Privacy Policy

Organic Video is committed to protecting your privacy and any information you may give us. The details below are to make sure you fully understand what we do, why we do it and what happens with what we have.

When you use the audit tool we collect:

• Your Google account name and email address (via Google sign-in),
• The email address you enter at the capture stage (this becomes the address we use to contact you, and may differ from your Google email),
• Your YouTube channel's public data and YouTube Analytics data accessed read-only,
• Optional details you provide at the capture stage (e.g. company, marketing opt-in).

We can only gather this information with your authorisation, and we need it to generate the audit.

We have a legitimate purpose for gathering your data, we need this data to generate the channel audit you require (performance of the contract). We only need your YouTube data for this.

We also require your contact details, because we need a way of contacting you to follow up with the report. (performance of the contract)

If you so request, we can follow up with further details about Showrunner's Services (legitimate interest). In addition, we require your permission to send you marketing emails. This requires you to opt into receiving the emails.

We will not be using your details other than for the reasons described in this policy. We require these details for legitimate purposes, and we understand that we are gathering your confidential information.

We understand the importance of your personal data. We have set up numerous security measures to protect the personal data we hold. These measures are in place to make sure your personal data is safe and secure. We have internal measures that make sure the data can only be accessed by certain individuals and only for the purpose of performing our contract with you.

Part of our process includes keeping you fully informed about what happens with your data, if there is ever a breach, we are duty bound to keep you informed.

We can only use your data if the law allows us to. There are three reasons we would keep your data; they are as follows;

• Performance of the contract, we need this to do our job for you,
• We have a legitimate interest in it, this means we need it to perform to the best of our ability and offer the best possible service to you,
• Compliance, this means we must process your data for legal reasons. We have obligations with authorities, and part of this obligation is to keep certain types of data.

We require your personal data to provide our service to you. We need this data to manage and perform our contract with you, the legal basis for doing this under UK law is (Article 6(1)(b) of UK GDPR)

We may use some of your personal data to provide details of what works best for you. We have a legitimate interest to provide you with specific details of specific services in accordance with your specific needs. The legal basis for this is (Article 6(1)(f) of UK GDPR)

The legal basis for collecting your contact information is to provide you with our service, this falls under (Article 6(1)(b) of UK GDPR) and (Article 6(1)(a) of UK GDPR) with your consent.

Under Article 6(1)(c) of UK GDPR, we are required to provide such information, if requested, to authorities. We also have an interest to resolve any potential complaints and manage legal matters. We may use this information to contact you to resolve any such issues.

We collect data under Article 6(1)(f) of UK GDPR to manage our business and compliance.

We have a capture form on our site that allows us to capture some data. There is a tick box on the form which we would need you to tick to consent to receiving marketing material. The box is automatically unticked and can stay so if you wish. Receiving your report does not depend on you ticking the box. Ticking the box is not mandatory, however, it is unlikely that you will receive any updates from us, our business or any specific service that may help you. You will be able to request this information or opt out of receiving such information at any time during your journey with us.

When you submit the form, we store an auditable consent record. This record includes data such as your marketing preferences (including a "no"), the exact wording you were shown when you made your choice, the version of the privacy policy, terms and consent wording in effect, which of our tools you used, the page you submitted from, the time and date, your IP address, and your browser's user-agent. We understand that this is personal data and it will be treated as such. We require this personal data for compliance and for the ability to solve potential disputes.

You can withdraw marketing consent at any time by using the unsubscribe link in any marketing email, or by contacting us (below).

We keep as little data as we can for the shortest period possible. We use online-only access to your Google account: we request a short-lived access token and do not request or store a long-lived "refresh" token, so we cannot access your account again without you signing in. We store that access token only in encrypted form, and only for as long as we need it to build your report — normally a matter of minutes — after which it is deleted. If you sign in but do not complete an audit, the token is held (still encrypted) until it expires, typically within about an hour, and is then removed by our routine clean-up. Your data is kept only for the purpose described, and only for as long as we need it for that purpose.

• Google access token — stored only in encrypted form and deleted as soon as your report is generated (normally within minutes). If you sign in without completing an audit, it is deleted automatically once it expires (typically within about an hour). No refresh token is ever requested or stored.
• Raw YouTube data — used only in memory to build the report; never saved.
• Your report & recommendations (which include analytics figures calculated from your YouTube data) — kept for 90 days, then automatically deleted. You can also delete a report (or all your data) yourself at any time.

You can create a share link for your report. Share links are unauthenticated: anyone with the link can view the report without signing in, and the report's analytics are visible to them. Search engines are blocked from indexing shared reports. We recommend that you do not share your links or reports with anyone and if you do, we cannot be held responsible for exposure or breaches of confidentiality.

You stay in control: from your report dashboard you can revoke a share link (it stops working immediately) or delete the report entirely. You can find your reports at /my-reports.

We share data with the following services to run the tool:

• Google / YouTube — sign-in and the channel/ analytics data that powers the audit.
• Close (CRM) — we store your contact details and audit summary as a lead, regardless of your marketing choice, we record your marketing-consent status (yes/no) and its date on that lead, so we never market to you without consent. We do not send the link to your audit report to Close.
• Mailchimp — only if you opt into marketing, we add your email and basic audit summary to our mailing list (with your consent date). If you don't opt in, nothing is sent to Mailchimp. (Your report link is never sent to Mailchimp.)

From your account area you can revoke a share link, delete a single report, or use "Delete my data" to remove everything. Delete-my-data:

• Deletes your audit reports, recommendations, and your account (name, email, Google ID);
• Deletes and revokes any Google access token still held at Google's side (in most cases your report has already been generated, so no token remains and there is nothing to revoke);
• Removes your lead from Close (CRM) and your subscriber record from Mailchimp as part of your deletion request; if either service cannot be reached, the failure is logged and reported rather than retried;
• Retains a minimal anonymised record that you gave or declined marketing consent (with the date and the wording version), as proof that consent was validly obtained — your email is replaced with a one-way hash, and your name, IP address and user-agent are removed.

You can choose to,

• Update your personal data,
• Access the information we have of you,
• Object to the processing of your personal data,
• Restrict what we do with your personal data.

You have the right to contact the Information Commissioners Office to request further information on your rights or to discuss any issues. You can contact them via their website or call them on 03031231113

Anything that can't be removed automatically can be requested by emailing us (info@organicvideo.com).

Throughout your journey with us we may use information from, refer you to or use a third-party website. These websites will have their own privacy policies and privacy laws. We do not control these websites and therefore cannot take any responsibility for their privacy or confidentiality. We invite you to contact us with regards to these websites and we can give you more information about where to find their policies.

We may make regular changes to our privacy policy. We invite you to refer to the policy and keep yourself aware of the changes. If we make significant changes, it is likely we will make a note on our website. Please contact us if you have any questions.

We use a small number of strictly necessary, first-party cookies to run the audit tool: one to keep you signed in while you use the tool, and a short-lived cookie to secure the sign-in process. The audit tool itself does not use any analytics or advertising cookies. On our marketing website we also use Google Analytics to understand how visitors find and use the site; this sets first-party analytics cookies, which are not used within the audit tool. We do not use advertising cookies. Because the sign-in cookie is essential, the tool will not work if you block it; you can manage or refuse non-essential cookies, such as analytics cookies, through your browser settings or any cookie controls we provide on the site. Please contact us if you need more information.

We have defined the reasons why we gather your personal data and the purposes for which we will be using it. There will be no other purpose for us collating or using your personal data. If another purpose arises, it needs to be a very similar or closely aligned in purpose. If a new purpose arises, and you wish to have more details or information, please contact our team on the email address provided.

We do not knowingly collect or hold information about anyone under the age of 18. You must be 18 or over to access our website and any of its features. If, at any time, we become aware that we hold information on someone who is below the age of 18, we will delete the data as soon as possible.

This service uses YouTube API Services to access data from your YouTube channel. By using the service and connecting your account, you agree to be bound by the YouTube Terms of Service.

Data accessed through Google is also handled in accordance with the Google Privacy Policy, which describes how Google processes your information.

Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We use your YouTube analytics and channel data solely to generate and deliver your audit report. We do not use it for advertising, sell it, or transfer it to others except as needed to provide the service or as required by law.

You can review or revoke this service's access to your Google account at any time from your Google security settings at https://myaccount.google.com/permissions.

For privacy questions or data requests, contact us at info@organicvideo.com.