hootio

LEGAL

Privacy policy

Last updated: 10 October 2026

This policy explains how Hootio handles personal information across our website, accounts, support and the Hootio, PhotoBot and VideoBot products. Some work happens on your computer; connected features also send information to our services and service providers.

1. Scope and contact

In this policy, “Hootio”, “we”, “us” and “our” refer to the provider of the Hootio products and services. For privacy questions or requests, contact info@hootio.com.au. Our terms and conditions explain use of the website and services.

The information processed depends on the product, version, settings and workflow you use. This policy also covers personal information in client media and project material that you submit through a connected feature.

2. Accounts, billing and enquiries

  • Enquiries and support: your name, email address, selected product, message and any files or diagnostic information you provide. The contact form also includes an anti-spam check.
  • Sign-in and access: Microsoft account identifiers, email and verification status, together with our account, session, product entitlement and usage records. Desktop sign-in can send an installation identifier, computer name, platform and app version.
  • Billing: where you purchase a paid service, customer and subscription references, selected plan, status, billing or trial dates and transaction records. Stripe processes payment details and provides the billing portal. We receive information needed to administer your purchase and support billing enquiries.

3. Photo and catalogue workflows

Importing and organising files, Lightroom processing and PhotoBot image analysis run on your computer. PhotoBot uses local face detection and facial landmarks to assist image adjustments. Your selected workspace, source media, generated files and local processing records remain subject to your own storage and backup arrangements. Using a local processing step does not mean the entire connected workflow is offline.

  • Cloud catalogue features: creating or synchronising a cloud catalogue sends catalogue and photo metadata. This can include file and folder paths, filenames, capture dates, file sizes, image dimensions, camera and lens details, camera serial numbers, descriptive metadata such as captions, keywords or locations, and Lightroom adjustment or preset information. Updating a cloud catalogue can also upload a Lightroom catalogue file snapshot.
  • PhotoBot project authorisation: service requests can include project and catalogue paths or names, photo counts, capture date ranges, app version, platform and a processing-configuration reference. These support project registration, eligibility and usage accounting.
  • Sample submissions: if you choose to submit a sample catalogue, the selected catalogue file, filename, version information and submission consent are sent to us for the stated support or compatibility purpose.

File paths, catalogue descriptions and camera metadata can identify you or your clients even when original photo files are not uploaded. Check these before using cloud catalogue or sample-submission features.

4. Video and AI workflows

VideoBot performs media preparation and analysis locally, including speech transcription and voice grouping in the current desktop preprocessing workflow. Connected preprocessing also uploads derived analysis and uses cloud services to organise the project, including associating speaker groups with detected people. Cloud processing is therefore relevant before any separate Story Edit step.

  • Project and source information: project references, workspace and media paths, filenames, file sizes and file hashes used to verify source material.
  • Derived analysis: uploaded results can include clip timings, motion measurements, face and body detections, face positions, numeric face features (embeddings) used to match people within a project, person-group identifiers, and estimated expression or gender attributes. Estimates may be inaccurate. Face features used for matching people may be sensitive biometric information; these features and person identifiers are not treated as anonymous information.
  • Transcript and story information: transcripts, speaker and event information, highlights and project context can be sent for chapter classification, speaker-role analysis and edit planning. This material may contain names, voices transcribed into text or other personal details from your recordings.
  • Requested edit generation: project references and choices such as duration, language, time zone and frame rate are used with stored transcripts, chapter information, speaker or person labels and prior edit designs to generate the requested edit plan.

The current desktop preprocessing upload path sends derived analysis rather than original video, proxy video or LUT files. Other submissions, such as support attachments, have their own inputs. AI processing uses our backend and, for supported transcript analysis and edit planning, the OpenAI API. Cloud transcripts, analysis results and edit outputs are stored so the connected project workflow can use them.

5. Technical and diagnostic data

Our site, download host and online services process technical information such as IP addresses, request times, browser or app details and security events to deliver services and diagnose problems. Desktop applications also keep local logs.

VideoBot can automatically send error reports containing an exception message, stack trace and runtime details such as app version, operating system and computer name. Error context may include file paths or project information. Other support material is collected when you send it to us. Please remove unrelated personal information from attachments before submitting them.

6. Cookies, browser storage and analytics

Microsoft sign-in uses browser session storage to maintain authentication and the hand-off between the website and desktop app. Essential storage and security mechanisms help the account features function.

The website loads Google Analytics to understand visits and improve the site. It can use cookies and collect page addresses, referral information, interactions, browser and device details, online identifiers and approximate location. Analytics currently loads when a page is opened; the site does not provide an on-page analytics consent or preference control.

You can manage or block cookies and scripts in your browser, or use the Google Analytics opt-out browser add-on where supported. Blocking essential storage may affect sign-in. See how Google uses information from partner sites.

Pages with an embedded Vimeo demonstration can send technical information to Vimeo when the player loads. Following a download or external link also connects you to that provider.

7. Why we use information

We use information to deliver the features you request; authenticate accounts; check licences and project allowances; process billing; respond to enquiries; investigate faults; improve product reliability and usability; prevent misuse; and meet legal, accounting and dispute-resolution obligations. We do not sell personal information.

Cloud analysis uses project information for the processing described above. Provider handling is governed by the applicable service arrangements and data controls.

8. Service providers and sharing

We use service providers to operate the products and website. Relevant providers include:

Information may also be handled by providers supporting our communications and by advisers where reasonably necessary. We limit disclosures to the relevant purpose. Where permitted or required by applicable law, we may disclose information to investigate abuse, address a security incident or establish or defend legal rights. A provider’s own services may be subject to its separate terms and privacy information.

9. Overseas processing

Our providers operate internationally, so information may be processed or stored outside Australia, including in the United States. Stripe also identifies India among its processing locations, and Stripe and Cloudflare identify locations within Europe. These are provider-disclosed locations; the countries used for a particular feature depend on the service and its configuration. The provider information linked above explains their international operations.

We do not promise that all information stays in Australia. Contact us before submitting a project if you need to confirm a particular processing location or have client restrictions on overseas handling.

We take reasonable steps appropriate to the information and applicable law when arranging overseas handling. This policy does not ask you to waive privacy protections that apply to an overseas disclosure.

10. Security and retention

We take reasonable technical and organisational steps to protect information and restrict access to people and services that need it. No system or transmission method is completely secure. We assess suspected incidents and notify affected people and regulators when required by applicable law.

We retain information for as long as reasonably needed for the purpose it serves. Relevant factors include whether a project or account is active, the processing or support requested, security investigations, payment and accounting requirements, and legal disputes or record-keeping duties. When information is no longer required, we take reasonable steps to delete or de-identify it, subject to applicable law.

Deletion may involve separate service records and backup cycles. Closing an account or removing a local project does not necessarily erase all cloud, billing or support records immediately. We can explain the relevant retention considerations when handling your request. Files stored solely on your devices remain under your control.

11. Access, correction and deletion

Email info@hootio.com.au to request access to or correction of information we hold, deletion of information, or closure of your account. Identify the account, product and relevant project without sending unnecessary identity documents. We may ask for proportionate verification before acting.

We assess requests under applicable law and explain any information we need to retain or any reason we cannot fulfil a request. You can also ask us to stop non-essential product communications. Declining information needed for a connected feature may prevent that feature from working. Manage paid subscription cancellation through your account or contact support as explained in the terms.

12. Media featuring other people

Client projects can contain faces, speech, children’s images and other sensitive or private material. Before submitting information about others, make sure you have the authority, notices and permissions required for the intended processing, including face analysis and overseas cloud processing where relevant. Where consent is required for biometric analysis or other processing, it must come from the affected person or someone legally authorised to act for them. This policy itself does not obtain that consent or remove our own obligations under applicable law.

Share only material needed for the feature or support request. A person whose information appears in a project can contact us about a privacy concern, even if they do not have a Hootio account.

13. Privacy complaints

Send a privacy complaint to info@hootio.com.au with the product or service involved, what happened and the outcome you seek. We will review it, seek any necessary details and respond within a reasonable period, explaining significant delays.

If your concern remains unresolved, you may be able to contact the Office of the Australian Information Commissioner or another relevant regulator, depending on the law and jurisdiction that apply.

14. Policy updates

We update this policy as our products and practices change and show the revision date at the top. We will provide further notice of material changes where required by law. New uses requiring notice or consent will be handled in accordance with the applicable requirements.