Privacy Policy

1. Who we are and what this policy covers

This Privacy Policy explains how Editsub (“we”, “us”) handles personal data when you use editsub.com and its tools: the subtitle editor, translator, converter, video-to-subtitle transcription and related features (the “Service”).

Many tools work without an account. Cloud storage, sharing, AI features and paid transcription require you to sign in.

Questions or requests: [email protected].

2. Information we collect

We collect only what we need to run the Service:

• Account data: your email address and, if you sign up with a password, your password, which our authentication provider stores only in salted, hashed form. If you sign in with Google, we receive your name, email address and profile picture from Google.
• Your files: subtitle files you save to your account, with their folders, tags, glossary terms and sharing settings.
• Media you transcribe: audio or video files you upload, or the video link you submit, to create subtitles from speech.
• Content you send to translation and AI features: the subtitle text involved and, when you extract on-screen text, images of the video frames you select.
• Billing data: your plan, payment history, credit balance and credit usage. Payments are handled by Stripe; we never see or store your full card number.
• Messages: what you send us through the contact form or by email.
• Technical data: IP address, browser and device information and request details, processed to deliver the Service, keep it secure and block automated abuse.
• Free usage limits: for free transcription without an account, an anonymous identifier derived from your browser and network, so the free allowance is applied fairly. It is not linked to your name or email address.
• Error reports: technical details about crashes and failed requests, such as browser, page and error message, used to fix bugs.
• Analytics and advertising data: collected through cookies by Google Analytics and Google AdSense, as described in section 9.

3. How we use your information and our legal bases

We use personal data:

• To provide the features you use: editing, saving, sharing, translating, transcribing and AI features (performance of a contract).
• To manage your account, plan and credits, process payments and send service emails (performance of a contract).
• To keep the Service secure, prevent abuse and fraud, apply usage limits and fix errors (legitimate interests).
• To understand how the Service is used and improve it (legitimate interests or, where the law requires it, your consent).
• To show ads in the free Service (legitimate interests or, where the law requires it, your consent).
• To meet legal, tax and accounting obligations (legal obligation).

We do not sell your personal data, and we do not use your files or content to train AI models.

4. Files on your device and files in your account

When you edit without saving to your account, your subtitle files stay in your browser's storage on your device. They are not uploaded unless you save them to your account or use a feature that needs our servers.

Translation, AI features and transcription do need our servers: the text or media involved is sent to us and to the providers described below, processed, and returned to you.

5. AI features

• Language models: AI features such as rewriting, polishing, translation, quality review and speaker detection send the relevant subtitle text, and any glossary terms you use, to third-party AI providers. We use paid commercial plans under which the providers do not use your content to train their models. They may keep requests for a limited period, solely to detect abuse.
• Text recognition from video: when you extract on-screen text, the selected video frames are sent to an AI provider under the same terms.
• Speech recognition: transcription is processed by speech recognition services. Our primary service does not keep audio or results after processing and does not use them for training. Speaker identification and fallback transcription may use a separate provider whose terms may allow it to use submitted audio to improve its services.

AI output can be inaccurate. Review it before you rely on it.

6. Machine translation

Free subtitle translation sends the subtitle text to a third-party machine translation service. It is sent without your account details, and we do not keep the translated text on our servers unless you save the file to your account.

7. Transcribing from a link

When you transcribe from a video link, we send the link to a third-party service to retrieve the audio, and we may look up public details about the video, such as its length. Your task list keeps the video title and the resulting subtitles, not a copy of the audio.

8. Sharing and collaboration

If you share a file or folder by link, anyone with the link can open it with the permissions you chose until you turn sharing off.

In live collaboration, other people in the same file see a display name based on the part of your email address before the @ sign (or a guest name if you are not signed in) and which line you are editing. Chat messages are delivered in real time and are not stored.

9. Cookies and similar technologies

We use cookies and browser storage for:

• Essential functions: keeping you signed in, remembering your language, theme and editor preferences, and keeping your work in progress in your browser. The Service does not work properly without them.
• Analytics: Google Analytics, loaded through Google Tag Manager, measures page views and feature use with cookies such as _ga. We do not send your name, email address or account ID to Google Analytics.
• Advertising: free users see ads from Google AdSense. Google and its partners use cookies to serve and measure ads and, where permitted, to personalize them. See how Google uses information from sites that use its services. Pro subscribers do not see ads, and the ad script is not loaded for them.

Visitors in the EEA, the UK and Switzerland are asked for consent through Google's certified consent message before analytics or advertising cookies are set. If you are in one of these regions, a Privacy settings link appears in the site footer, and you can use it to change your choice at any time.

Everywhere, you can block or delete cookies in your browser, opt out of personalized ads in Google Ad Settings, or install the Google Analytics opt-out add-on. Blocking analytics and advertising cookies does not stop you from using the Service.

10. Who we share data with

We share personal data only with service providers that help us run the Service, and only as much as each needs for its task:

• Hosting, content delivery, database and file storage providers
• Authentication and bot-protection providers
• AI, speech recognition and machine translation providers (see sections 5 to 7)
• Stripe, for payments
• Email delivery providers, for account and support emails
• Error monitoring providers
• Google, for sign-in with Google, analytics and advertising

We may also disclose data when the law requires it, to protect the rights and safety of our users or the Service, or as part of a merger or sale of the Service, in which case this policy continues to apply to your data.

11. How long we keep data

• Account data: until you delete your account.
• Saved files, folders, tags and glossary terms: until you delete them. Files in the trash are permanently deleted after 30 days.
• Uploaded audio and video for transcription: deleted automatically when processing finishes, fails or is cancelled. Any remaining copy is deleted within 7 days.
• Transcripts, translations and rendered videos on our processing service: 7 days. Subtitles you save to your account are kept like any other saved file.
• Transcription task records (file name, status and credits used): 30 days after the task ends.
• Abuse-prevention records for link features: 24 hours.
• Credit and usage history: until you delete your account.
• Billing records: as long as tax and accounting law requires.
• Server logs and error reports: up to 90 days.
• Google Analytics data: up to 14 months.
• Support emails: as long as needed to handle your request.

12. Deleting your account

You can delete your account in your account settings. We email you a confirmation link that is valid for 1 hour.

When you confirm, we immediately cancel your subscription and delete your account, saved files, folders, tags, glossary terms, credits, usage history and your customer record at our payment processor.

Remaining copies expire on their own: files on our processing service within 7 days, and database backups on their regular rolling schedule. Billing records that the law requires are kept by us and by Stripe for the required period.

13. Security

All traffic uses HTTPS, passwords are stored only in hashed form, access to personal data is limited to what is needed to run the Service, and shared links and collaboration sessions use hard-to-guess tokens. No system is completely secure; if a breach affects your data, we will notify you as the law requires.

14. International data transfers

We and our providers process data in the United States and other countries whose data protection laws may differ from yours. Where required, we rely on safeguards such as the European Commission's Standard Contractual Clauses, with the UK Addendum where relevant, and the EU-US Data Privacy Framework for certified providers.

15. Your rights

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

• Access the personal data we hold about you
• Correct inaccurate data
• Delete your data, which you can do yourself by deleting your account
• Receive your data in a portable format; you can download your subtitle files at any time
• Object to or restrict certain processing
• Withdraw consent at any time: in the EEA, the UK and Switzerland through the Privacy settings link in the site footer, and everywhere through your browser settings or Google Ad Settings
• Opt out of the sale or sharing of personal data for targeted advertising; we do not sell personal data, and you can turn off personalized ads in Google Ad Settings
• Complain to your local data protection authority

To make a request, email [email protected] from the address on your account. We respond within 30 days and may need to verify your identity first.

16. Children

The Service is not intended for children under 13, or under 16 where local law requires a higher age for consent. We do not knowingly collect their personal data. If you believe a child has given us personal data, contact us and we will delete it.

17. Changes to this policy

We may update this policy. We will change the date at the top and, for material changes, notify signed-in users in the Service or by email. If a translation differs from the English version, the English version prevails.

18. Contact us

Email [email protected] or use the contact form.