1. Data controller
Vixdeo is a service of Synaxis Systems LLC (https://synaxis.systems/). Synaxis Systems LLC ("Synaxis," "we," "us") is the data controller for the personal data described in this Policy when you use Vixdeo as an end user.
Synaxis Systems LLC is a Florida (USA) limited liability company, with its address at 135 18th Ave, Naples, FL 34120, USA.
Representative in the European Union and the United Kingdom. Synaxis is appointing its representative in the European Union and the United Kingdom (Article 27 GDPR and UK GDPR). We will publish its contact details in this Policy as soon as the appointment is complete; in the meantime, please send any enquiry to legal@vixdeo.com.
Where you, as a customer, process third parties' personal data through the Platform as their controller, Synaxis acts as a data processor under the Data Processing Agreement (DPA).
Privacy contact: legal@vixdeo.com.
2. Data we process
- Account data (Google Sign-In). Registration and login use your Google account: we receive your email address and, depending on your Google settings, your name and profile picture. We never receive or store your Google password.
- Project content. The projects, scripts, configurations, and video pieces you create, including intermediate versions needed to produce the piece.
- Media you upload. Images, audio, and video you contribute as material for your pieces — including, if you so choose, photographs, footage, or voice recordings of real people to create avatars or voices (see §4 and the Terms, §6: likeness and voice consent). This material may contain third parties' personal data, for which you are the controller.
- Prompts and instructions. The text and the conversation with the Platform that direct generation.
- Usage telemetry and technical logs. Activity metrics, executed operations, diagnostic traces, and logs needed to operate, troubleshoot, and secure the service.
- IP address and anti-abuse signals. We use your IP address to apply rate limits and prevent abuse (for example, at signup and login).
- Billing data. Wallet top-up and consumption history. Payment data (card) is processed by our payment provider; we do not store full card numbers.
- Acceptance records. Your acceptance of this Policy and of the Terms, your age declaration, the likeness and voice declarations you make when creating a replica and the immediate-performance declaration you make when topping up (Terms §10.3), with their date, a hash of the IP address and the browser.
- Connection tokens and channel data. If you connect YouTube or another destination, we store the OAuth tokens needed to publish on your behalf, which you may revoke at any time. With that same authorization we read your channel's data and metrics to analyze its performance. To do this, Vixdeo uses the YouTube API Services; what Google does with your data is governed by the Google Privacy Policy. Besides disconnecting the channel from Vixdeo, you can revoke Vixdeo's access to your data at any time via the Google security settings page; §6 explains what happens to that data in each case.
- Signup origin data. Which campaign or link you came from when you created your account (campaign parameters, Google Ads click identifier, referring and landing page) and the type of device you first used the application with.
- Anti-fraud derived data. When you delete your account we retain an identifier (hash) derived from your email —and from the IP address with which the welcome credit was claimed—, without the plaintext email or IP, for the sole purpose of preventing repeated collection of welcome promotional credits through create-delete-recreate account cycles (see §7).
- Data from access by AI agents. If you connect Vixdeo to an AI agent, the credentials we issue (stored as a cryptographic fingerprint), what your agent sends and receives, and the technical data of those connections (see §4 bis).
Image and voice of real people. We treat as biometric data the image and voice you contribute to create a replica (an avatar or a voice) of a real person. Whoever uploads that material warrants that they hold the explicit consent of the person depicted (Terms §6): before the replica is created, the flow asks you to declare that you are that person or that you hold their explicit consent, and we record that declaration. That material is sent to the provider that creates the replica (§4); we keep it for as long as your account exists and destroy it when the account is deleted, including at our avatar provider (§7). Beyond that use, we do not request or deliberately process special categories of data; the material you upload could contain them, and you are responsible for it.
3. Purposes and legal bases
| Purpose | Data | Legal basis (GDPR) |
|---|---|---|
| Providing the service: generating, producing, storing, and delivering your pieces | Account, projects, media, prompts | Contract performance (Art. 6(1)(b)) |
| Publishing to external destinations on your behalf and analyzing your channel's performance | OAuth tokens, published piece, channel data and metrics | Contract performance (Art. 6(1)(b)) |
| Exhibiting works you publish to the public gallery | Published work, metadata | Contract performance (Art. 6(1)(b)) |
| Billing and accounting | Billing, consumption | Legal obligation (Art. 6(1)(c)) and contract (6(1)(b)) |
| Recording your acceptance of the terms and your declarations | Acceptance records | Contract performance (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)) |
| Security, usage limits, and abuse/fraud prevention (incl. anti-farming hash) | IP, telemetry, email hash | Legitimate interest (Art. 6(1)(f)) |
| Service diagnostics and improvement | Telemetry, logs | Legitimate interest (Art. 6(1)(f)) |
| Measuring our advertising and knowing which campaign each signup came from | Signup origin data; browser advertising identifiers; signup email as a hash (§9) | Legitimate interest (Art. 6(1)(f)), with the right to object (§9) |
| Operational service communications | Contract performance (Art. 6(1)(b)) | |
| Optional communications (news) | Consent (Art. 6(1)(a)), revocable | |
| Authenticating and authorizing the AI agents you connect and carrying out what they request | Credentials, content, authorization data | Contract performance (Art. 6(1)(b)) and legitimate interest in security (Art. 6(1)(f)) |
We do not sell your personal data. We do not use your content to train our own AI models without your express consent; what the AI providers that receive it to produce your piece do with it is explained in §5.3 of the Terms. We do not make automated decisions with legal effects on you within the meaning of GDPR Art. 22.
4. AI providers and processors handling your data
To generate your content, we send the necessary parts of your prompts, instructions, and media to third-party artificial-intelligence providers, depending on the piece: language models (script and direction), image and video generators, voice synthesis and cloning, digital avatars, music, and audiovisual analysis engines. If you create an avatar or voice from a real person, that person's image or voice is sent to the applicable provider to create the replica.
We also use infrastructure providers (hosting and compute, database, cache/queues, object storage, email) and payment providers. We share with each provider only the data necessary for its function, under data-processing agreements where applicable.
The current named list of the providers that receive data to produce, charge, store or publish your piece, with what each one receives, is published at vixdeo.com/legal/subprocessors; it is derived from the Platform's provider registry, and we update it as providers are added or retired. Annex C of the DPA incorporates it and adds the infrastructure. Content libraries (stock and archive) receive only search queries derived from your piece, not your account data. Google also receives data when you sign in with your Google account and through the advertising measurement described in §9.
4 bis. Access from AI agents
4 bis.1 What access from AI agents is
Besides the web application, you can operate Vixdeo from an artificial intelligence agent that runs inside a third-party application or service you choose and connect (the "host"): for example, Claude (by Anthropic), ChatGPT (by OpenAI), Cursor or another compatible client, including agents you build yourself.
- Where the agent connects: to the remote MCP server at
https://vixdeo.com/v1/mcp(Model Context Protocol), which offers tools to create projects, edit them, produce them, upload your own material and check their status; or to the REST API athttps://vixdeo.com/v1. - How it identifies itself: with an OAuth 2.1 authorization —the host asks for permission, you sign in to Vixdeo and decide on a consent screen what the host may do— or with an API key you create in Settings → Agent access and configure in your agent.
Access from agents does not create accounts: it requires an existing Vixdeo account, created in the web application under the Terms (§2).
4 bis.2 What data we receive through this channel
- The credential your agent presents with each request (API key or OAuth token). We check it against a cryptographic fingerprint; we do not store its value (§4 bis.6).
- What your agent asks us to do and the content it sends, which we treat as if you had typed it in the application: ideas and briefs for pieces; your own scripts or articles that your agent provides as a source; the format, language and production settings; the voice or presenter it names or describes; natural-language instructions for the piece's director; scene edits; decisions about versions; requests to evaluate or rewrite the script; and cancellations.
- Your own material that your agent uploads for use in a piece: images (PNG, JPG, WEBP, GIF) and video (MP4, MOV, WEBM) of up to 200 MB, together with a description of what it shows (up to 240 characters). This material may contain personal data of third parties, for which you are responsible (Terms §5.1; DPA).
- If you use the REST API, also: the production data you send and, if you set up automatic notifications ("webhooks"), the destination URL.
- Technical data: the IP address of the connection —which, depending on the host, may be the host's servers or your own device—, the date and time of requests, and the data with which the host identifies itself as an application (name, redirect addresses, website and logo, software version), whether it registers with Vixdeo or publishes an identification document that Vixdeo downloads and keeps for a while.
- Authorization data: your decision on the consent screen (approve or deny), the permissions granted, the date and the authorized application.
4 bis.3 What data we return to your agent
So that your agent can work, Vixdeo returns to it, at your agent's request and always within your own organization:
- Working identity: your account's identifier and username (by default the username is derived from the part of your email before the "@", and you can change it), your organization's name, identifier, plan and language, the credential's name and permissions, your wallet balance and whether you have already accepted the legal terms in force.
- Your projects: titles, statuses, versions, the full script with its scene structure, the cost of each run and the publication status.
- The available cast: the voices of your organization and of the platform catalogue, with their name, identifier, language, accent and apparent gender; and the presenters, with their name, identifier and framing. The attributes Vixdeo infers from a presenter's image (gender, age range, ethnicity, attire, traits) are returned only for those in the platform catalogue: your organization's own presenters —which may be replicas of real people— travel without them.
- Your own material: the list of what you uploaded and the description you declared.
- Links: a signed link to the final video, valid for 7 days, which opens in any browser without signing in; a direct download link valid for 1 hour; and, to upload material, an upload address valid for 10 minutes.
- Automatic notifications (webhooks): if you or your agent set them up in the REST API, we send to the given URL the data of each production or publication event (identifiers, status, dates, error message and links).
This data passes through the host —or reaches the URL you set— and is subject to the terms of whoever receives it (§4 bis.5).
4 bis.4 What we use it for and on what legal basis
| Purpose | Data | Legal basis (GDPR) |
|---|---|---|
| Authenticate the agent, check its permissions and enforce revocations | Credential, authorization data | Performance of contract (Art. 6(1)(b)) and legitimate interest in the security of the service (Art. 6(1)(f)) |
| Carry out what your agent asks (create, edit, produce, upload and assign material) and return the results | Content, material, working identity | Performance of contract (Art. 6(1)(b)) |
| Charge consumption to the wallet | Consumption | Performance of contract (Art. 6(1)(b)) and legal obligation (Art. 6(1)(c)) |
| Usage limits, abuse prevention and security | IP, usage dates, counters | Legitimate interest (Art. 6(1)(f)) |
| Diagnosis and improvement of the service | Technical logs, internal signals | Legitimate interest (Art. 6(1)(f)) |
What we receive through this channel is governed by the rest of this Policy: we do not sell it and we do not use it to train our own AI models without your express consent (Terms §5.3). To produce your piece, the necessary parts are sent to the providers in §4, just as from the application.
4 bis.5 The host is a third party you choose
The host is a third-party service that you choose, contract and connect. Synaxis does not appoint it or entrust it with any processing: the host is neither a processor nor a subprocessor of Synaxis. The data your agent sends to Vixdeo and the data Vixdeo returns to it (§4 bis.3) pass through the host and may remain in your conversation history, subject to the terms and privacy policy of the host's provider —including, depending on your settings with that provider, the use of your conversations to improve its models—. Synaxis does not control and is not responsible for that processing. We recommend that you review your host's terms before connecting it. Delivering to the host what your agent requests is part of the service you ask for: its legal basis is performance of the contract (Art. 6(1)(b)).
Some host providers also appear in Annex C of the DPA as subprocessors of Synaxis, in a different role: when Vixdeo uses their models to produce your piece. The two roles are independent: what Vixdeo sends to their services as subprocessors is governed by our agreements with them; what you share with your host is governed by your relationship with that host.
4 bis.6 Access credentials
- API keys. They are created in Settings → Agent access and shown only once. We do not store the key: we store a cryptographic fingerprint (SHA-256) from which it cannot be recovered. In clear we keep only a prefix of the key (its first characters) so you can recognize it, its name, its permissions ("Read", "Operate", "Administer"), who created it and the dates of creation, last use, expiry and revocation. Expiry is optional (30 days, 90 days, one year or no expiry); by default the key does not expire.
- OAuth authorizations. When a host asks for access, you sign in to Vixdeo and decide on the consent screen. The "Read" permission is always part of the authorization; "Operate" is optional and allows spending from your wallet (Terms §9 bis.4); "Administer" is never granted through this channel. Vixdeo does not enable the "Publish" permission yet, neither through this channel nor on API keys (Terms §9 bis.5). We issue access tokens valid for 1 hour and refresh tokens valid for 30 days, which are replaced on each use; for both we store only their cryptographic fingerprint. If an already-used refresh token is presented again, we revoke all tokens of that authorization.
- Revocation. In Settings → Agent access you can revoke any key and disconnect any authorized application; revocation takes effect from the agent's next request. The host can also revoke its own tokens. When you close your account we revoke all your keys and connected applications.
- If the legal terms change. When a new version of these terms requires accepting them again, your keys and authorizations keep working: the agent cannot accept on your behalf, and cutting it off would stop work in progress. Vixdeo tells your agent, and you accept the new version the next time you sign in to the web application.
- Retention. Revoked or expired credentials are not deleted immediately: we keep their record (fingerprint, name, permissions and dates) and the authorization decisions that created them as a security record for 12 months from revocation or expiry. Access and refresh tokens are deleted 30 days after they expire.
4 bis.7 Records of agent activity
We do not keep a log that separately stores the arguments and responses of each call made by your agent. What is recorded is:
- What the call produces, as part of your project: projects, versions, the instructions your agent sends to the piece's director and its replies (in the project's conversation history, as if you had typed them) and a system note when an agent creates a version. It is kept like the rest of your account's content (§6).
- The date of last use of each credential.
- Accounting records of consumption (provider, model, units and cost), without the text of the instructions.
- Server technical logs: access lines (IP address, method, path and response code), authorization events and credential creation or revocation events with the user identifier, and error traces.
- Temporary control data: usage-limit counters (up to 24 hours), the daily action counter (about 26 hours) and, when your agent sends an idempotency key, a copy of the response for 24 hours so that a retry does not run the same operation twice.
- Internal diagnostic signals, which may include project identifiers and a short excerpt of your material's description.
The retention periods for these records are in §6.
4 bis.8 Retention of data from this channel
| Category | Validity | Retention |
|---|---|---|
| Active API keys and authorizations | Until expiry or revocation | While active |
| Revoked or expired credentials and the authorization decisions that created them | — | 12 months from revocation or expiry |
| Record of an application (host) that never requested authorization or obtained a token | — | Deleted from 30 days onwards |
| Authorization requests nobody decided | 15 minutes | 30 days from their expiry |
| Access / refresh tokens | 1 hour / 30 days | 30 days from their expiry |
| Signed link to the final video / direct download link | 7 days / 1 hour | Not applicable (the link expires; the video is kept under §6) |
| Material upload address | 10 minutes | Not applicable |
| Usage-limit counters, daily counter and idempotency copies | — | Up to 24–26 hours |
| Server technical logs and internal signals | — | Per §6 |
| Record of automatic notifications sent (webhooks), with their content | — | 30 days from the end of the delivery; earlier if the webhook is deleted |
| Content, instructions and material received through this channel | — | Like the rest of your account's content (§6 and §7) |
| Uploaded file whose registration your agent did not complete | — | 1 day from the upload |
4 bis.9 Minors
Access from agents requires a Vixdeo account and does not allow creating accounts. The minimum age of the Terms (§2.1) applies. A host admitting younger users does not enable access to Vixdeo.
4 bis.10 Your controls
- Revoke keys and disconnect applications in Settings → Agent access, effective from the next request.
- Choose the permissions when authorizing a host (you may withhold "Operate") and the expiry when creating a key.
- Request a free estimate before spending and cancel a production in progress (Terms §9 bis.4).
- Exercise your rights (§8) and close your account (§7), which revokes all your credentials.
5. International transfers
Our database and our processing servers are located in the European Union (Germany and Finland). Our providers may process data outside your country or the European Economic Area: mainly in the United States and, depending on the provider, in the United Kingdom, Australia and Brazil; part of the operation and maintenance of the service is carried out from Argentina. Where we transfer personal data outside the EEA or the UK, we rely on the European Commission's adequacy decisions where they exist —including the EU-U.S. Data Privacy Framework for certified providers, and the decisions on Brazil and Argentina— and otherwise on the European Commission's Standard Contractual Clauses.
6. Retention
| What | How long we keep it |
|---|---|
| Account data (email, username, organization) | For as long as your account exists. When you close it, it is anonymized immediately (§7) |
| Content: projects, scripts, versions, conversations with the director, final videos, the material you upload (including material uploaded by an agent) and the faces and voices of your cast | For as long as your account exists; you can delete projects and videos whenever you want. When you close your account it is deleted at the end of the 14-day grace period (§7) |
| Intermediate copies of versions that are no longer a project's current version | 14 days from when they stop being current |
| Working spaces of each production on the servers that produce the video | 7 days |
| Technical cache of those servers (copies of piece files reused across productions) | 30 days without use. Copies the service no longer has registered —for example, those of a deleted account— are deleted in each server's next daily pass, once they have gone one day without use (§7) |
| Your YouTube channel's data and metrics | For as long as the channel remains connected. If you disconnect it from Vixdeo or close your account, we immediately revoke with Google the authorization you gave us and delete the tokens, and within 7 days we delete the channel's metrics and what we computed from them. If you revoke the permission from your Google account, we delete them within 30 days. The rest of the channel's data is deleted when you delete the channel or close your account (§7) |
| Signup origin data | For as long as your account exists; deleted with it (§7) |
| Acceptance records and declarations | For as long as your account exists and 5 years after it is closed |
| Accounting records (wallet, top-ups and consumption per provider) | 7 years from the end of the fiscal year |
| Anti-fraud hash of the welcome credit | The email hash, for as long as we offer the welcome credit; the IP hash, 30 days |
| Technical logs of the servers and their containers (IP address, date, path and response code of each request; access attempts; authorization events; error traces) | 30 days |
| Admission records of each production on the web server (job, project and account identifiers; no email or IP) | They have no automatic deletion period yet |
| Internal diagnostic signals | 12 months from their last occurrence or their resolution, whichever is later. Those routed to automatic code correction are kept as technical history, without any user's identifier |
| Observations you send us from the application ("Not quite right?") | For as long as your account exists; when you close it, their text is deleted |
| Technical production audits (voice and narration settings per scene) | 12 months |
| Technical notifications we receive from our providers | 30 days from their receipt or their processing, whichever is later |
| Usage-limit counters and idempotency copies | Up to 24–26 hours |
| Database backups | 30 days; the history for restoring the database to a point in time, 1 day |
| Content reports and complaints | For as long as they are needed to resolve them, plus 12 months |
| Access from AI agents | Per the table in §4 bis.8 |
We keep data for longer only where we must retain it under a legal obligation or to resolve disputes and enforce our agreements.
7. Account deletion: how it works
You can delete your account self-service from Settings. Before you confirm, we show you what is deleted, what is kept and when. When you do:
- Access ends immediately. Your email, your username and your organization's name are replaced with irreversible values, access keys and connected applications are revoked, the authorization you gave us is revoked with Google and its tokens are deleted, anything in production is stopped, anything you published is withdrawn from the public gallery, and no login path can reopen the account. Your channels' metrics are deleted within 7 days (§6).
- Your content is deleted at the end of a 14-day grace period (if work was in progress, not earlier than 6 hours): projects, scripts and versions, conversations with the director, final videos and their backup copies, the material you uploaded (including through agents), the faces and voices of your cast —and, at our avatar provider, those you made with your photo or video—, connected channels, signup origin data, and your customer record at our payment provider; the copies of your pieces in the technical cache of our servers are deleted in each server's next daily pass (§6). During that period you can ask us for a copy of your data or reverse a closure made by mistake, by writing to legal@vixdeo.com.
- Kept, unlinked from your email and username: accounting records (§6), records of your acceptance of the terms and of your declarations (§6), and a hash of your email and of the IP with which the welcome credit was claimed, for the sole anti-fraud purpose described in §2. That hash cannot be used to reconstruct your email.
- Database backups renew on their own: your information leaves them after 30 days.
- What deletion does not reach: what you published outside Vixdeo (for example, on your YouTube channel) stays there and is removed from that platform; outputs that generation providers keep in their own systems follow their retention; and some working copies left on our servers' disks (of the material you uploaded from the editor, of your scenes' audio and of your watermark) stop being associated with your account and accessible from the service, but do not yet have an automatic deletion period.
If you have balance you paid for and did not use when you close your account, we refund it under §11 of the Terms.
8. Your rights (GDPR and equivalent laws)
You have the right to: access, rectification, erasure ("right to be forgotten"), portability, objection, restriction of processing, and to withdraw consent at any time where consent is the legal basis.
How to exercise them. Project deletion and account closure are self-service from Settings. For all other requests (including data export for portability, which we currently handle manually), write to legal@vixdeo.com; we will respond within the legal deadlines. You also have the right to lodge a complaint with a data protection authority: since Synaxis has no establishment in the European Union, you may do so with the authority of the Member State where you live, work or where the alleged infringement took place, and in the United Kingdom with the Information Commissioner's Office (ICO).
9. Cookies and measurement
Vixdeo uses cookies and local storage that are strictly necessary for the service to function, mainly to keep your session signed in (the session expires after 24 hours) and remember interface preferences (such as language). Being essential, they do not require additional consent.
In addition, Vixdeo's pages load Google code in two cases:
- Sign-in with Google. The application loads the Google Identity Services script on all of its pages, not only on the sign-in page. Google may use its own cookies subject to its policy.
- Measurement of our advertising (Google Ads). When measurement is active, the website loads the Google Ads tag to know which campaigns bring signups and which authors come back to watch their piece. We use Google's consent mode with these initial values: in the European Economic Area, the United Kingdom and Switzerland, consent denied for advertising cookies, user data, ad personalization and analytics; in the rest of the world, consent granted. When you create an account, the tag receives your signup email and turns it into a hash in your browser before sending it to Google ("enhanced conversions"). We do not show a consent banner today.
Outside the European Economic Area, the United Kingdom and Switzerland, this measurement is based on our legitimate interest in knowing which advertising works, and you can object to it: by blocking the Google Ads tag or cookies in your browser, or by writing to legal@vixdeo.com, in which case we delete your signup origin data. Synaxis does not meet the thresholds that make the California Consumer Privacy Act (CCPA) applicable.
10. Security
We apply technical and organizational measures appropriate to the risk, detailed in Annex B of the DPA: encryption in transit on the service's public surfaces; encryption at rest of the database and of object storage; authentication with Google; agent keys and tokens stored only as hashes; anti-abuse rate limits; database history to restore to any point in the last 24 hours; and operational alerts. No system is infallible; in the event of a security incident affecting your personal data, we will notify the authority and/or you as required by applicable law.
11. Children
The Service is not directed at children under 16 and we do not knowingly process their data. If we detect an account belonging to a child under that age, we will close it and delete its data. Access from AI agents does not allow creating accounts and is subject to the same minimum age.
12. Changes and contact
We may update this Policy; each version is identified by its date. Material changes will be notified to you by email at least 30 days before their effective date. For any privacy matter, write to legal@vixdeo.com; for product support, to support@vixdeo.com.
This document is also available in Spanish (Política de Privacidad). In case of divergence, the English version prevails.