Privacy Policy

Hailo LLC ("Hailo," "we," "us," or "our") operates the Hailo platform - an all-in-one application for filmmakers that manages client relationships, edits footage, and delivers final work to clients. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have.

By using Hailo, you agree to the practices described here.

1. Who we are

Hailo is a product of Hailo LLC, a Colorado limited liability company.

Questions, requests, or concerns about your data:

• Email: stanton@hailo.studio
• Website: hailo.studio

2. Information we collect

2.1 Information you give us directly

When you create a Hailo account or use the product, you may provide:

• Your name, business name, and email address
• Billing information (processed by Stripe - we do not store full card numbers)
• Client and event records you create inside Hailo (your client's names, contact info, wedding dates, venues, etc.)
• Files you upload (video footage, photos, brand assets, delivery covers)
• Form responses your clients submit through embedded Hailo forms

2.2 Information from connected Google accounts

When you connect your Google account to Hailo, we request the minimum scopes needed to provide the features you turned on. We currently use:

• gmail.send - used solely to send emails from your Gmail address on your behalf (proposals, invoices, client correspondence you compose inside Hailo). This scope can send mail; it cannot read it.
• calendar.events - used to create, update, and delete calendar events for the weddings and shoots you schedule in Hailo. We only touch events Hailo creates or that you explicitly link to a Hailo event.
• userinfo.email - used to confirm which Google account you connected so we can show it back to you and prevent accidental cross-account writes.
• gmail.readonly - requested only if you turn on reply sync, the optional feature that shows your clients' replies inside Hailo instead of making you switch to Gmail. When it is on, Hailo reads messages in threads with the specific clients and leads already in your Hailo account, and ignores the rest of your mail. Reply sync is off unless you enable it, and turning it off stops the reading. Read access is never used for advertising, and never to train generalized AI or machine-learning models.

We store the OAuth access and refresh tokens Google issues us, plus the email address of the connected account. We do not store your full calendar. Outgoing emails Hailo sends on your behalf are logged in your Hailo database so you have a record of communications with each client. If you turn on reply sync, the replies Hailo matches to one of your clients or leads are stored the same way, as part of that client's conversation history - mail from anyone who is not a client or lead in your account is not stored.

2.3 Information from other connected services

If you connect Stripe, Square, or other third-party services, we receive only the data needed to operate that integration (e.g., payment status, payout records). Each integration is opt-in.

If you connect QuickBooks, Hailo sends your couples' names and contact details, invoices, payments, refunds, Stripe payouts and expenses to your own QuickBooks company. Disconnecting stops this; nothing already in QuickBooks is removed.

2.4 Information collected automatically

• Basic usage telemetry (which features are used, error reports) so we can improve the product. This data is aggregated and does not identify individuals.
• Standard server logs (IP address, browser, timestamps) retained for security and debugging.
• Film build reports: when you build a ceremony or speeches film, Hailo sends us a technical report about that build: the cameras, recorders and clips you used (file names, formats, frame rates, lengths and timecode), how Hailo synced and cut them, the couple's names as you entered them, your Mac's model and macOS version, and any errors. It never includes your footage, stills, audio, or anything anyone said. We use it to find and fix problems with your films.
• Label fixes: when you change the label Hailo gave a clip, Hailo sends us the old and new label, Hailo's description of the clip, how sure it was, the clip's length, roughly where it falls in the day, the wedding's tradition if you set one, and Hailo's log of sorting that wedding. Before the log leaves your computer, every file path is cut to the file's name, and folder names, the couple's names and email addresses are taken out. Hailo also sends the small still shown on the clip's card. You can stop the still from being sent in Settings, under Data and Learning. We use label fixes to make sorting better.

2.5 Faces in your footage

When Hailo organizes footage, it looks at sampled frames to work out what each clip is: whether anyone is in frame, how many people, and how close. That is how a clip becomes a close-up of the couple rather than a wide shot of the room.

Hailo can also compare faces across a project to tell the couple apart from everyone else, so a portrait of the bride with her brother is not filed as a portrait of the couple. To do that, it measures each face and compares those measurements to one another.

Three things about how that works:

• It happens on your own computer. Neither the footage nor the measurements travel to Hailo or to anyone else.
• The measurements exist only while a run is happening. Nothing is written to disk and nothing survives the run.
• What Hailo saves is the conclusion, not the face: a note on each clip saying whether each partner appears to be in it. That note cannot be turned back into a face or used to identify anyone.

How long we keep face measurements. For the length of one run, and no longer. They are held in memory, destroyed when the run ends, and gone at the latest when Hailo closes. Hailo does not store them, back them up, or send them anywhere.

You can turn face comparison off in Settings, under Data and Learning. Hailo will still sort your footage. It will just be less able to tell the couple from their guests.

2.6 The Hailo TV app

Couples can watch the films their filmmaker delivered through Hailo on a TV, with the Hailo app for Apple TV, Google TV, Fire TV, Roku, Samsung and LG TVs. The app has no accounts. It never asks for a name, an email address or a payment.

What we keep about a TV:

• A random key the app creates for that TV. The TV holds the key; we keep only a fingerprint of it (a SHA-256 hash), which cannot be turned back into the key.
• What kind of TV it is (for example, Roku or Apple TV) and when it last checked in.
• Which galleries were added to it, and a fingerprint of each gallery's password at the time, so that changing the password takes the gallery off the TV.
• While the TV is being set up, the short code on its screen. A code works once and expires after 15 minutes.

What stays on the TV and never reaches Hailo: the key itself, and where each film was left so it can resume. Resume points are kept for up to 90 days and are deleted when the app is removed from the TV.

To play films, the TV loads them from our storage provider, Cloudflare. To show each gallery in its own look, the app also loads typefaces from Google Fonts. Both see the TV's IP address, as with any web request (see 2.4).

The studio that delivered the films cannot see which TVs have its galleries. The TV app contains no advertising or tracking code.

3. How we use information

We use the information described above to:

• Provide, maintain, and improve the Hailo platform
• Send the emails and create the calendar events you ask Hailo to send and create
• Process subscription payments
• Respond to your support requests
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not use data from Google APIs to develop, improve, or train generalized AI and/or machine-learning models.

4. Google API Services User Data Policy - Limited Use

Hailo's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

1. We use Google user data only to provide and improve the user-facing features that are prominent in the Hailo interface and that the user explicitly enabled.
2. We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with notice to users.
3. We do not use Google user data for advertising.
4. We do not allow humans to read Google user data unless we have your affirmative consent for specific messages, it is necessary for security purposes (such as investigating abuse), to comply with applicable law, or for internal operations where the data has been aggregated and anonymized.

5. How we share information

We share information only as needed to run the service:

• Service providers (e.g., cloud hosting, Stripe for payments, email delivery infrastructure, and the AI providers that power Hailo's in-app assistant and the sorting of your clips by moment) under contracts that bind them to confidentiality and the use restrictions in this policy
• Your clients, when you choose to share something with them (e.g., publishing a delivery page or sending them a proposal)
• Legal authorities, when required by valid legal process
• In a business transfer, if Hailo is acquired or merged, subject to the protections in this policy

We do not sell your personal information. We do not sell or share your clients' personal information.

6. Data retention

• Account and client data: retained for as long as your Hailo account exists, including after you cancel, so your plan can be restarted with everything in place.
  
  When you delete your account from inside Hailo, two things happen straight away: your sign-in is destroyed, so nobody can get back into the workspace, and your email address and security credentials are removed from our records, so the account is no longer connected to you. Your studio's own content, meaning client records, projects, invoices and any films still stored, is kept but hidden. We keep it so the account can be restored if you ask, and because invoices, payments and tax records have retention periods of their own.
  
  If you want that content erased as well, email stanton@hailo.studio and we will erase it, apart from anything we are legally required to keep. We do that by hand today rather than on a timer, so allow us a few days.
• Delivery films: kept for one year from delivery, which is how long your couples' galleries stay live, then removed. Films uploaded during a free trial that does not become a plan are removed two weeks after the trial ends.
• Google OAuth tokens: stored as long as the integration is connected. Revoking the integration in Hailo immediately deletes the tokens from our systems. Revoking access at myaccount.google.com/permissions also invalidates them.
• TV app: a TV that holds no galleries is removed after 7 days without activity. Setup codes are cleared an hour after they expire. A TV that holds galleries is kept while it does. A gallery leaves a TV when it is removed there, when the gallery is deleted, or when its password changes.
• Film build reports: 30 days, then deleted.
• Server logs: 90 days.
• Backups: rolling 30-day window.

7. Your choices and rights

You can:

• Access, update, or delete your account information from inside Hailo, or by emailing stanton@hailo.studio
• Disconnect any integration at any time from Hailo's Settings → Integrations page
• Revoke Hailo's access to your Google account at any time at myaccount.google.com/permissions
• Request a copy of the personal data we hold about you
• Request deletion of your account and associated data
• Take a gallery off a TV at any time with "Remove from this TV" at the end of its row. Removing the Hailo app from a TV deletes its key and resume points. To have the TV's record deleted from our systems too, email stanton@hailo.studio.

If you are in California, the EU, the UK, or another jurisdiction with specific data-protection rights (CCPA, GDPR, etc.), those rights apply and you may exercise them by emailing stanton@hailo.studio.

8. Security

We use industry-standard measures to protect information, including encryption in transit (TLS), encryption at rest for sensitive credentials, scoped OAuth tokens, and access controls limiting who on the Hailo team can see customer data. No system is perfectly secure; we will notify affected users of any confirmed breach as required by applicable law.

9. Children

Hailo is not directed to children under 16 and we do not knowingly collect information from them. If you believe a child has provided information to Hailo, contact stanton@hailo.studio and we will delete it.

10. International data transfers

Hailo is operated from the United States. If you access Hailo from outside the U.S., your information will be transferred to and processed in the U.S. By using Hailo, you consent to that transfer.

11. Changes to this policy

We may update this policy from time to time. Material changes will be announced inside the Hailo app and via email to the address on file. The "Last updated" date at the top reflects the most recent revision.

12. Contact

For any privacy-related question or request: