Privacy Policy

This Privacy Policy applies to VidForgeX (the "Platform"), an AI-powered media analysis service operated by RaynX AI ("we," "us," or "our"). It governs personal information collected through our web application, associated application programming interfaces, and any other services we provide that link to this policy (collectively, the "Services").

VidForgeX is designed to serve a broad range of analytical use cases — including but not limited to sports performance review, compliance monitoring, and other media intelligence applications. This policy is intentionally written to apply across all supported domains.

By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with these practices, please discontinue use of the Services.

We collect information you provide directly, information generated automatically through your use of the Services, and information derived from your uploaded media.

Account & Identity Information

• Full name and email address provided at registration or via third-party sign-in
• Profile details such as display name, role, or organization name that you choose to add
• Authentication credentials (passwords are stored only in hashed form; we never store plaintext passwords)
• Billing contact details when you subscribe to a paid plan

Uploaded Media & Content

• Video files, image files, or other media you upload to the Platform
• Reference images or supplementary assets you provide to configure analysis
• Metadata you attach to uploads, such as titles, descriptions, categories, and tags
• Annotations, comments, or notes you add to media or analysis results

Usage & Technical Data

• Log data including IP address, browser type and version, operating system, referring URLs, and pages visited
• Device identifiers and hardware model information
• Timestamps, session duration, and feature interaction events
• Error reports and diagnostic information generated during Platform usage
• Preferences and configuration settings you apply within the Platform

AI Analysis Outputs

• Structured analysis results, scores, and insights generated by our AI processing pipeline in response to your uploaded media
• Evaluation records produced under compliance or rule-based analysis modes

We use the information we collect for the following purposes, all of which are grounded in our legitimate interest in operating the Services, fulfilling our contractual obligations to you, or complying with applicable law:

Service Operation

• Create and maintain your account and associated organization workspace
• Authenticate your identity and enforce access controls and role-based permissions
• Process your uploaded media through AI analysis pipelines and deliver results to you
• Enable collaboration features such as sharing folders, assigning roles, and managing team members
• Process billing and communicate subscription-related information

Service Improvement & Research

• Analyze aggregated, de-identified usage patterns to understand how features are used and identify areas for improvement
• Debug technical issues, investigate errors, and optimize system performance
• Develop new features, analysis modes, and product capabilities
• Conduct internal research and quality assurance testing

Communications

• Send transactional messages such as account confirmations, analysis completion notifications, and security alerts
• Provide support and respond to your inquiries
• Deliver product updates and service announcements (you may opt out of non-essential communications)

Safety & Legal Compliance

• Detect, investigate, and prevent fraudulent, unauthorized, or illegal activity
• Enforce our Terms of Service and other applicable agreements
• Comply with applicable laws, regulations, and lawful governmental requests
• Protect the rights, property, and safety of VidForgeX, our users, and the public

When you upload media to VidForgeX, it is transmitted securely over encrypted connections to our cloud storage infrastructure. Uploaded files are stored in access-controlled object storage and are not publicly accessible. Access is limited to authorized systems and personnel required to operate the service.

Uploaded media is processed by our AI analysis pipeline on your behalf. This processing may involve frame extraction, pattern recognition, object detection, activity classification, and the generation of structured insight reports. Processing is performed in secure, isolated compute environments.

Media files may be temporarily staged in processing queues or intermediate storage during analysis. Once analysis is complete, processed artifacts are associated with your account and stored according to your organization's data retention settings. Raw source files are retained to allow re-analysis and download by authorized members of your organization.

You retain full ownership of all media files and content you upload to VidForgeX. We do not claim any intellectual property rights over your uploaded content.

By uploading media to the Platform, you grant VidForgeX a limited, non-exclusive, revocable license solely for the purpose of operating the Services — including storing, processing, transmitting, and displaying your content back to you and authorized members of your organization. This license extends only as far as necessary to deliver the Services and expires upon deletion of the content or termination of your account.

We do not use your uploaded media to train AI or machine learning models without your explicit, separate consent. Analysis outputs generated from your media are attributed to your account and are not shared with other organizations or used to build shared models.

To deliver the Services, we engage a limited set of trusted third-party infrastructure and service providers. These providers act as data processors on our behalf and are contractually required to handle your information only as directed by us, in accordance with this Privacy Policy, and in compliance with applicable data protection laws.

The categories of providers we use include:

• Cloud database and authentication providers — for secure storage of account data, access credentials, and structured application records
• Object storage providers — for durable, encrypted storage of uploaded media files and related assets
• Serverless compute providers — for running AI analysis, background processing jobs, and API logic in secure, isolated environments
• Payment processors — for handling subscription billing securely; we do not store full payment card data on our systems
• Email delivery providers — for sending transactional and notification emails
• Analytics and monitoring services — for understanding Platform performance and usage in aggregate; data shared with these services is de-identified where possible

We do not authorize our service providers to use your personal data for their own independent purposes. We take reasonable steps to ensure that all third-party providers offer adequate privacy and security protections.

We retain your personal information and account data for as long as your account is active or as needed to provide you with the Services. You may delete individual uploads, analysis results, or other content at any time through the Platform interface. Deleted items may be temporarily retained in a recoverable state for a short grace period (currently 24 hours) before permanent deletion, to protect against accidental data loss.

Upon permanent deletion of a media item, associated analysis results and derived data are also removed from active storage. Residual copies may persist in automated backups for a limited period before being overwritten in the normal course of our backup rotation cycle.

Account Deletion: You may request deletion of your account at any time by contacting us at [email protected]. Upon verified account deletion:

• Your personal profile information will be erased from our active systems
• Your organization and all associated media, results, and configuration data will be scheduled for permanent deletion
• We will retain only the minimum information required to fulfill legal obligations, resolve disputes, or enforce our agreements (such as transaction records for tax compliance)
• Anonymized or aggregated data that cannot be linked back to you may be retained indefinitely for analytical purposes

Account deletion requests are processed within 30 days. You will receive confirmation once the process is complete.

VidForgeX uses cookies and browser local storage to operate the Platform and improve your experience. Below is a summary of how we use these technologies:

• Strictly necessary cookies: Session tokens and authentication state required to keep you securely logged in. These cannot be disabled without affecting core Platform functionality.
• Functional local storage: User preferences such as selected theme, sidebar state, language settings, and other UI configuration that make the Platform more convenient for you. This data is stored locally in your browser and not transmitted to our servers.
• Performance cookies: Aggregated, anonymized data to help us understand how the Platform is being used and where improvements can be made. These are only set where permitted by applicable law.

We do not use advertising cookies or cross-site tracking cookies. You can control or delete cookies through your browser settings. Disabling non-essential cookies will not affect your ability to use core Platform features.

We implement a defense-in-depth approach to security and take reasonable, industry-standard technical and organizational measures to protect your information against unauthorized access, disclosure, alteration, or destruction. Our security measures include, but are not limited to:

• Encryption of all data in transit using TLS 1.2 or higher
• Encryption of all stored data using server-side encryption at rest
• Row-level access controls enforced in the database, scoped to your organization
• Role-based access control (RBAC) governing what each user can view or modify within their organization
• Short-lived, signed access tokens for media retrieval — no persistent public URLs
• Authentication hardening including hashed password storage and support for multi-factor authentication
• Automated monitoring and alerting for anomalous access patterns or system errors
• Regular review of access controls and infrastructure configurations

While we work diligently to protect your data, no system is entirely immune to risk. If you believe your account has been compromised or you have discovered a security vulnerability, please contact us immediately at [email protected].

Depending on your location and applicable law, you may have the following rights with respect to your personal information:

• Access: Request a copy of the personal data we hold about you
• Correction: Request that inaccurate or incomplete personal data be updated
• Erasure: Request deletion of your personal data, subject to legal retention obligations
• Data portability: Request a machine-readable export of personal data you have provided to us
• Restriction: Request that we restrict processing of your personal data in certain circumstances
• Objection: Object to processing based on our legitimate interests where your individual circumstances warrant it
• Withdraw consent: Where processing is based on your consent, withdraw that consent at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at [email protected]. We will respond within the timeframe required by applicable law (generally 30 days). We may need to verify your identity before processing certain requests.

If you believe we have not handled your personal data in accordance with applicable law, you have the right to lodge a complaint with the relevant data protection authority in your jurisdiction.

The VidForgeX Platform is intended for use by adults and by organizations whose authorized account holders are at least 18 years of age. We do not knowingly solicit or collect personal information from individuals under the age of 13 (or the applicable minimum age in your jurisdiction).

If you are a parent or guardian and believe that a child under the applicable minimum age has provided us with personal information without your consent, please contact us at [email protected] and we will take prompt steps to delete such information from our systems.

Where media uploaded to the Platform may depict minors (for example, in youth sports contexts), the uploading organization bears sole responsibility for obtaining all necessary consents and complying with applicable laws regarding the collection and processing of data relating to minors.

We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or the features of the Platform. When we make material changes, we will notify you by updating the "Effective date" at the top of this page and, where appropriate, by sending a notification to the primary email address associated with your account or displaying a notice within the Platform.

Your continued use of the Services after the effective date of any revised policy constitutes your acceptance of the updated terms. We encourage you to review this page periodically.

If you disagree with the changes, you should discontinue use of the Services and may request account deletion as described in Section 7.

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, we welcome you to reach out. We aim to respond to all privacy-related inquiries within 5 business days.