Legal
Privacy policy
1. Overview
Remediio is operated by Greenbox Analytics Inc., a Canadian company headquartered in Toronto, Ontario. This policy explains what personal information we collect when you use the Remediio platform, why we collect it, who we share it with, how long we keep it, and what choices you have.
The short version: your contracts, statements, and files are yours. We process them to run the feature you asked for, and for nothing else. We don't sell your data, we don't advertise against it, and we never use it to train our proprietary AI models. Section 4 explains exactly how the AI features handle your documents.
We try to write this in plain language. Where a defined term is used (e.g. “Personal Information,” “Content,” “Service”), it has the meaning given in our Terms of Service.
2. What we collect
Account information
Your email address, your name, and a password hash. We never store passwords in cleartext, and sign-in is handled by our authentication provider. Optionally: avatar image, company, role, phone number, and website. If you sign in with Google, we receive your name, email address, and profile picture from Google.
Early-access applications
When you apply to become a founding member we collect your name, email, your role in the music industry, and (if you choose) your biggest challenge with music admin, to review your application. We also briefly keep the IP address you applied from to limit abuse; it is deleted when you confirm your email. Unconfirmed applications are deleted after 30 days, declined applications after 12 months, and approved applications when you delete your account.
Content you upload
Contracts, royalty statements, split sheets, project files, audio, notes, board tasks, expense records, and the works, ownership splits, and collaborator details you enter into the Metadata Registry. This Content belongs to you.
Information about other people
Some Content is inherently about other people, such as a collaborator's name and email, a payee's share, a PayPal address for a payout, or a counterparty named in a contract. You are responsible for having the right to upload that information (see “Your content” in the Terms). We process it only to run the features you and your collaborators invoke.
Usage data
Pages visited, features used, errors encountered, approximate location derived from your IP address, and device and browser metadata. We use this to debug, improve the product, and detect abuse. Our analytics run with autocapture and session recording switched off, so we do not record your screen, your keystrokes, or the contents of the pages you view.
Billing information
Card details go directly to Stripe and are never stored on our systems. We keep your subscription tier and status, your credit balance and usage history, and an index of your invoices (amount, date, and which team an invoice belongs to) so you can find them again.
What we do not collect
- We don't sell or rent your data. Full stop.
- We don't use third-party advertising trackers, social pixels, or cross-site ad networks.
- We don't record your session or capture your screen.
- We don't read or analyse the content of your contracts or files for any purpose other than running the feature you invoked.
3. How we use it
- To operate the Service: storing your files, analysing a contract when you ask, calculating royalties, generating documents, and sharing work with the collaborators you invite.
- To bill you, apply your credits, and keep your invoice history straight.
- To send you account and service email, such as invitations, notifications, and billing and security notices.
- To send our newsletter, only to people who sign up and confirm by email. Every issue has an unsubscribe link. We keep your email, the IP address and time of your sign-up and confirmation, and the consent text you agreed to, as a record of your consent.
- To keep the Service secure: rate limiting, abuse detection, and investigating misuse.
- To improve the product, using aggregate and de-identified usage patterns rather than the contents of your documents.
- To comply with applicable law.
4. AI features and your content
Zoe, OneClick, and the Registry's split-derivation feature send document text and your question to third-party AI providers to produce an answer. Today those providers are OpenAI and Anthropic, accessed through their APIs. We may add or change frontier model providers over time; the commitments below apply to any provider we use.
We never use your Content to train our proprietary AI models. We do not fine-tune models on your documents and we do not contribute them to a training corpus. OpenAI may retain Content sent through its API for a limited period (up to 30 days) solely to monitor for abuse, after which it is deleted. Anthropic may retain Content sent through its API for a limited period (up to 30 days), and longer only where it is flagged for a usage-policy review.
Only what a feature actually needs is sent. Asking Zoe about one contract sends that contract, not your whole library. Nothing is sent to a model provider unless you invoke a feature that calls one.
What we keep from an AI request
- Your Zoe conversations are saved to your account so you can come back to them. They are stored per person, not per team, so nobody else in your workspace can read them. You can delete any conversation, and deleting it removes it from our storage.
- Usage metering: we log the model used, token counts, and cost per request so we can price credits honestly. We do not log the prompt or the answer.
- Parsed results (for example, the terms extracted from a contract) are cached against your account so the same document isn't re-analysed and re-charged every time.
Our reference library
Zoe can consult a library of licensed music-business reference material to give better-grounded answers. That library is ours and contains no customer content. To search it, your question is converted into a numerical embedding and matched against the library; your documents are never added to it and it is not shared between customers in any form.
AI output can be wrong. See “AI features and calculations” in the Terms for what that means before you act on a number.
5. Who we share it with
We share Personal Information only with the following, and only for the purposes listed:
- Supabase: database, file and audio storage, and sign-in.
- Google Cloud: hosting for our application servers.
- Cloudflare: website delivery, and storage for your saved Zoe conversations.
- OpenAI: AI analysis, as described in section 4.
- Anthropic: AI analysis, as described in section 4.
- Stripe: subscriptions, payments, and invoices.
- PayPal: only if you use royalty payouts, and only the payee's email address and the amount you chose to send.
- Resend: delivery of account and notification email.
- PostHog: product analytics, as described in section 2.
- Google Drive and Dropbox: only if you connect them, and only to browse, import, and export the files you choose. You can disconnect at any time from Settings, which revokes our access.
- Spotify: catalogue lookups when you add a released track. We send the search terms only; no personal information and no Content is sent, and no Spotify account of yours is involved.
- Other people you share with: collaborators, project members, and your team, according to the permissions you configure. Team administrators can see team usage and billing.
- Authorities: when we are legally compelled to share. We will notify you unless we are prohibited from doing so.
We never sell or rent your information to third parties for their own purposes.
6. Where your data is processed
Our application servers run in Google Cloud's Toronto, Canada region. Your database records and files are held by Supabase, and saved Zoe conversations by Cloudflare.
Several of the providers listed in section 5, including OpenAI, Anthropic, Stripe, Resend, and PostHog, process data in the United States. If you are in Canada, the EEA, or the UK, this means your information may be transferred outside your jurisdiction and may be accessible to foreign authorities under the laws that apply there. We rely on standard contractual clauses or equivalent safeguards where required.
7. How long we keep it
We keep your data only as long as it is useful to you or required by law.
- Active accounts: we retain your Content for as long as your account is active.
- Content you delete: deleting a file, project, work, or conversation removes it from our live systems immediately. Copies can persist for a short time in our infrastructure providers' encrypted backups before rolling off on their normal schedule.
- Closing your account: we deactivate it straight away: sign-in is blocked, your subscription is cancelled, and your team seats are suspended. Your data is then permanently purged 90 days later. That window exists so an accidental or disputed deletion can be reversed by asking us; after it closes, the deletion is irreversible. Purging removes your stored files and audio, your Zoe conversations, your personal artist records, and your account itself.
- Billing records: invoices and payment records are retained by us and by Stripe for as long as Canadian tax law requires (currently seven years). They survive account closure, because we are required to keep them.
- Operational logs: security, access, and API request logs are kept for 30 days and then purged.
- AI inputs: we keep only what section 4 describes.
8. How we protect it
- Everything travels over TLS, and is encrypted at rest by our storage providers.
- Access to your rows and files is enforced per record in the database itself, not just in the interface, so a collaborator sees exactly the work they were invited to and nothing else.
- Passwords are never stored in cleartext, and connected-integration tokens are encrypted with AES-256.
- Access to production systems is limited to the people who need it.
No system is perfectly secure. If a breach affects your personal information, we will notify you and the relevant regulator as the law requires.
9. Your rights
Depending on where you live (PIPEDA, GDPR, UK GDPR, CCPA, and similar laws), you have the right to:
- Access the personal information we hold about you
- Correct inaccurate information
- Delete your information (“right to be forgotten”)
- Export your information in a portable format
- Object to, or restrict, certain processing
- Withdraw consent at any time
- Lodge a complaint with your data protection authority, which in Canada is the Office of the Privacy Commissioner
You can exercise most of these yourself: edit your profile in Settings, download or delete any file or conversation, and delete your entire account from your profile page. For anything else, email tech@greenboxanalytics.ca. We respond within 30 days.
10. Data processing (DPA)
For most users, the commitments above are sufficient. Business and enterprise customers who need a signed Data Processing Agreement (e.g. to satisfy GDPR Article 28 obligations) can request one from tech@greenboxanalytics.ca.
We don't publish a standard DPA because obligations differ from customer to customer. This policy, plus a signed agreement on request, keeps things simple while still meeting the legal requirement.
11. Changes to this policy
We update this policy when what we do with your data changes. The date at the top always reflects the current version. If a change is material, we will ask you to review and accept the updated policy the next time you sign in, and we will email you where the law requires it.
12. Contact
Greenbox Analytics Inc.
Toronto, Ontario, Canada
tech@greenboxanalytics.ca
Privacy questions, access requests, and complaints all reach us at the address above.