Privacy Policy

1. Overview

RundownHQ ("Platform," "we," "our") is an educational media production platform designed for schools and training programs. This Privacy Policy explains how we collect, use, and protect user data.

2. Information We Collect

A. Account Information

• Name
• Email address
• Role (student, teacher, administrator)
• Organization / school affiliation

B. User-Generated Content

• Scripts, assignments, story ideas
• Uploaded media (video, audio, graphics)
• Comments, notes, and production data

C. Usage Data

• Login activity
• Feature usage (assignments, rundowns, uploads)
• Device / browser type (for performance and security)

D. RundownHQ Story Research browser extension

When a user pairs the extension with a story or school library and clicks “Save page,” it reads the active tab at that time and sends the page title, source URL, available author and publication details, a short page description or readable excerpt, cleaned page text, tags, and HTTPS image references to RundownHQ. The saved research is associated with the selected story or school account. Page content is not read or sent in the background, and the extension does not monitor browsing activity.

If a school staff member enables AI summaries, RundownHQ sends up to 8,000 characters of clipped source text plus basic source attribution metadata to OpenAI to generate a short summary. A student or staff member can separately choose “Explore Story Potential” to send the same limited source text for suggested local angles, reporting questions, possible source categories, and claims to verify. AI outputs are saved with the source and are research prompts—not verified facts, confirmed interview sources, or publication-ready copy. The school should review provider terms and its own student-data and copyright requirements before enabling these features. These requests use the OpenAI API key configured for RundownHQ and may incur API charges.

Research captures retain their source URL and available publisher, author, and publication details for attribution. Saving a page is for newsroom research and does not grant permission to republish its text or images. This release has no automatic expiration or separate source-text purge control; schools should apply their existing student and records retention policy before storing student work. Archiving a student account does not automatically remove historical research.

The extension keeps its paired connection token in browser-local extension storage. A connection is limited to one user and school and, when paired to a story, that specific story; it expires after 30 days and can be revoked. Pairing codes are single-use and expire after 10 minutes. Image files are not copied to RundownHQ; the saved item refers to the source image URL, which may later change or become unavailable.

3. How We Use Information

We use collected data to:

• Provide and operate the platform
• Enable assignment → production → broadcast workflows
• Improve system performance and user experience
• Support educators in managing student work
• Maintain platform security and integrity

4. Data Ownership

5. Data Sharing

We do not sell, rent, or trade personal data.

We only share data:

• With service providers (hosting, storage) strictly to operate the platform
• When required by law or legal process

6. Student Data Protection

RundownHQ is designed for educational use and aligns with:

We:

• Limit data collection to what is necessary
• Do not use student data for advertising
• Do not build behavioral profiles

7. Data Storage & Security

• Data is stored on secure cloud infrastructure (e.g., AWS)
• Encryption is used for data in transit (HTTPS)
• Access controls restrict unauthorized access
• Regular monitoring for vulnerabilities and misuse

8. Data Retention

• Data is retained as long as the account is active
• Schools may request data export or deletion at any time
• Upon termination, data may be deleted within a reasonable timeframe unless required by law

9. Third-Party Services

RundownHQ may integrate with:

• Cloud storage services (e.g., AWS S3)
• External tools (e.g., Google Drive)

These services operate under their own privacy policies.

10. User Rights

Users and institutions may:

• Request access to their data
• Request correction of inaccurate data
• Request deletion of data
• Export their data

Requests can be submitted to: support@rundownhq.app

11. Changes to This Policy

We may update this policy as needed. Updates will be posted with a revised effective date.

12. Contact

For questions regarding this policy: