Privacy Policy

Last Updated: Jun, 2026

Welcome to ContextCaptions ("the Service"). This Privacy Policy explains how we collect, use, protect, and handle your information when you use our AI-powered document processing service. By using ContextCaptions, you agree to the practices described in this Privacy Policy.

1. Information We Collect

Account Information: When you create an account, we collect your name, email address, and password (encrypted).

Documents and Images: We temporarily store the documents (DOCX files) and images (JPG/PNG files) you upload for processing. These files contain the content you provide and are necessary to deliver the Service.

Processing Data: We store metadata about your document processing, including upload timestamps, processing status, and AI-generated mappings.

Payment Information: We do not store your credit card or payment details. All payment processing is handled securely by Stripe, our third-party payment processor.

Usage Analytics: We collect anonymous usage data through Google Analytics and PostHog to improve the Service.

2. How We Use Your Information

We use your information to:

  • Process your documents with AI-powered image captioning and placement
  • Send you email notifications when your documents are ready
  • Manage your account and credit balance
  • Process payments through Stripe
  • Improve our Service through usage analytics
  • Respond to your support requests
  • Comply with legal obligations

3. Third-Party Services and Data Sharing

AI Processing Providers: Your documents and images are sent to third-party AI providers (such as Google) for the purpose of semantic matching and caption generation.

Stripe: Payment processing is handled by Stripe. We share your email and payment amount with Stripe to process transactions. Stripe's privacy policy governs their handling of your payment information.

Analytics Services: We use Google Analytics and PostHog to collect anonymous usage statistics. These services may use cookies to track your interactions with the Service.

No Selling of Data: We do not sell, rent, or trade your personal information or documents to third parties for marketing purposes.

4. Data Retention and Deletion

Document Storage: Your uploaded documents and processed files are stored in your account until you choose to delete them. You can delete any document at any time from your dashboard.

Account Deletion: If you delete your account, all associated documents, images, and processing data will be permanently deleted from our servers within 30 days.

Backup Retention: Deleted data may remain in encrypted backups for up to 90 days for disaster recovery purposes, after which it is permanently erased.

5. Data Security

We employ industry-standard security measures to protect your information:

  • All data transmissions are encrypted using HTTPS/TLS
  • Passwords are hashed and encrypted using bcrypt
  • Documents are stored on secure cloud infrastructure with access controls
  • Our application servers are protected by firewalls and regular security updates

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Your Privacy Rights

You have the right to:

  • Access: Request a copy of your personal data
  • Correction: Update or correct your account information
  • Deletion: Delete your documents or close your account
  • Data Portability: Download your processed documents
  • Opt-Out: Unsubscribe from email notifications (except essential account emails)

To exercise these rights, please contact us through our contact page.

7. GDPR and CCPA Compliance

GDPR (European Users): We comply with the General Data Protection Regulation. If you are in the EU/EEA, you have additional rights under GDPR, including the right to object to processing and the right to lodge a complaint with your supervisory authority.

CCPA (California Users): If you are a California resident, you have the right to know what personal information we collect, request deletion of your personal information, and opt-out of the sale of your personal information (we do not sell personal information).

8. Cookies and Tracking

We use cookies and similar tracking technologies for:

  • Maintaining your login session
  • Remembering your preferences
  • Analytics and understanding how you use the Service

You can control cookies through your browser settings, but disabling cookies may affect some functionality of the Service.

9. Children's Privacy

ContextCaptions is not intended for users under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us immediately.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this Privacy Policy periodically. Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at our contact page.

By using ContextCaptions, you acknowledge that you have read, understood, and agreed to this Privacy Policy.