Privacy Policy

01. Introduction & Who We Are

Reminiscent Road Media LLC ("Company," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, engage with our photography, videography, or podcast production services, use our digital production platform, or communicate with us.

This policy is designed to be compliant with the Texas Data Privacy and Security Act (TDPSA), the Children's Online Privacy Protection Act (COPPA), and applicable provisions of the Federal Trade Commission Act. By using our website, services, or platforms, you agree to the collection and use of information in accordance with this policy.

02. Data We Collect

We may collect personal information in a variety of ways. "Personal Data" means any information that is linked or reasonably linkable to an identified or identifiable individual.

2.1 — Information You Provide to Us

We collect Personal Data you voluntarily provide to us, such as when you:

2.2 — Information We Collect Automatically

When you visit our website or use our digital platform, we may automatically collect certain information, including:

2.3 — Information Created During Our Services

In the course of providing our Services, we create and process the following types of data:

2.4 — Sensitive Personal Data

We do not intentionally collect "Sensitive Personal Data" (such as data revealing racial or ethnic origin, religious beliefs, or health diagnoses) through our website's general contact forms. If the provision of our services requires the processing of such data (e.g., photographing a religious ceremony), we will obtain your explicit, opt-in consent before processing it.

• Fill out a contact or inquiry form on our website (e.g., name, email address, phone number, event details).
• Communicate with us via email or phone.
• Provide information through our custom client management platform (e.g., project details, addresses, names of family members).
• Provide participant information for podcast production (e.g., guest names, roles, school or team affiliations, biographical information).
• Sign consent forms, release forms, or Service Agreements.
• Log and Usage Data: IP address, browser type, operating system, referring URLs, pages viewed, and dates/times of access.
• Cookies and Tracking Technologies: We use cookies and similar technologies to track activity on our website and hold certain information.
• Platform Usage Data: When you use our production management platform, we may collect information about your interactions, including pages accessed, files viewed, and approval actions taken.
• Cloud Transfer Data: When you request a Dropbox or Google Drive transfer, we process the provider you selected, the selected files and associated filenames or technical metadata, transfer progress, completion or failure status, and the limited authorization data required to complete your request.
• Sign-In Data: If you choose Sign in with Google or Sign in with Apple, the provider shares your name, email address, a unique account identifier, and, for Google, your profile photo. Apple may share a private relay email address instead of your own. We never receive your Google or Apple password, and we do not request access to your contacts, files, calendar, or any other account data.
• Visual and Audio Recordings: Photographs, video recordings, and audio recordings captured during contracted sessions and productions.
• Voice Data: Audio recordings of podcast participants, including their voice, speech content, and conversational contributions.
• Biometric-Adjacent Data: Your images and recordings may contain data from which facial geometry or voiceprints could be derived. This data is processed by our editing tools solely for creative and production purposes.
• Production Metadata: Participant names (or aliases), roles, episode appearances, scheduling information, and production notes entered into our production management platform.

03. How & Why We Use Your Data

We use the information we collect for the following purposes:

• To Provide and Manage Our Services: To create and manage your client account, process payments, schedule and execute photo/video sessions and podcast recordings, and fulfill our contractual obligations to you.
• To Manage Podcast Productions: To schedule recording sessions, track guest appearances and episode content, coordinate multi-episode production workflows, and prepare show notes and episode metadata.
• To Edit and Enhance Creative Works: To use assistive technologies, including third-party artificial intelligence (AI) services, to perform editing tasks such as image culling, color correction, audio mixing, noise reduction, transcription, and other enhancements.
• To Distribute Content: To publish and syndicate podcast episodes across distribution platforms as authorized by the Client and individual participants.
• To Complete User-Directed Transfers: To send only the deliverables you select to your own Dropbox or Google Drive account and record whether that requested transfer completed or failed.
• To Sign You In: To confirm your identity with the sign-in provider you choose and connect you to your own client or team account. Sign-in data from Google or Apple is not used for advertising, is not sold, and is not shared except as needed to operate sign-in. Our use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
• To Communicate With You: To respond to your inquiries, send you project updates, and provide customer support.
• For Marketing and Promotions: With your consent, to send you newsletters, promotional materials, and other information that may be of interest to you. You may opt-out at any time.
• To Improve Our Website and Services: To analyze usage and trends to improve our website's functionality and user experience.
• To Comply with Legal Obligations: To meet our legal and regulatory requirements.

04. Our Legal Basis for Processing

We process your Personal Data based on the following legal grounds:

• Contractual Necessity: We process your data to fulfill our contract with you.
• Consent: We will process certain data (like for marketing, processing sensitive data, or collecting data on minors) only with your explicit consent, which you can withdraw at any time. Your agreement to our Service Agreement constitutes consent to process your images and recordings using the methods described in this policy, including with assistive AI technologies.
• Verifiable Parental Consent: For personal data of children under 13, we rely on verifiable parental consent as required by COPPA.
• Legitimate Interests: We may process data for our legitimate business interests, such as improving our services, provided it does not override your rights and interests.

05. Your Data Privacy Rights Under Texas Law

Reminiscent Road Media LLC does not sell your Personal Data.

As a Texas resident, you have specific rights regarding your Personal Data under the TDPSA:

• Access & Confirm — You have the right to confirm whether we are processing your Personal Data and to access that data.
• Correct Inaccuracies — You have the right to request that we correct any inaccuracies in your Personal Data.
• Delete Data — You have the right to request the deletion of Personal Data that you have provided to us or that we have obtained about you.
• Data Portability — You have the right to obtain a copy of your Personal Data in a portable and readily usable format.
• Right to Opt-Out — You have the right to opt out of targeted advertising, the sale of personal data, or profiling that produces legal effects.
• Parental Rights — Parents and guardians have the right to review, request deletion of, and withdraw consent for their minor child's personal data at any time.

06. How to Exercise Your Rights

To exercise any of the rights described above, please submit a verifiable consumer request to us by emailing privacy@reminiscentroadmedia.com.

We will respond to your request within 45 days of receipt. If we require more time, we will inform you of the reason and extension period in writing. If we deny your request, we will provide a justification and instructions on how to appeal the decision.

For requests involving a minor's data, we may require verification of the requestor's identity and their relationship to the minor (parent or legal guardian) before processing the request.

Deleting your account. You can ask us to delete your account at any time by emailing privacy@reminiscentroadmedia.com, or from the Account screen in any of our apps that offer it. When you make the request in one of our apps, your access to that app is turned off right away. We remove your Personal Data from our active systems within 30 days, and copies held in our encrypted backups expire automatically within 120 days. We keep records we are required by law to retain, such as invoices, contracts, signed agreements and tax records, for as long as the law requires. We will confirm by email when your request is complete.

07. Data Sharing & Third Parties

Regarding Minors' Data and Third-Party Sharing: We do not share the personal data of known minors under 13 for advertising, profiling, or any purpose unrelated to contracted Services. An external-storage transfer containing a minor's likeness or voice may be initiated only by an authorized Client or parent/guardian who represents that they have authority to receive and store that material.

We do not sell your Personal Data. We disclose information only as needed to provide contracted Services, operate our systems, complete a transfer or publication you direct, comply with law, or protect legitimate rights. Depending on the relationship, a third party may act as our service provider or as an independent service you choose and control. These categories include:

• Client Management Platform: Our custom client management platform, to manage contracts, invoices, and client communication.
• Website Hosting and Analytics: Our website host and analytics providers like Google Analytics.
• Payment Processors: To securely process your payments.
• Email Service Providers: To send communications.
• Artificial Intelligence Service Providers: To perform editing, transcription, and other processing tasks on images, video, and audio. When we use these services, your data (including images and audio which may contain biometric information) is shared with these providers and is subject to their respective terms and privacy policies.
• Cloud Storage and Infrastructure: Google Firebase/Firestore for our production management platform data storage.
• User-Directed Cloud Storage: If you choose Save to Dropbox, Dropbox retrieves only the selected files through its Saver flow using your Dropbox web session; the Company does not receive your Dropbox password or general Dropbox account access. If you choose Save to Google Drive, the Platform requests limited per-file authorization to create the selected copies in your Drive. We do not request broad access to all files in your Drive.
• Podcast Distribution Platforms: Apple Podcasts, Spotify, YouTube, Amazon Music, Google Podcasts, and other directories where podcast episodes are published. Once content is distributed to these platforms, it is subject to their respective privacy policies and content management practices.

• Dropbox Privacy Policy
• Google Privacy Policy
• Google API Services User Data Policy

08. Data Security & Retention

No method of transmission over the Internet is 100% secure. We retain Personal Data only as long as necessary for the purposes in this Policy, legal obligations, disputes, and enforcement. Production platform data is retained for the active project plus one (1) year, after which it is subject to deletion. Backup copies of our systems are encrypted and expire automatically within 120 days. Dropbox Saver does not provide the Company with your Dropbox password or a general Dropbox access token. Google authorization for a requested transfer is limited to the files the Platform creates or you explicitly authorize and is used only to complete or resume that transfer. A deletion request to the Company does not delete copies already placed in an external account you control; you must manage those copies with the provider.

We implement and maintain reasonable administrative, technical, and physical security measures to protect your Personal Data from unauthorized access, use, or disclosure. These measures include:

• Encryption of data in transit (TLS/SSL) and at rest.
• Role-based access controls limiting who can view and modify data.
• Authentication requirements for all platform access.
• Regular review of security practices and access logs.
• Minimum necessary provider access for user-directed cloud transfers.

09. Use of Cookies & Tracking Technologies

Our website uses cookies to enhance your experience. Cookies are small files placed on your device. We use them to remember your preferences, analyze site traffic, and for marketing purposes. You can manage your cookie preferences through your browser settings. Our use of cookies may involve third-party providers like Google and Facebook for analytics and advertising.

10. Policy for Minors & COPPA Compliance

Reminiscent Road Media produces content that may feature minor participants, including middle-school-aged youth athletes. We take the privacy and safety of minors seriously and maintain enhanced protections for their personal data.

10.1 — Children Under 13 (COPPA)

We comply with the Children's Online Privacy Protection Act (COPPA). We do not knowingly collect Personal Data from children under the age of 13 through our website or digital platforms without first obtaining verifiable parental consent.

For podcast productions and other services involving children under 13:

10.2 — Minors Aged 13-17

Minors aged 13 to 17 may access certain features of our digital platform (such as gallery viewing) with verified parental/guardian consent. Parental consent is still required for their participation in podcast productions and for the collection of their voice, likeness, and personal information.

10.3 — Data We Collect About Minor Participants

When minors participate in our productions, we may collect and process:

10.4 — Parental Rights Regarding Minor Data

Parents and legal guardians of minor participants have the right to:

10.5 — Data Minimization for Minors

We apply the principle of data minimization to all information collected about minors. We collect only what is necessary for the production, use aliases where possible, and do not retain minor data beyond the active project period plus the legally required retention window unless a parent or guardian has provided ongoing consent.

• We require a signed Minor Participation & Parental Consent Form before any recording session or data collection.
• We collect only the minimum information necessary to deliver the contracted Services (typically: first name or alias, age range, role in the production, and school/team affiliation).
• Audio and video recordings of children under 13 are treated as personal information and handled with enhanced protections.
• We do not use children's data for targeted advertising, profiling, or any purpose beyond the contracted Services.
• Children under 13 are not permitted to create accounts on our digital platforms.
• First name or approved alias (we avoid collecting or publishing full legal names of minors).
• Age range or grade level (for editorial context only).
• School, team, or organizational affiliation.
• Role in the production (e.g., guest, host, participant).
• Audio and video recordings of their participation.
• Photographs taken during the production session.
• Review the personal data we have collected about their child.
• Request correction of any inaccuracies in their child's data.
• Request deletion of their child's personal data from our systems.
• Withdraw consent for future collection and use of their child's data.
• Request removal of their child from published content (subject to the limitations described in our Terms of Service regarding third-party platform distribution).

11. Podcast Production Data Practices

11.1 — Data Collected in Podcast Productions

In the course of podcast production services, we collect and process additional categories of data:

11.2 — Distribution and Public Availability

Podcast episodes, once published, are distributed to third-party platforms (see Section 07) and become publicly accessible. Participants should understand that:

11.3 — AI Processing in Podcast Production

We may use AI-assisted tools in podcast production for purposes including:

• Voice Recordings: Audio recordings of all podcast participants, which constitute personal information.
• Video Recordings: Multi-camera video recordings of podcast sessions.
• Guest Information: Names (or aliases), roles, professional or athletic affiliations, and biographical details for show notes and episode metadata.
• Production Notes: Internal notes regarding episode content, participant performance, and scheduling.
• Attendance Records: Records of guest appearances across episodes and recording sessions.
• Published audio and video content containing their voice and likeness will be publicly available on the internet.
• Third-party platforms may cache, index, or archive content independently of the Company.
• Complete removal of distributed content from all platforms and search engines cannot be guaranteed.
• Episode metadata (including participant names and descriptions) is shared with distribution platforms to enable discovery and cataloging.
• Audio noise reduction and enhancement.
• Transcription of recorded conversations.
• Generation of show notes and episode summaries.
• Content tagging and metadata creation.

12. Production Platform Data Practices

12.1 — Platform Overview

The Company operates a web-based production management platform (the "Platform") for managing podcast and media production workflows. The Platform is hosted on Google Firebase infrastructure and stores data in Google Firestore.

12.2 — Data Stored in the Platform

The Platform stores the following categories of data:

12.3 — Access Controls

Access to the Platform is controlled through authentication and role-based permissions. Users can only access data related to their assigned projects. All Platform access requires the user to confirm they are at least 13 years of age and to accept our Terms of Service and Privacy Policy.

12.4 — Data Retention in the Platform

Production data in the Platform is retained for the duration of the active project engagement plus one (1) year. After this period, data may be archived or deleted. Clients may request earlier deletion of their project data by contacting us.

12.5 — Cloud Transfer Authorization and Records

Dropbox and Google Drive transfers are optional and begin only after an authorized user selects files and activates the relevant control. The Platform may retain a delivery receipt showing the provider, file count, transfer time, and outcome for customer support and audit purposes. Provider passwords and access tokens are not included in delivery receipts. You may revoke Google access through your Google Account and manage or delete transferred copies directly in the destination account.

• User Accounts: Authenticated user accounts with role-based access (e.g., producer, client, reviewer).
• Participant Records: Names (or aliases), roles, affiliations, and participation history for podcast guests and production participants.
• Media Assets: Uploaded photographs, video clips, and audio files related to productions.
• Production Schedules: Recording day schedules, episode structures, and guest rosters.
• Review and Approval Data: Client feedback, approval status, and timestamped comments on media assets.
• Activity Logs and Delivery Receipts: Records of actions taken within the Platform, including transfer provider, file count, time, and outcome, for audit and accountability purposes.

13. Changes to This Policy & Contact Information

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. For material changes that affect how we process minors' data, we will make reasonable efforts to notify affected parents or guardians directly.

For privacy inquiries, contact us at privacy@reminiscentroadmedia.com.

Reminiscent Road Media LLC Houston, Texas