Overview and responsibilities
Collator Creative Cloud Inc., a company registered in Canada (“Collator,” “we,” or “us”), provides a platform for storing, organizing, reviewing, sharing, and publishing creative media. This policy covers collator.cc, our applications and APIs, public share pages, and Collator’s embeddable media player (the “Service”).
- When Collator is responsible — we determine how personal information is used to administer our customer relationships, respond to inquiries, manage billing, and protect the Service. For these purposes we act as a controller.
- When your organization is responsible — we process its creative files and associated collaboration records on its behalf, including comments, approval decisions, and activity history. Your organization may be a controller or a processor for its clients; Collator acts as its processor or sub-processor for that processing.
The role depends on the purpose, not just the type of record. An activity entry used for your organization’s approval history is different from information we use to investigate service abuse. For organization-controlled information, contact your organization first or ask us for help directing your request. Customer instructions and any applicable data-processing agreement govern our processing on their behalf. To discuss a data-processing agreement, contact us.
1. Information we collect
Information you provide
- Accounts and profiles — name, email, company information, password, and optional profile photo, bio, time zone, or language. Account passwords are stored as hashes, not plaintext.
- Organizations and workspaces — names, memberships, roles, permissions, settings, logos, brand colors, websites, and social links.
- Creative files and collaboration — uploaded files, versions, variations, filenames, labels, technical metadata (including EXIF where present), comments, approval decisions, and activity timestamps. Files and metadata may contain information about people other than the uploader.
- Connected accounts — OAuth access and refresh tokens, provider account names and identifiers, selected file metadata, publishing destinations, video identifiers, and job status. Connected-account tokens are encrypted at rest.
- Billing — subscription and transaction information. For purchases through Paddle, it collects payment details directly; we receive limited billing information such as contact details, country, plan, and transaction status, not your full card number.
- Inquiries and support — contact details, company website, team size, and messages you submit through contact forms or support channels.
Information received from others
Administrators and colleagues may invite you, assign roles, or include your information in files, comments, and review requests. Connected services provide account and file information when an authorized user connects them. These sources can provide information about you even before you create a Collator account.
Information processed automatically
Service requests and diagnostics can include IP addresses, browser and device information, requested resources, timestamps, errors, and information about features used. Activity records also associate actions with the relevant member, workspace, or asset. CDN delivery data is described in CDN delivery and analytics.
Some information is necessary to create an account, authenticate, or perform the action you request. Without it, the relevant feature may not work. Profile details, support-message content, and connecting third-party accounts are optional unless needed for the feature you choose.
3. How we use information
We use information to deliver the features you request: organize and process files, create previews, support collaboration and approvals, share content, and import or publish through connected services. We also administer accounts and purchases, respond to support requests, send account and security messages, investigate errors or abuse, and meet legal obligations.
Where we process customer content on an organization’s behalf, its instructions and applicable data-processing terms govern that use. The following explains our bases for processing for which Collator is a controller, where GDPR or UK GDPR applies:
- Contract — providing requested services or taking requested pre-contract steps when the individual is a party to that contract. An organization’s subscription is not automatically a contract with every employee or invited reviewer.
- Legitimate interests — administering business relationships and member access, answering inquiries, maintaining reliability, and preventing fraud or unauthorized access, where these interests are not overridden by the individual’s rights. You can object to this processing.
- Legal obligations — records and disclosures needed to meet applicable accounting, tax, regulatory, or other legal duties.
- Consent — where required for optional processing, we explain the purpose and obtain consent. It can be withdrawn without affecting the lawfulness of earlier processing. Authorizing an OAuth connection is not blanket consent to unrelated uses of your information.
We currently send service and account communications, not marketing email campaigns. If we introduce marketing communications, we will provide an unsubscribe option and obtain consent where required. New purposes are addressed under Policy updates.
4. Workspaces and public sharing
Who can see your work
Organization administrators, workspace owners, members, and reviewers can access information according to their roles and permissions. This can include files, profiles, names and avatars, comments, approval decisions, and activity timestamps—not only files you personally send to another member. Administrators can manage membership and access. Their authority within an organization does not give them access to your account password.
Public links, external recipients, and publishing
Public shares, enabled CDN URLs, and published assets can make selected content available outside your organization. Share settings determine access; a public URL is not equivalent to a private workspace permission. Relevant branding and uploader details may also be displayed on share pages. Public player configuration includes the organization’s name, logo, colors, and configured links.
Check the audience and metadata before sharing. Revoking a link or removing a file cannot recall downloads, recipient copies, or copies independently stored on connected platforms. CDN cache removal and deletion of the original file are separate processes.
Leaving an organization
Removing a member ends that member’s access; it does not automatically delete organization files, comments, or approval history. Closing a personal account, closing an organization, canceling a subscription, and deleting a file are different requests. See retention and the Terms on cancellation and files.
6. International data transfers
Collator is based in Canada. Service providers, connected platforms, and content-delivery networks can process information outside your province or country, including in the United States and Europe. Storage location, remote access, and CDN delivery locations may differ. This policy does not promise storage exclusively in Canada or any other specific region; foreign laws may permit access by local authorities.
The applicable transfer mechanism depends on the recipient, destination, and relevant privacy law. Where required, a restricted transfer must be supported by an applicable adequacy decision or other valid safeguards. Contractual safeguards for EEA transfers can include the European Commission’s Standard Contractual Clauses; UK transfers relying on those clauses need the UK Addendum, or another valid mechanism such as the UK International Data Transfer Agreement. EU clauses alone do not cover UK restricted transfers.
Contact us for the processing locations and transfer arrangements relevant to your use, or to request information about applicable safeguards. If your organization requires specific residency or contractual protections, confirm those arrangements with us before uploading that information.
7. Security and retention
Security
Safeguards include TLS for transport, AES-GCM encryption for connected-account tokens, bcrypt hashing for account passwords, signed application sessions, and access controls. These statements describe particular protections, not end-to-end encryption of every file or a guarantee that no security incident can occur.
Different records have different lifecycles
Retention depends on the purpose, customer instructions, applicable legal requirements, and whether information remains necessary for security, resolving disputes, or maintaining organization records. The criteria below distinguish account closure from deletion of customer content; they do not establish a universal backup or post-closure retention period.
Retention and deletion criteria
- Account and profile
- Why it is retainedWhile needed for account access and administration; specific records may remain for legal or security purposes.
- What a request affectsAccount closure is assessed separately from organization-controlled files and records.
- Files, versions, and metadata
- Why it is retainedTo provide storage and workflows under the organization’s instructions and applicable processing terms.
- What a request affectsMember removal, trial expiry, or subscription cancellation is not an instruction to delete organization content.
- Comments, approvals, and activity
- Why it is retainedTo maintain the organization’s collaboration and decision history while needed for that purpose.
- What a request affectsRequests involving a contributor’s information require review of the organization’s instructions, other people’s rights, and applicable law.
- Connected credentials and API data
- Why it is retainedTo operate an authorized integration, subject to applicable provider limits.
- What a request affectsDisconnect removes the saved credential; associated API data and imported or published files require separate consideration. See section 8.
- Logs, caches, and backups
- Why it is retainedFor delivery, troubleshooting, security, and recovery; their lifecycles can differ from live application records.
- What a request affectsDeletion scope must include relevant copies and provider-held data. Ask us about the applicable retention and removal process.
- Billing and support
- Why it is retainedFor purchases, accounting duties, resolving requests, and relevant legal claims.
- What a request affectsAccount closure does not override required recordkeeping; an independent payment provider handles its own records.
| Information | Why it is retained | What a request affects |
|---|---|---|
| Account and profile | While needed for account access and administration; specific records may remain for legal or security purposes. | Account closure is assessed separately from organization-controlled files and records. |
| Files, versions, and metadata | To provide storage and workflows under the organization’s instructions and applicable processing terms. | Member removal, trial expiry, or subscription cancellation is not an instruction to delete organization content. |
| Comments, approvals, and activity | To maintain the organization’s collaboration and decision history while needed for that purpose. | Requests involving a contributor’s information require review of the organization’s instructions, other people’s rights, and applicable law. |
| Connected credentials and API data | To operate an authorized integration, subject to applicable provider limits. | Disconnect removes the saved credential; associated API data and imported or published files require separate consideration. See section 8. |
| Logs, caches, and backups | For delivery, troubleshooting, security, and recovery; their lifecycles can differ from live application records. | Deletion scope must include relevant copies and provider-held data. Ask us about the applicable retention and removal process. |
| Billing and support | For purchases, accounting duties, resolving requests, and relevant legal claims. | Account closure does not override required recordkeeping; an independent payment provider handles its own records. |
Sign-in tokens expire after 60 days, password-reset links after one day, and email-confirmation and organization-invitation links after seven days. These are authorization lifetimes—not promises that every associated database record is erased at expiry.
To request closure or deletion, contact us with the relevant account, organization, and scope. We assess what can be deleted, what must be retained and why, and the applicable timeframe. Legal rights and integration-specific deadlines take precedence. A privacy request is not the same as canceling a subscription.
8. Integrations and CDN delivery
Imports and publishing
Google Drive and Dropbox connections let you select files for import. Google Drive authorization includes read-only Drive access and basic account identity; the permission scope can be broader than the individual files you ultimately choose to import. Review the provider’s authorization screen before connecting.
Google Ads publishing sends selected creatives and destination-account details to Google. Video publishing uses YouTube API Services to upload the video as unlisted and then uses its identifier for a Google Ads video asset. Anyone with an unlisted video’s link may view or reshare it. This workflow does not itself launch an ad campaign. Meta and TikTok publishing are planned, not currently available.
Google processes information under the Google Privacy Policy; YouTube-enabled features are also subject to the YouTube Terms of Service.
Disconnecting, revoking access, and deleting data
Authorized workspace administrators can remove a connection in workspace settings, which deletes its stored credential from Collator. This is separate from revoking the provider’s grant: you can revoke Google access through Google account permissions, or disconnect Collator through your other provider’s connected-app settings. If you cannot access workspace settings, ask the administrator or contact us.
To request deletion of stored integration data, email [email protected]. Identify the provider and connected account, but do not send passwords or tokens. Deleting credentials does not automatically delete imported organization files, publishing history, or content stored by the provider.
Requests concerning stored YouTube API data are subject to its specific requirements: applicable deletion requests and in-app consent revocation require deletion as soon as possible and within seven calendar days; revocation through Google’s security settings requires deletion of the relevant API data as soon as possible and within 30 calendar days. These deadlines do not describe deletion of videos from YouTube itself. Use YouTube or the relevant platform to remove its copies. See the YouTube API policies.
CDN delivery and analytics—not player tracking
The Collator player loads public organization branding and streams media from the CDN. It does not collect player-generated viewer analytics or send playback events to Collator’s application APIs. The host website embedding the player may independently collect information under its own privacy notice.
Delivering media still involves network requests, including the requesting IP address and requested resource. CDN request processing and any delivery logs are distinct from the statistics presented in media reports. Media analytics, where available, use CDN delivery statistics; a delivery request does not prove who watched a video or whether playback completed.
Do not assume delivery data is anonymous because the player does not track viewers. Contact us for details of the delivery records, access, and retention applicable to your organization. We do not describe CDN reporting as an individual viewing history.
9. Your rights and requests
Depending on the applicable law and our role, you may have rights to access, correct, or delete personal information; receive a portable copy; restrict or object to processing; and withdraw consent. These rights can have exceptions, including other people’s rights and required recordkeeping.
- Contact us — email [email protected] with your request and relevant account or organization. We handle requests manually. Do not include passwords, access tokens, or unnecessary identity documents.
- Verification and timing — we may request proportionate information to verify identity or authority. We respond within the applicable legal deadline and explain any permitted extension or reason a request cannot be fulfilled.
- Organization-controlled content — contact the responsible organization, or ask us to help identify the appropriate contact. Where we act as its processor, we assist under its instructions and applicable law rather than independently deleting its records.
- Self-service choices — you can update available profile fields, clear browser storage, and manage authorized connections. Requests for personal information are distinct from a complete archive export of an organization’s files and workflows.
EEA and UK
Where GDPR or UK GDPR applies, our controller purposes and bases are described in section 3. You may object to legitimate-interest processing and complain to your competent supervisory authority, including the UK Information Commissioner where applicable.
California
To the extent CCPA/CPRA applies, the information described above includes identifiers, customer and commercial records, professional information, internet activity, and uploaded content (which can include images or audio). Account credentials and some customer content can be sensitive personal information. Sources, purposes, recipients, and retention criteria are described in sections 1–8. We do not sell personal information or share it for cross-context behavioral advertising.
Applicable rights include knowing, accessing, correcting, and deleting information, subject to legal exceptions. An authorized agent may contact us on your behalf; we may verify their authority and your identity as permitted by law. We do not discriminate against you for exercising applicable privacy rights.
Canada
Applicable Canadian privacy laws provide access and correction rights and a way to challenge our handling of personal information. Contact us first with concerns, or contact the Office of the Privacy Commissioner of Canada or the relevant provincial privacy regulator. You do not have to contact us first where the law allows a direct complaint.
10. Children’s information
Collator is a business service, not a service directed to children. Account eligibility is described in our Terms. If you believe a child has created an account or submitted personal information directly without appropriate authority, contact us so we can investigate and take appropriate action.
Customer media may depict children or contain their information; this is different from a child using an account. Organizations are responsible for the lawful collection, use, and sharing of their content, including required permissions. We handle requests about that content in accordance with our processing role and applicable law.
11. Policy updates
We publish updates with a version and effective date. For material changes affecting existing users, we will provide notice through the Service or to the relevant account contact, in advance where required. If a new purpose or disclosure requires consent, we will seek it before that processing begins. Continued use is not a substitute for consent where consent is required.
12. Contact us
Collator Creative Cloud Inc.
Canada · Privacy contact
Use this address for privacy questions, access and deletion requests, data-processing agreements, or questions about providers and international transfers. Please identify the relevant organization when your request concerns a workspace.