Privacy Policy (GDPR) + Data Retention

Privacy Policy (GDPR) & Data Retention

Effective date: [ADD DATE]
PicsReels.com is operated by **Xania Media, Belgium (“we”, “us”, “our”). This Privacy Policy explains how we collect, use, and protect personal data when you use PicsReels.

1) Data Controller

Controller: Xania Media (Belgium)
Address: [ADD COMPANY ADDRESS]
Email (Privacy): [ADD PRIVACY EMAIL]
Email (Support): [ADD SUPPORT EMAIL]

2) What Data We Collect

We may process the following categories of personal data:

Account & contact data

  • Email address, username, account identifiers
  • Login/security data (e.g., authentication events)

Billing / transactional data (if you purchase credits)

  • Order details, invoices, payment status
    (Payments are handled by payment providers; we do not store full card details.)

User content (uploads)

  • Images you upload (portraits, product photos, reference images)
  • Generated outputs (images/videos)
  • Technical metadata needed to provide the service (file type, size, job ID)

Usage & technical data

  • IP address, device/browser data, logs for security and debugging
  • Cookie data (see Cookies section)

3) Why We Process Data (Purposes)

We process personal data to:

  • Provide the generation service (swap/video creation, downloads, library/history)
  • Manage credits and billing
  • Prevent abuse and secure the platform
  • Improve reliability and user experience
  • Comply with legal obligations (e.g., accounting, tax)

We rely on:

  • Contract (Art. 6(1)(b)): to provide the service you request.
  • Legitimate interests (Art. 6(1)(f)): security, fraud prevention, service improvement.
  • Legal obligations (Art. 6(1)(c)): accounting/tax compliance.
  • Consent (Art. 6(1)(a)) where required (e.g., non-essential cookies).

5) AI Processing & Service Providers

To deliver generation features, we may use third-party processors (AI providers, hosting, storage, analytics). This may involve transferring limited data (including uploaded images) to those processors only to perform the requested job.

We maintain a current list of processors in our internal documentation / settings. Typical categories include:

  • AI image/video generation providers
  • Hosting and media storage
  • Email delivery (transactional messages)
  • Payment processors (for credit purchases)

Where data is transferred outside the EEA/UK, we use appropriate safeguards such as Standard Contractual Clauses (SCCs) or other lawful transfer mechanisms, as applicable.

6) Data Retention (How Long We Keep Data)

We keep data only as long as necessary for the purposes above.

A) Account data

  • Kept while your account is active.
  • Deleted/anonymized after account deletion, except where legally required.

B) Billing & invoices

  • Stored according to Belgian/EU legal requirements for accounting/tax (typically several years).

C) Uploaded images & generated results
We support two storage modes:

  1. Library storage (attached locally):
    If outputs are saved to the Media Library (e.g., videos attached after completion), they remain available in My Account → My Pictures / My Videos until you delete them or delete your account.
  2. Job storage (temporary / remote link):
    Some outputs may initially be available via provider links. These links can expire.
    When the “Save to library / Attach” option is enabled, you can convert certain outputs into local library storage.

D) Logs & security records

  • Kept for a limited time for security and debugging, then rotated/deleted (typical retention: 30–90 days unless needed for incident investigation).

Recommended retention defaults (you can adopt as policy targets):

  • Unattached job files: 30 days
  • Attached library assets: until user deletes or account is removed
  • Logs: 30–90 days
    Adjust these based on your operational needs and storage constraints.

7) Your Rights (GDPR)

You have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request deletion (right to erasure)
  • Restrict or object to processing (in certain cases)
  • Data portability (where applicable)
  • Withdraw consent (where processing is based on consent)

To exercise rights: [ADD PRIVACY EMAIL]

8) Cookies

We use cookies for:

  • Essential site functionality (login/session, security)
  • Optional analytics/marketing (if enabled)

You can manage cookie preferences via your browser or our cookie banner (if enabled).

9) Security

We implement technical and organizational measures to protect data, including access controls, least privilege, and secure transport where possible. No method of transmission/storage is 100% secure; however, we take security seriously and continuously improve protections.

10) Complaints

If you believe your rights have been violated, you can contact us first at [ADD PRIVACY EMAIL].
You also have the right to lodge a complaint with the Belgian Data Protection Authority (APD/GBA).

11) Changes to This Policy

We may update this policy from time to time. The latest version will always be available on PicsReels.com with a revised effective date.