Privacy Policy

Account data: your name, email address, and password (stored as a bcrypt hash, never in plain text); an optional avatar image; and, if you sign in with Google, your Google account identifier.

Content you and your team upload: video files, thumbnails, images, documents, audio and video clips recorded in chat, comments (including timestamped review feedback and drawings), chat messages, tasks, and project metadata.

Business data your agency enters: the client names and emails you invite, and assignment or payment-rate figures your workspace admins set (rates are only ever visible to workspace owners and admins).

Technical data: IP address and user agent in server logs (rotated), one essential session cookie (ff_session, 30 days), and your notification preferences. Feature requests and bug reports store what you type plus your browser's user agent so we can reproduce issues.

Calls: quick chat audio and video are peer-to-peer between participants' browsers and are never stored on or routed through our servers; only connection metadata (who joined which room, expiring within minutes) touches the server.

All application data is stored on our own dedicated server, in an application database and file storage on that server. Server snapshots are used for disaster recovery; encrypted off-site backups are being introduced as part of our launch hardening.

We share only what each processor needs to do its job, and we never sell your data:

Resend or our SMTP provider. Recipient email address and notification content, to deliver transactional email (invites, access notices, notifications).

Google. Sign-in identity for optional Google login, and reCAPTCHA bot-check signals on public forms.

Meta (WhatsApp Business API). Destination phone number and message text, only if your workspace enables WhatsApp notifications.

Groq. Audio extracted from a video or voice note, only when someone requests a transcription or captions. Groq processes this audio ephemerally to return the text and does not use it to train AI models.

PostHog. Anonymised product-analytics events (which features are used, and how), only if you consent via the cookie banner.

Our hosting provider. Hosts all of the above as our infrastructure provider.

Some of these processors are based in the United States (for example our product analytics and transcription providers). When your data is handled by a processor outside your own country, that transfer relies on the contractual safeguards in each processor's data processing agreement, such as the Standard Contractual Clauses. We only send each processor the minimum described above.

Review content is shared with a project's members according to role: client reviewers only see work sent for their approval and never see internal team notes, editor identities, or payment rates; editors do not see client contact details. Share links you create can be opened by anyone with the link, subject to the expiry and password you set on them.

Content is retained while your account or workspace is active. You can permanently delete everything yourself from our data-deletion page (or Settings, then Delete account); it removes your profile, memberships, messages, comments, and the files you own from the live system immediately, and server snapshots age out within 30 days. Cannot sign in? Request deletion on that same page. Emails invited to a project that never registered are kept only as pending invites and are removed on request.

You can request access, correction, export, or deletion of your personal data at any time by emailing hi@postxport.com. For EU and UK users: our legal bases are contract (providing the service you signed up for) and legitimate interest (security and abuse prevention), and you may lodge a complaint with your local supervisory authority.

One essential session cookie keeps you signed in; it is always active because the service cannot function without it. We use no advertising or cross-site tracking cookies.

With your consent (via the cookie banner) we also use privacy-friendly product analytics (PostHog) to understand how Postxport is used and improve it. Choosing “Essential only” declines these, and you can change your mind later by clearing the choice in your browser. Sign-up forms use Google reCAPTCHA to block bots, which is subject to Google's privacy terms.

Because we do not use cross-site tracking or advertising pixels, we do not “sell” or “share” your personal information under California or other US state privacy laws.

If a security breach affects your personal data, we will notify affected accounts and, where required, regulators within 72 hours of confirming it.

Questions about privacy? Email hi@postxport.com.

This policy is provided for transparency and is not legal advice; it will be reviewed as the product and our jurisdictional obligations evolve.