Privacy

Privacy information for website forms.

This page explains what the early-access and contact forms ask for, why we use that information and how long we keep it.

Who is responsible for the forms?

Valo Media is responsible for the ValoCaptions website forms. Valo Media is registered in the Netherlands under Dutch Chamber of Commerce number 55580556. For privacy questions or to exercise your rights, email info@valo-online.events or contact us.

Information collected by the forms.

The early-access form asks for your name, business email address, company name and the country where your organisation is active. You can also tell us what you would like to use ValoCaptions for. The contact form asks for your name, business email address, company name and the question you want to send. A company website, phone number and early-access use case are optional.

Why we ask for it.

We use these details to handle an early-access request or reply to a contact question. For an early-access request, this is to take steps at your request before a possible service agreement. For a contact question, this is our legitimate interest in replying to a business enquiry. The optional use case helps us understand the request. Please do not send sensitive personal data, participant details or media files in a free-text field.

Where the forms go.

The website submits its forms through our form endpoint at valo-online.events, where the request is stored in WordPress for Valo Media. The submitted form content is also included in a notification email sent to our operational inboxes at info@valo-online.events and info@valocaptions.com, so that our team can handle the request. These forms are not upload areas, so they do not collect recordings, transcripts or subtitle files.

How we protect forms from automated abuse.

We use Cloudflare Turnstile to distinguish people from automated requests. When you send a form, Cloudflare performs the Turnstile check. We also use your IP address temporarily to apply an abuse-prevention rate limit; for new requests, it is not stored with the form request. Cloudflare's Privacy Policy and Terms of Service apply.

How long do you keep form requests?

We set a 180-day retention period for an early-access request or contact question. A scheduled deletion task removes expired form records from our primary WordPress register. Notification emails are kept only while needed to handle the request and are not deleted by that WordPress task.

Do you track visitors?

We do not use a separate advertising or web-analytics service on this website. Cloudflare Turnstile is used only to protect the forms from automated abuse.

Will my project use European data centres?

Not automatically. We use European data centres where the agreed project setup allows it. Before you send a recording, we tell you where it will be processed and who can access it.

How long do you keep project files?

We normally delete the source video within 180 days of final delivery, or sooner if we agree a shorter period. Before work starts, we confirm how long the other project files are kept and how deletion works.

Will you use my project to train AI?

No. We do not use customer recordings, transcripts or end-client information to train AI, for marketing, sales activity or general product improvement. If we ever wanted to use project material differently, we would ask for a separate written agreement first.

Your choices and rights.

You can choose not to provide the optional fields. We need the required details to handle an early-access request or contact question. You can ask us to provide access to your form information, correct it, erase it, restrict it or provide a copy of it. You can also exercise your right to data portability or object to the processing. If you believe your rights have been infringed, you can also complain to the Dutch Data Protection Authority. Contact us to make a request.

Privacy questions