PodVault

Terms of Service

Last Updated: July 27, 2025

These Terms of Service ("Terms") govern your access to and use of PodVault's podcast hosting platform (the "Platform"). By creating an account or using the Platform, you agree to these Terms.

1. Service Description

1.1 Core Hosting Services

PodVault provides podcast file hosting and storage, automatic RSS feed generation, and private feeds accessible only to listeners who have the feed link. As a hosting service provider, we operate a neutral, technical platform that enables users to share their content.

1.2 Optional AI-Enhanced Metadata

PodVault offers an optional AI metadata feature to suggest episode titles and descriptions. This feature is entirely optional - you don't have to use it at all. If you choose to use it, we send a brief transcript snippet to a trusted AI service provider to generate suggestions, but we retain no more of your audio or transcript data than necessary.

1.3 Automatic Format Conversion

If you upload audio in an unsupported format, we utilize third-party compute services to convert it into a compliant format. Your files are processed solely to ensure playability.

1.4 Analytics (Beta)

Our listener analytics dashboard is in Beta. Metrics, availability, and data-retention policies for Analytics may change as we iterate; no guarantee of stability or historical accuracy applies during Beta. While in Beta, Analytics data may be incomplete.

1.5 Audio Transcription Services

PodVault offers optional audio transcription services that create text transcripts of your podcast episodes. When you use our transcription service:

• We process your audio files using third-party AI transcription services. The sub-processor is bound by a Data Processing Agreement and Standard Contractual Clauses (if outside the EEA)
• Transcripts are machine-generated and may contain errors; you are responsible for reviewing and correcting them before publication
• You retain full ownership of all transcripts generated from your content
• You grant PodVault the same limited license set out in Section 5 solely to host and deliver the transcripts
• Transcripts remain on our servers until (a) you delete them, (b) the associated episode is deleted, or (c) 30 days after account termination, whichever comes first
• You may delete or export transcripts (TXT format) at any time from your dashboard
• Usage limits apply based on your subscription plan
• We do not use your audio content or transcripts for any purpose other than providing the transcription service

1.6 Future Monetization

We may introduce advertising or sponsorship services in the future. Any such services—and related revenue-share or billing processes—must require your explicit opt-in and will be published at least 30 days before activation. You'll be notified via email and Dashboard banner, and you may opt out in Settings or by contacting privacy@podvault.net.

2. User Responsibilities & Content Standards

2.1 Content Ownership and Responsibility

You retain full ownership of all content you upload. You are solely responsible for your content and warrant that:

• You have all necessary rights to upload and distribute the content
• Your content does not infringe any third-party intellectual property rights
• Your content complies with all applicable laws and regulations
• Your content does not contain illegal material

2.2 Prohibited Content

You may not upload content that:

• Is illegal, defamatory, or fraudulent
• Infringes intellectual property rights
• Contains malware or harmful code
• Promotes violence, hatred, or discrimination
• Violates privacy rights or contains personal data without consent
• Is otherwise objectionable or harmful

3. Hosting Service Provider Status & Liability

3.1 Limited Liability for User Content

As a hosting service provider, PodVault is not liable for information stored at the request of users, provided that we:

• Do not have actual knowledge of illegal activity or information
• Are not aware of facts or circumstances from which illegal activity or information is apparent
• Act expeditiously to remove or disable access to information upon obtaining such knowledge or awareness

3.2 No General Monitoring Obligation

In accordance with Article 15 of the E-Commerce Directive, PodVault has no general obligation to monitor the information we transmit or store, nor to actively seek facts or circumstances indicating illegal activity.

3.3 Notice and Action Procedure

To report allegedly illegal or infringing content, please use our Notice and Action procedure detailed in Section 8 below. We will review all valid notices and take appropriate action in accordance with applicable law.

4. Availability & Uptime

We split availability commitments between:

1. Admin Dashboard: We aim to keep the PodVault Dashboard available 24/7, with scheduled maintenance performed with advance notice when possible.
2. Content Delivery: Episodes, cover images, and RSS feeds are cached and served through third-party CDN networks. Once cached, content remains available even if our origin servers are temporarily offline.

5. Account & Content Licensing

By uploading content, you grant PodVault a non-exclusive, worldwide license to host, store, cache, transmit, display, and distribute your content solely as necessary to provide our services. This license terminates when you delete your content or close your account, subject to technical caching requirements.

6. Privacy & Data Processing

PodVault is committed to complying with GDPR and related data-protection laws. You may exercise your rights to access, rectify, erase, or port your data by contacting privacy@podvault.net. See our Privacy Policy for full details on how we collect, use, and retain your data.

7. Warranties & Liability

The Platform is provided "as is" and "as available." PodVault disclaims all warranties, express or implied. To the maximum extent permitted by law, and subject to our status as a hosting service provider:

• We are not liable for user-generated content hosted on our platform
• Our liability for our own acts or omissions is capped at the fees you paid in the 12 months preceding any claim
• We are not liable for indirect, consequential, or punitive damages

8. Notice and Action Procedure

8.1 How to Submit a Notice

To report content that you believe is illegal or infringes your rights, please send a notice to legal@podvault.net containing:

• Your contact information (name, address, email, phone)
• Identification of the specific content (URL or episode details)
• Explanation of why the content is allegedly illegal or infringing
• A statement that the information in your notice is accurate
• Your physical or electronic signature

8.2 Our Response

Upon receipt of a valid notice, we will:

• Acknowledge receipt promptly
• Review the notice and investigate as appropriate
• Take action if we determine the content is illegal or clearly infringing
• Notify the content uploader of the action taken

8.3 Counter-Notice Procedure

If your content is removed and you believe this was in error, you may submit a counter-notice containing:

• Your contact information
• Identification of the removed content
• A statement under penalty of perjury that the removal was in error
• Consent to jurisdiction in Malta or your local jurisdiction
• Your physical or electronic signature

9. Indemnification

You agree to indemnify and hold PodVault harmless from any claims, damages, losses, and expenses (including legal fees) arising from:

• Your content or use of the Platform
• Your violation of these Terms
• Your infringement of any third-party rights
• Any claim that your content caused damage to a third party

10. Termination & Portability

You may terminate your account at any time via the Dashboard. We may terminate or suspend accounts that violate these Terms. Upon termination:

• We will provide a standard format export of your content on request
• Your content will be deleted from our servers within 30 days
• Cached content may persist on CDN networks for a limited time

11. Amendments & Governing Law

PodVault may modify these Terms with 30 days' notice via email and Dashboard notification. Continued use after the effective date constitutes acceptance. These Terms are governed by the laws of Malta and, where applicable, EU law. Any disputes shall be resolved in the courts of Malta.

12. Digital Services Act Compliance

PodVault complies with applicable provisions of the EU Digital Services Act. As a hosting service provider, we maintain transparency about our content moderation practices and provide clear mechanisms for reporting illegal content. Single point of contact for authorities: dsa@podvault.net.

Privacy Policy

At PodVault, we take your privacy seriously. This Privacy Policy explains how we collect, use, and protect your information when you use our podcast hosting services. We are committed to complying with GDPR and related data protection regulations.

Data Controller

PodVault operates as a data controller for the personal information collected through our services. You can contact our Data Protection Officer at dpo@podvault.net.

Information We Collect

Account Information

• Name, email address, and account credentials
• Billing information if you subscribe to a paid plan

Content Information

• Audio files and metadata you upload
• Podcast cover images and descriptions
• Transcripts generated from your audio content

Usage Information

• Analytics data about your podcast listeners
• Service usage statistics
• IP addresses and device information

Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Performance of a contract when you create an account and use our services
• Legitimate interests to improve our services and provide analytics
• Your consent for specific data processing activities
• Compliance with legal obligations

How We Use Your Information

We use your information to:

• Provide and maintain our services
• Process your transactions
• Generate analytics about your podcasts
• Provide transcription services when requested
• Improve our platform
• Communicate with you about your account
• Comply with legal obligations

Information Sharing

We do not sell your personal information. We may share information:

• With service providers who help us deliver our services (e.g., CDN providers, payment processors, transcription services)
• To comply with legal obligations or valid legal requests
• To protect our rights, privacy, safety, or property
• With your explicit consent

International Transfers

If we transfer your data outside the European Union, we implement appropriate safeguards in accordance with GDPR requirements, such as Standard Contractual Clauses or adequacy decisions.

Podcast Listener Data

We collect anonymous data about your podcast listeners, including:

• Geographic location (country/city level)
• Device types and podcast apps used
• Listening patterns

This data is aggregated and anonymized. We do not collect personal information about your listeners unless they create an account with us.

Private Podcasts

For private podcasts, access is controlled through unique RSS feed URLs. Anyone with the feed URL can access the podcast content. We recommend:

• Only sharing private feed URLs with intended listeners
• Regenerating feed URLs if you need to revoke access
• Understanding that private podcasts are protected by obscurity of the URL, not authentication

Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption in transit and at rest
• Regular security assessments
• Access controls and authentication
• Employee training on data protection

However, no method of transmission over the internet is 100% secure.

Data Retention

We retain your data for different periods depending on the type:

• Account information: As long as your account is active plus 30 days
• Content: Until you delete it or 30 days after account termination
• Analytics data: Up to 24 months
• Transcripts: Until (a) you delete them, (b) the episode is unpublished, or (c) 30 days after account termination, whichever comes first
• Legal compliance data: As required by law

Your Data Protection Rights

Under GDPR, you have the following rights:

• Right to access: Request a copy of your personal data
• Right to rectification: Request correction of inaccurate data
• Right to erasure: Request deletion of your data ("right to be forgotten")
• Right to restriction: Request limited processing of your data
• Right to portability: Receive your data in a portable format
• Right to object: Object to certain types of processing
• Rights regarding automated decision-making: Not to be subject to purely automated decisions

To exercise any of these rights, please contact us at privacy@podvault.net. We will respond to your request within one month.

Cookies

We use cookies and similar technologies to enhance your experience and enable functionality.

Essential Cookies

These cookies are necessary for the website to function and cannot be switched off. They include:

• Session cookies for authentication
• Security cookies
• Load balancing cookies

Analytics Cookies (Optional)

With your consent, we use analytics cookies to understand how you use our service and improve it. You can opt out at any time.

When you first visit PodVault, you'll be presented with a cookie notice where you can choose your preferences. You can change these at any time in your account settings.

Children's Privacy

Our services are not directed to children under 16. We do not knowingly collect information from children under 16. If we become aware that we have collected data from a child under 16, we will delete it promptly.

Data Breach Notification

In case of a personal data breach, we will:

• Notify the relevant supervisory authority within 72 hours (if required)
• Notify affected users without undue delay if the breach poses a high risk to their rights and freedoms
• Document all breaches in accordance with GDPR Article 33(5)

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting the new policy on our website
• Updating the "Last Updated" date
• Sending an email notification for significant changes

Supervisory Authority

If you believe our processing of your personal data infringes data protection laws, you have the right to lodge a complaint with:

• The Information and Data Protection Commissioner in Malta
• A supervisory authority in your country of residence

Contact Information

For privacy-related inquiries: