• Full compliance with intellectual property and privacy laws

• Industry consultation on creative rights protection

5.5 Third-Party AI Service Protections

When using external AI services during beta development, we maintain industry-leading protections:

Creative Industry Safeguards:

• No Training Clauses: Written contractual prohibitions on using your creative content to train or improve AI models

• Data Isolation: Your anonymized content is processed separately and never mixed with other users' data

• Immediate Deletion: All anonymized content excerpts are deleted from third-party systems immediately after processing

• No Human Review: Restrictions on manual review of your creative content by external service staff

• IP Protection: Specific clauses protecting against reproduction or derivative use of your intellectual property

Services Used:

• Text Analysis: Script structure and formatting analysis (anonymized excerpts only)

• Image Generation: Visual assets created from your text prompts and project specifications

• Content Enhancement: Non-generative suggestions based on industry standards and formatting guides

Your Creative Rights: We maintain the same strict IP protection standards for all AI services as we do for your primary content storage.

6. Data Sharing and Disclosure

6.1 We Never Sell Your Data

We do not sell, rent, or trade your personal information or content to third parties.

6.2 Authorized Sharing

We share data only for:

• Service Providers: Platform operation and functionality (Section 4)

• User Direction: Features you configure (team sharing, public links, exports)

• Legal Requirements: Valid legal process, law enforcement, regulatory compliance

• Business Transfers: Mergers or acquisitions (with same privacy protections)

6.3 Third-Party Links

Our platform may contain links to external websites. We are not responsible for the privacy practices of third-party sites. Always review their privacy policies before sharing information.

7. Data Security

We implement comprehensive security measures:

Technical Safeguards:

• Encryption for data transmission and storage

• Access controls and multi-factor authentication

• Regular security monitoring and threat detection

• Secure, certified hosting infrastructure

Organizational Measures:

• Employee privacy training and access limitations

• Regular security audits and compliance reviews

• Incident response procedures

• Vendor security assessments

Data Breach Response:

• User notification within 72 hours where feasible

• Regulatory notification as required by law

• Immediate containment and remediation measures

• Full cooperation with investigations

8. Data Retention and Your Control

8.1 Retention Periods

• Account Data: Active account duration + 30 days after closure

• User Content: Per your settings; deleted 60 days after account termination

• Analytics Data: Aggregated data up to 5 years for service improvement

• Support Records: 2 years for quality assurance

• Payment Records: As required by law (typically 7 years)

• Technical Logs: 1 year unless needed for ongoing investigations

8.2 Data Minimization

We collect and retain only data necessary for platform functionality and legal compliance, regularly reviewing and purging unnecessary information.

8.3 Your Deletion Rights

• Real-time: Delete content and close account anytime through platform settings

• Complete Removal: All personal data deleted within 60 days across all services

• Backup Cleanup: Full removal from backup systems within 90 days

• Exceptions: Data retained where legally required

9. Your Privacy Rights and Controls

9.1 Universal Rights

• Access: Download and review your personal data

• Correction: Update inaccurate information

• Deletion: Request account and data removal

• Portability: Export data in standard formats

• Communication Control: Manage email preferences

9.2 Platform Controls

• Privacy Settings: Control profile visibility

• Sharing Controls: Manage team access and collaboration

• Analytics Preferences: Opt-out of certain tracking where available

9.3 Exercise Your Rights

Contact privacy@visioncinex.com with:

• Your account email address

• Specific request type

• Identity verification (for security)

• Response Time: 30 days (may extend to 60 days for complex requests)

10. Regional Privacy Compliance

10.1 European Union (GDPR)

EU users have additional rights including objection to processing, restriction of processing, and protection against automated decision-making.

Complaints: Contact your local data protection authority EU Representative: eu-representative@visioncinex.com

10.2 California (CCPA/CPRA)

California residents have rights to know, delete, correct personal information, and opt-out of sales (which we don't conduct).

10.3 Other Jurisdictions

We comply with applicable privacy laws globally and provide similar rights where required.

11. Cookies and Tracking

11.1 Cookie Types

• Essential: Platform functionality and security

• Preferences: User settings and customization

• Analytics: Usage patterns and performance (PostHog)

• Session Management: Authentication and platform state

11.2 Cookie Controls

• Browser Settings: Block or delete cookies

• Platform Settings: Manage analytics preferences where available

• Third-Party Opt-Outs: Available through service providers

Cookie Banner: We display cookie notices and obtain consent as required by applicable law.

12. Children's Privacy

Age Requirement: 18+ only as stated in our Terms of Service. Our services are not intended for minors.

No Active Age Collection: We do not collect age information during registration.

Accidental Use by Minors: If we become aware that someone under 18 is using our services, we will terminate their account and delete their data.

Accidental Collection: If we discover we've collected data from someone under 18, we immediately delete it across all systems.

Parental Notification: Parents who believe we've collected their child's data should contact privacy@visioncinex.com immediately.

13. International Data Transfers

13.1 Multi-Region Architecture

Your data is processed in both EU and US locations:

• Primary Storage: EU data centers for core platform data

• Supporting Services: US data centers for analytics, communications, and specialized features

13.2 Transfer Protections

• Standard Contractual Clauses with all international processors

• Additional Technical Safeguards for data security

• Contractual Restrictions on data use and access

• Regular Compliance Monitoring and audits

13.3 Your Rights

• Object to Transfers: May limit some functionality

• File Complaints: With supervisory authorities

• Receive Information: About transfer safeguards and risks

14. Policy Updates

We may update this policy for legal changes, new features, or improved practices.

Change Notification:

• Email notice for material changes

• Platform announcement for significant updates

• 30-day notice period where feasible

• Updated version posted at visioncinex.com/privacy

Your Options: If you disagree with changes, you may close your account before they take effect.

15. Contact Information

15.1 Privacy Questions

General: privacy@visioncinex.com
Data Protection Officer: dpo@visioncinex.com
GDPR Inquiries: eu-representative@visioncinex.com
Security Issues: security@visioncinex.com

15.2 Company Details

Vision Cinex Inc.
166 Geary St STE 1500, Suite #586
San Francisco, California 94108
United States

Website: https://visioncinex.com
General Contact: hello@visioncinex.com

© 2025 Vision Cinex Inc. All rights reserved.

This Privacy Policy was last updated on August 7, 2025. For service terms and user responsibilities, see our Terms of Service.