Privacy Policy
Last updated 2 November 2026
Vidiicast records podcasts. That means we handle some personal things: your account details, and the voices, faces and words of everyone in a recording. This policy explains what we collect, why, where it goes and what you can do about it. We’ve tried to keep it plain.
Who we are
Vidiicast is run by Reroll Software Pty Ltd (ACN pending), based in Perth, Western Australia. In this policy “we”, “us” and “our” mean Reroll Software. You can reach us about anything privacy related at hello@vidiicast.com.
We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth). If you’re in the European Union or the United Kingdom, we also handle your information in line with the GDPR and UK GDPR, and we are the “controller” of your account information.
When a workspace records an episode, the workspace decides what’s recorded and what happens to it. For those recordings we act on the workspace’s behalf, and the workspace is responsible for telling its guests and getting their agreement (see If you were a guest).
What we collect
When you make an account
- Your name and email address.
- Your password, stored only as a one-way scrambled “hash”. We can’t see or recover it.
- The workspaces you belong to, your role in each, and which shows you can use.
- When you agreed to these terms and this policy.
When you use Vidiicast
- Recordings: the audio and video of everyone in a session, recorded separately for each person, plus any screen you share.
- What’s made from recordings: transcripts, summaries, chapters, show notes and clip ideas.
- Things you write: show names, episode titles, run sheets, teleprompter scripts, markers, and chat messages in the studio.
- Guest invites: the name and, if you add one, the email address of a guest you invite, and the session time.
When you join a studio as a guest
Guests don’t need an account. We collect the name you type in, your audio and video while the session is recorded, and anything you write in the chat.
Collected automatically
- IP address and browser details with each request. We use these to keep you signed in safely, slow down people trying to guess passwords, and stop the same person knocking on a studio over and over.
- Call connection details. To connect a live call, browsers swap network details, which can include your IP address, with the other people in the session. If a direct connection fails, the call is relayed through Cloudflare.
- Server logs kept by Cloudflare for a short time to run and secure the service.
We don’t use advertising, analytics or tracking tools, and we don’t follow you around other websites. See the Cookie Policy for the few things your browser stores.
Payments
Payments are handled by Stripe. We see your plan, billing name and address and the last four digits of your card, but never the full card number.
Why we use it
- To run Vidiicast for you: accounts, studios, recordings, uploads, transcripts and notes. (For GDPR purposes this is needed to perform our contract with you.)
- To send you emails the service needs: confirming your email, password resets, team and guest invites. We don’t send marketing emails. If that ever changes we’ll ask first, and every one will have an unsubscribe link.
- To keep it secure and working: stopping abuse, investigating problems and fixing bugs (our legitimate interest in running a safe service).
- To meet legal obligations, such as tax records and responding to lawful requests.
We don’t sell personal information, we don’t share it for advertising, and we don’t use your recordings to train AI models.
Who handles it
A few companies run parts of Vidiicast for us. Each gets only what it needs to do that job:
| Company | What they do | Where |
|---|---|---|
| Cloudflare | Hosts the site, database and recording files, relays calls that can’t connect directly, and blocks attacks | Global network, including the United States |
| Resend | Sends our emails (gets the recipient’s address and the email’s contents) | United States |
| Deepgram | Turns each person’s recorded audio into a transcript | United States |
| Anthropic | Writes summaries, chapters, show notes and clip ideas from the transcript | United States |
| Stripe | Takes payments and manages subscriptions | Australia and the United States |
People can also see things inside Vidiicast: members of your workspace see its shows and recordings (hosts only see the shows they’ve been given), and everyone in a studio session sees and hears each other and the chat.
We’ll also disclose information if the law requires it, or if Reroll Software or Vidiicast is sold or merged, in which case this policy keeps applying to your information.
Data outside Australia
The companies above store or process information in the United States and, for Cloudflare, in other countries where it has data centres. Before using a provider we check it has strong security and privacy commitments in its contracts, and that it uses your information only to provide its service to us. For people in the EU and UK, transfers rely on the European Commission’s standard contractual clauses or an equivalent safeguard in each provider’s data processing terms.
Transcripts and AI notes
When a recording finishes, each person’s audio is sent to Deepgram for a transcript, and the transcript is sent to Anthropic’s Claude to write the summary and notes. We’ve opted out of Deepgram’s model improvement program, and under Anthropic’s commercial terms your content isn’t used to train its models. AI notes can be wrong, so check them before you publish.
Vidiicast doesn’t use computer programs to make decisions about you that significantly affect your rights or interests. The AI writes drafts for you to edit; it doesn’t decide anything about anyone.
How long we keep it
- Recording files stay until the workspace deletes them, or until the cleanup time the workspace sets in Settings (for example 14 or 30 days after recording).
- Transcripts, notes and episode details stay until the workspace deletes the episode or closes its account.
- Studio chat is cleared 12 hours after a studio empties.
- Records of who knocked on a studio (IP address and time) are kept for 30 minutes.
- Account details stay while your account is open. When you close it we delete them within 30 days, except what we must keep by law, such as invoices.
- Backups of the database are kept for up to 30 days, so deleted information can take that long to disappear completely.
Keeping it safe
- Everything travels over encrypted connections (HTTPS), and Cloudflare encrypts stored data.
- Passwords are hashed with scrypt. Sign-in uses a secure cookie that pages can’t read.
- Every request is checked against your workspace and role, so one customer can’t reach another’s data.
- Sign-in attempts, sign-ups, password resets and studio knocks are rate limited.
No system is perfectly secure. If a data breach is likely to cause serious harm, we’ll tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
Your rights
You can ask us to:
- give you a copy of the personal information we hold about you,
- correct anything that’s wrong (you can change your name and password yourself in Settings),
- delete your account and information.
If you’re in the EU or UK you can also ask us to move your data to another service, limit how we use it, or object to how we use it, and you can complain to your local data protection authority.
Email hello@vidiicast.com from the address on your account. We’ll reply within 30 days. We may need to confirm it’s really you first, and we’ll explain if the law stops us doing something you’ve asked.
If you were a guest
The studio tells everyone a session is recorded before they join. The show that invited you controls the recording, so the quickest way to have something changed or removed is to ask the host. If you can’t reach them, email us and we’ll pass it on and help where we can.
Vidiicast accounts are for people 18 and over. People under 18 can join as a guest only with a parent or guardian’s permission, and hosts are responsible for getting it.
Complaints
If you think we’ve mishandled your information, email hello@vidiicast.com and we’ll respond within 30 days. If you’re not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes to this policy
If we change this policy in a way that matters, we’ll update the date at the top and ask you to agree again the next time you open Vidiicast.