Your data. Our duty of care.

1. Information we collect

1.1 Information you provide

• Account information: name, email address, profile details.
• Content: media files, project information, collaboration data.
• Communications: messages, comments, feedback.

1.2 Automatically collected information

• Usage data: features used, time spent, actions taken.
• Device information: browser type, operating system, device identifiers.
• Log data: IP addresses, access times, pages viewed.

1.3 Face detection and matching data

• Biometric data: facial feature data processed for face detection and matching, used to support clearance management and release workflows.
• Processing: when you upload media, our servers analyze it using AWS Rekognition to detect any faces present and to match those faces against your account's cleared-talent collection. Match results are returned to your device as advisory labels (cleared / possible / unknown). We do not transmit face data to any third party other than AWS for this purpose.
• Advisory labels: match labels are advisory only — they are not automated decisions about a person and do not, by themselves, grant or revoke rights. A producer reviews any release based on these labels and their own judgement.
• Audit records: match events are logged on our servers to support transparency, dispute resolution, and rights compliance. Talent identifiers in these records are cryptographically hashed using a per-talent salt; the salt is destroyed when you exercise your right to deletion, rendering all prior audit records for you cryptographically unlinkable (GDPR Article 17 erasure).
• Consent records: records of consent for biometric processing and for face usage in projects.

2. How we use your information

We use collected information to:

• Provide and maintain our services.
• Process and store your media content.
• Enable collaboration features.
• Send service-related communications.
• Improve and develop new features.
• Ensure platform security.
• Comply with legal obligations.

3. Data sharing

We do not sell your personal information. We may share data with:

• Service providers: companies that help us operate (cloud storage, analytics).
• Collaborators: users you invite to your projects (limited to shared project data).
• Legal requirements: when required by law or to protect rights.

4. Data storage and security

4.1 Storage

Your data is stored securely using industry-standard practices, including:

• Encrypted storage on AWS S3.
• Secure database connections.
• Regular security audits.

4.2 Retention

We retain your data as long as your account is active or as needed to provide services. You may request deletion of your data at any time.

Specific retention rules for biometric features:

• Face-match audit log: retained for up to 12 months from the event date, then automatically purged by a scheduled retention worker. Talent identifiers in these records are cryptographically hashed using a per-talent salt; when you exercise your deletion rights, the salt is destroyed so the audit entry can no longer be linked back to you.
• Face vectors in our AWS Rekognition collection: stored only as numeric feature vectors (not images). Deleted when the talent's consent is revoked or when the talent record is erased.

5. Your rights

You have the right to:

• Access: request a copy of your personal data.
• Correction: update or correct your information.
• Deletion: request deletion of your data.
• Portability: receive your data in a portable format.
• Objection: object to certain processing activities.

6. Cookies and tracking

We use cookies and similar technologies to:

• Maintain your session.
• Remember your preferences.
• Analyze platform usage.
• Improve user experience.

You can manage cookie preferences through your browser settings. For full details, see our Cookie Policy.

7. Children's privacy

Mix-IP is not intended for users under 16 years of age. We do not knowingly collect information from children under 16.

8. International data transfers

Your data may be transferred to and processed in countries outside your residence. We ensure appropriate safeguards are in place for such transfers.

9. Third-party services

Our platform may integrate with third-party services. These services have their own privacy policies, and we encourage you to review them.

10. Changes to this policy

We may update this Privacy Policy periodically. We will notify you of significant changes through the Platform or via email.

11. Contact us

For privacy-related inquiries or to exercise your rights, contact us at privacy@mixip.io or through the Platform's support channels.

By using Mix-IP, you acknowledge that you have read and understand this Privacy Policy.