Privacy Policy
Last updated: March 18, 2026
For a detailed, auto-generated privacy policy compliant with GDPR and UK Data Protection laws:
Full Privacy Policy (iubenda)1. Controller
- Company
- Motiva LTD
- Company Number
- 15672311
- Address
- 85 Great Portland Street, First Floor, London, England, W1W 7LT
- ICO Registration
- ZB861589
- legal@audiverify.com
2. What we collect
We may collect:
- Account data (name, email, authentication details)
- Workspace and team data (members, roles)
- Documentation record data (titles, metadata, declarations you submit)
- Technical fingerprints (e.g., SHA-256) and verification logs
- Uploaded files (e.g., supporting documents, attachments)
- Usage and security data (IP-derived security logs, device/browser data, rate-limit signals)
3. Why we process your data
We process personal data to:
- provide and operate the Service
- create and verify documentation records
- prevent fraud and abuse, enforce security and rate limits
- provide support and communicate service notices
- comply with legal obligations
4. Legal bases
Depending on context, our legal bases include:
- performance of a contract (providing the Service)
- legitimate interests (security, preventing abuse, improving reliability)
- legal obligation (compliance and record keeping)
- consent (where required, e.g., optional marketing emails)
5. Data Sharing
We may share data with trusted service providers only as needed to operate the Service (e.g., hosting, email delivery, payments). We do not sell your personal data.
Upon request, we can provide information about our data processors to users with legitimate need. Contact legal@audiverify.com.
6. International transfers
Some providers may process data outside your country. Where required, we use appropriate safeguards (such as standard contractual clauses).
7. Retention
We retain data only as long as necessary for the purposes described. Specific retention periods:
| Data Type | Retention Period | Reason |
|---|---|---|
| Account data | Duration of account + 30 days | Service provision |
| Documentation records & certificates | 7 years from creation | Legal compliance, dispute resolution |
| Audio fingerprints (hashes) | 7 years from creation | Verification integrity |
| Uploaded audio files (raw) | Deleted after fingerprint extraction (typically within 24 hours) | We do not store raw audio long-term |
| Audio preview clips (120 seconds) | Up to 90 days (enterprise/dispute accounts only) | Internal verification, dispute resolution, RBAC-protected |
| Supporting documents & attachments | Duration of certificate + 90 days | Evidence preservation |
| Security & access logs | 90 days | Security monitoring, abuse prevention |
| Billing & transaction records | 7 years | Tax and accounting obligations |
| Identity verification data | Duration of account + 1 year | Fraud prevention, compliance |
You may request deletion where applicable, subject to legal and operational requirements.
8. Audio Preview Clips (Enterprise Accounts)
For enterprise and dispute management accounts, we retain a 120-second derived audio preview clip extracted from the middle of the original file. This preview is kept separately from the full audio file and is subject to the following protections:
Why we retain it
- Internal verification and quality checks during dispute resolution
- Accurate fingerprint validation when copyright claims arise
- Audit and compliance purposes for enterprise accounts
How it's protected
- Encrypted at rest using AES-256
- Access restricted by role-based access control (RBAC) — only dispute/enterprise staff can access
- All access is logged and audited
- Deleted after 90 days or when dispute is resolved, whichever is sooner
Your control
You may opt out of preview retention in your account settings. If you opt out, dispute resolution may take longer as we will need to re-download and re-process your file from the original source.
Transparency note: We disclose this because keeping preview clips is a departure from our core principle of minimal audio storage. We believe it's necessary for reliable dispute resolution, but you deserve to know and decide.
9. Your rights (DSAR)
Depending on your location, you may have rights to access, correct, delete, restrict, or object to processing, and to data portability. You may also lodge a complaint with your data protection authority.
How to submit a Data Subject Access Request (DSAR)
- Email legal@audiverify.com with subject line "DSAR Request"
- Include your full name and the email address associated with your account
- Specify which rights you wish to exercise (access, deletion, correction, etc.)
- We will verify your identity and respond within 30 days
For UK residents: You may also contact the Information Commissioner's Office (ICO) at ico.org.uk if you believe your rights have not been respected.
9. Security
We use reasonable technical and organizational measures to protect data (access controls, encryption in transit, logging, and security monitoring).
For more details, see our Security Practices page.
10. Contact
For privacy requests: legal@audiverify.com