SubEasy Privacy Policy

Last updated: September 4, 2026

This policy explains what information SubEasy collects, why we collect it, how we handle and protect it, and what rights you have with respect to your information. We never sell your personal information.

This policy applies to all products and services built, operated, and maintained by Bikgo Network Ltd., including SubEasy.ai.

What We Collect and Why

Identity and Account Information

When you sign up for or use a SubEasy product, we collect identifying information such as your email address so we can create your account, provide the Services, send important notices, product updates, and security alerts.

With your consent, we may also send newsletters, surveys, or product research invitations. If a product allows you to add a profile picture or profile details, we may store the information you choose to provide.

We do not sell your personal information to third parties, and we do not sell your name or personal identity information.

Billing Information

If you sign up for or use a paid product, you may be asked to provide payment information and a billing address. Payment information is submitted directly to our payment processor and does not pass through or remain on SubEasy servers.

Product Content and Interaction Data

To provide transcription, editing, downloading, translation, and related product features, we store content that you upload, receive, create, or manage in your SubEasy account, including audio, video, transcripts, translations, and related files.

When you upload a video, SubEasy typically extracts only the audio track to provide transcription. The original video file itself is not retained for processing and is not transmitted to any third-party AI provider.

Audio files are retained for 5 days after upload and are then automatically deleted. Transcripts, translations, and other text content are retained while your account remains active unless you delete that content or delete your account.

SubEasy does not use your audio, video, transcripts, or translations to train or improve our own AI models.

IP Address, Login, and Security Data

We may log the full IP address used to register an account and to access an account for security, fraud prevention, abuse prevention, and spam mitigation. We generally retain login and security records while your account remains active.

Website Interactions and Analytics

We collect browsing and interaction information for analytics, statistics, product improvement, conversion testing, and design experiments. This may include browser and operating system versions, IP address, visited pages, load times, referring website, and interaction behavior.

CAPTCHA, Abuse Prevention, and Cookies

We may use third-party CAPTCHA or similar services to prevent brute-force logins, credential stuffing, spam, and other abusive activity. These services may evaluate signals such as IP address, time on site, mouse movement, and other indicators to determine whether activity is likely to come from a human.

We use first-party cookies and some third-party cookies to maintain sessions, store preferences, support analytics, run A/B tests, and evaluate advertising performance. You can manage cookies in your browser settings, but disabling cookies may prevent parts of the Services from working properly.

Voluntary Correspondence

When you contact us by email or otherwise ask for support, respond to a survey, or participate in an interview, we keep the information and correspondence you voluntarily provide so we can respond, provide support, and improve the Services. If we ask to record an interview or conversation, we will only do so with your express consent.

AI Processing, Third-Party Models, and Training

SubEasy's default transcription workflow uses a custom-tuned version of Whisper that we deploy and operate on our own servers. On this default path, your audio is processed entirely within SubEasy infrastructure and is not transmitted to any third-party AI provider.

SubEasy also offers an optional Advanced transcription model that users may select on a per-job basis. This path may route audio to third-party AI providers, including but not limited to OpenAI's GPT-transcribe and Google's Gemini-transcribe. The Advanced model is not the default and is never applied unless a user explicitly chooses it.

For translation, we use large language models from providers including OpenAI, Anthropic, and Google. In our default configuration, text submitted for translation is processed through those providers' standard API endpoints; under their standard terms, submitted content may be used by those providers for model training.

For customers with confidentiality requirements, SubEasy can, by separate enterprise arrangement, route translation and Advanced-model workloads through zero-retention API endpoints that contractually exclude the data from provider training. This configuration may involve additional fees.

For clarity, only extracted audio may be transmitted to a third party when the Advanced transcription model is used, and only resulting text may be transmitted to a third party when translation is used. Original video files are not transmitted to third-party AI providers under any configuration.

When We Access or Share Your Information

We may access or share your information in the following situations:

To provide products or services you request. We use certain third-party service providers to help operate SubEasy, including cloud infrastructure, payment processing, analytics, security, abuse prevention, customer support, and AI service providers.
To respond to support requests or technical faults. SubEasy employees do not proactively view your content. We may access the minimum amount of content necessary only when responding to a support request you make, or when manual intervention is required to resolve a technical fault, and only with your express permission.
To investigate, prevent, or address abuse, security incidents, or violations of our terms. We access relevant accounts or data only when necessary and seek to balance customer privacy, safety, and platform integrity.
When required by law. Bikgo Network Ltd. is a Hong Kong company. If Hong Kong law enforcement authorities have a valid warrant, criminal subpoena, or court order requiring us to provide data, we may be required to comply. We generally respond to requests from government authorities outside Hong Kong only if compelled by the Hong Kong government through procedures under a mutual legal assistance treaty or agreement. Unless legally prohibited or in emergency circumstances, our policy is to notify affected users before sharing their data.

If SubEasy is acquired, merged, or involved in another corporate transaction, we will take appropriate steps to notify you before your personal information is transferred or becomes subject to a different privacy policy.

Aggregated and De-Identified Data

We may aggregate or de-identify information collected through the Services. Such information no longer directly identifies you and may be used for analytics, product improvement, research, marketing, or other lawful purposes.

How We Secure Your Data

All public Internet transmission is encrypted via SSL/TLS. Transcripts and text are stored on our servers in Los Angeles, United States, encrypted at rest. Database backups are also encrypted.

We use reasonable technical, organizational, and security measures to protect information, but no Internet service can guarantee absolute security. You are also responsible for maintaining the security of your account credentials.

Data Retention and Deletion

Audio files are retained for 5 days after upload and are then automatically deleted.

When you delete a video or transcript, it becomes immediately inaccessible. Accounting for database backups, it will be fully purged from our systems within 7 days.

If you delete your account, all associated content will be removed within 30 days. Once information has been permanently deleted, we cannot recover it.

Some records may be retained for longer where required for legal, tax, accounting, security, fraud prevention, or dispute-resolution purposes, but only to the extent necessary for those purposes.

Data Location and International Transfers

Our primary data infrastructure is located in Los Angeles, United States. If you are located outside the United States, including in the European Union, the United Kingdom, or another jurisdiction, information you provide to us may be transferred to and stored in the United States or other locations where our service providers operate. By using our websites or Services, you understand that these international transfers may occur.

Your Rights

Depending on where you live, you may have the right to request access to, correction of, deletion of, export of, or restriction of processing of your personal information. You may also have the right to object to certain processing or withdraw consent.

If you are an end user of a SubEasy customer, please first contact the organization that provided your information to us. If you are an account holder or otherwise have a direct relationship with SubEasy, you may contact us using the details below.

Changes and Contact

We may update this policy from time to time to comply with legal requirements or reflect changes to our products and data practices. If we make significant changes, we will refresh the date at the top of this page and take appropriate steps to notify users.

If you have questions about this Privacy Policy, your data, or your rights with respect to your information, please contact us at [email protected].

Adapted from the Basecamp open-source policies / CC BY 4.0