Overview
This Privacy Policy explains how PivotPeek LLC ("PivotPeek," "we," "us," or "our") collects, uses, shares, and protects personal information in connection with klipdb, our software-as-a-service platform for clip library management (the "Service").
klipdb is a business-to-business service. Our direct customers are businesses ("Customers") that use klipdb to organize clip libraries, rights, and production workflows. The individuals whose personal information we process are typically Authorized Users — employees, contractors, and agents of our Customers who log into klipdb to do their work.
When our Customer uses klipdb to process personal information of individuals other than their own Authorized Users, our Customer is the controller (or business, under California law) of that information, and we act as the processor (or service provider). This Policy describes our own practices; for questions about how a particular Customer processes personal information, contact that Customer directly.
What We Collect
2.1 Information You Provide
When you create or use a klipdb account, we collect:
- Account information: your name and work email address.
- Communications: the content of messages you send us through our contact form, support channels, or email.
2.2 Information Collected Automatically
When you use the Service, we automatically collect:
- Log data: IP address, browser type and version, operating system, referring URLs, and timestamps.
- Device information: general information about the device you use to access the Service.
- Usage data: the features you use, pages you view, actions you take within klipdb, and similar product analytics information that helps us operate and improve the Service.
2.3 Customer Content
In the course of using klipdb, Customers and their Authorized Users upload and generate content — clip metadata, rights and ownership information, cost data, tags, descriptions, episodes, acts, categories, and related records ("Customer Content"). Customer Content is processed on behalf of the Customer and is governed by the klipdb Terms of Service and any separate agreement between PivotPeek and that Customer.
2.4 Cookies and Similar Technologies
klipdb uses a small number of cookies and similar technologies, primarily to:
- keep you signed in (session cookies),
- maintain basic preferences, and
- understand how the Service is used (analytics).
We do not use advertising cookies or sell information to advertisers. Most browsers let you refuse or delete cookies; doing so may affect the functioning of parts of the Service, particularly login.
2.5 Information We Do Not Collect
We do not knowingly collect personal information from anyone under 18. klipdb is not intended for consumer use and is not directed to children. If you believe a minor has provided us with personal information, contact us at privacy@klipdb.com and we will delete it.
How We Use Information
We use personal information to:
- provide, operate, secure, maintain, and improve the Service;
- authenticate users and manage accounts;
- perform the features Customers and Authorized Users request, including AI-assisted features (see Section 5);
- communicate with you about the Service, including service announcements, security notices, and support responses;
- investigate and prevent fraud, abuse, and security incidents;
- comply with legal obligations and enforce our Terms of Service; and
- generate aggregated, de-identified analytics and insights that do not identify any individual or Customer.
AI and Automated Processing
klipdb uses third-party AI services — OpenAI (large language models) and AWS Rekognition (computer vision) — to perform AI-assisted features, including auto-tagging, categorization, summarization, transcription, semantic search, and episode/act suggestions.
When these features are used:
- Customer Content and associated metadata necessary to produce the requested output are transmitted to the AI subprocessor through its commercial API.
- We use the commercial API offerings of each AI subprocessor, which contractually prohibit the subprocessor from using API inputs or outputs to train its models. We do not use Customer Content to train AI or machine learning models of our own, and we do not authorize any AI subprocessor to do so.
- AI output is generated automatically and may be inaccurate or incomplete. Authorized Users are expected to review AI output before relying on it.
Data Security
We maintain administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include encryption of data in transit and, where commercially reasonable, at rest; role-based access controls; logging and monitoring; and routine review of our security practices and those of our subprocessors.
No system is perfectly secure. If we become aware of a confirmed security incident that affects your personal information, we will notify you without undue delay and in accordance with applicable law.
Data Retention
We retain personal information only as long as necessary for the purposes described in this Policy, or as required by law.
- Account information is retained while the account is active and for a reasonable period afterward for business, legal, and audit purposes.
- Customer Content is handled as described in the Terms of Service: deleted from active production systems within 30 days of termination, with residual copies in encrypted, rotating backups purged in the normal course of backup lifecycle (not to exceed 90 days).
- Log and usage data are retained for a limited period sufficient for security, operational, and analytics purposes, and then deleted or de-identified.
- Aggregated or de-identified data that cannot reasonably be used to identify an individual or Customer may be retained indefinitely.
International Data Transfers
klipdb is operated from the United States, and our subprocessors are located in the United States. If you access the Service from outside the United States, your information will be transferred to, stored in, and processed in the United States, where data protection laws may differ from those in your country. By using the Service, you consent to that transfer.
If you are a Customer or Authorized User subject to laws that require specific transfer mechanisms (such as standard contractual clauses), contact us at privacy@klipdb.com to discuss.
Your Rights
9.1 California Residents (CCPA / CPRA)
If you are a California resident, you have the right to:
- Know what personal information we collect, use, and disclose about you.
- Access a copy of the personal information we hold about you.
- Correct inaccurate personal information.
- Delete personal information we have collected from you, subject to legal exceptions.
- Opt out of "sale" or "sharing" of personal information. We do not sell personal information, and we do not share personal information for cross-context behavioral advertising.
- Limit use of sensitive personal information. We do not use or disclose sensitive personal information for purposes that would require an opt-out under the CPRA.
- Non-discrimination for exercising your rights.
Because klipdb is a business-to-business service, most personal information we process is account and usage information of Authorized Users acting on behalf of Customers. When personal information is Customer Content, you should direct your rights request to the Customer; we will assist the Customer as its service provider.
To exercise these rights with respect to information we control, contact us at privacy@klipdb.com. We will verify your request through reasonable means proportionate to the sensitivity of the information (for example, by confirming ownership of the email associated with the account). You may designate an authorized agent to make a request on your behalf; we will require proof of authorization.
9.2 Other U.S. State Residents
Residents of other U.S. states with comprehensive privacy laws (such as Colorado, Connecticut, Virginia, and others) may have similar rights. We will honor verifiable requests to the extent required by applicable law. Contact us at privacy@klipdb.com.
9.3 Appeals
If we decline a rights request and you disagree, you may appeal by replying to our decision email or writing to privacy@klipdb.com with "Privacy Appeal" in the subject line. We will respond within the timeframes required by applicable law.
Changes to this Policy
We may update this Policy from time to time to reflect changes in the Service, our practices, or legal requirements. When we make material changes, we will update the "Last Updated" date at the top of this Policy and, where appropriate, provide additional notice (such as by email or through the Service). Your continued use of the Service after the effective date of the updated Policy constitutes acceptance.
Contact Us
If you have questions, concerns, or requests regarding this Policy or our privacy practices:
Email (privacy matters and data subject requests): privacy@klipdb.com
General inquiries: contact form at klipdb.com
Entity: PivotPeek LLC, California, USA
This Privacy Policy is referenced by, and incorporated into, the klipdb Terms of Service available at klipdb.com/terms.