Privacy
Policy

1. Introduction

Welcome to SubX, an AI-powered subtitle translation tool for Mac. This Privacy Policy explains what information we collect when you use SubX, how we use it, and your rights regarding that information.

By purchasing and using SubX, you agree to the practices described in this policy. If you do not agree, please discontinue use and contact us for a refund.

2. What Information We Collect

2.1 Information You Provide

• Email address — provided at time of purchase via Paystack or Flutterwave
• License key — generated and assigned to your purchase

2.2 Information Collected Automatically

When you use SubX, our translation server automatically records the following for every translation request:

• IP address — used to enforce rate limits and detect abuse
• License key (partial, first 8 characters only) — to identify your account
• Translation language pair — e.g. French → Yoruba
• Number of subtitles translated — to track usage against your daily limit
• Date and time of the request

2.3 Error & Crash Diagnostics (SubX Web App)

When the SubX web app at subxai.org/app encounters an unexpected error or crash in your browser, we automatically send a diagnostic report to our servers. This helps us identify and fix bugs quickly without you having to file a support ticket. Each report includes:

• The error message and full stack trace (where in the code the error happened)
• The page URL you were on when the error occurred
• Your browser type, version, and viewport size (e.g. "Chrome 126 · 1920×1080")
• An irreversible cryptographic hash of your IP address (we cannot reverse this back to your real IP)
• The first 4 characters of your license key (e.g. "SUBX") — never the full key
• The current app state (e.g. "translating", "ready", "complete")
• A short, anonymous session identifier (random per browser session, not linked to you)
• The last 10 actions you performed in the app before the error (e.g. "clicked Translate", "selected Yoruba")

This diagnostic data is rate-limited (maximum 5 reports per minute, 20 per session) and de-duplicated so the same error is not sent repeatedly. It is used solely for debugging and product improvement, is never shared with third parties, and is automatically deleted after 30 days.

You can disable this in your browser by blocking POST /api/error/client requests in your network settings, though doing so means we cannot proactively detect or fix bugs you encounter.

2.4 What We Do NOT Collect

SubX does not collect or store any of the following:

• The actual content of your subtitles — subtitle text is sent to our translation engine and is not stored on our servers
• Your video files
• Your name (unless provided voluntarily when contacting support)
• Payment card details — all payments are handled by Paystack or Flutterwave
• Browser history or device information beyond what's noted in section 2.3
• Your full license key (only the first 4 characters appear in diagnostic reports)
• Anything you type into the app (file names, language pickers, etc.) beyond app-state labels

3. How We Use Your Information

• License validation — to verify your license key is active before processing translations
• Rate limiting — to enforce the daily usage limit of 5,000 subtitles per license
• Abuse prevention — to detect and block IP addresses attempting access without a valid license
• Service improvement — aggregate, anonymised usage statistics may be used to improve SubX
• Customer support — your email is used to send your license key and respond to support requests

4. IP Address and Rate Limiting

Your IP address is logged with each translation request. We retain IP address logs for a maximum of 90 days. IP addresses are used solely for:

• Enforcing per-license rate limits (5,000 subtitles per day)
• Blocking IP addresses that repeatedly attempt access with invalid license keys (temporary blocks of up to 5 minutes after 10 failed attempts)
• Investigating suspected abuse or fraud

We do not use your IP address to track your location beyond approximate country level, and we do not sell or share IP address data with third parties.

5. Third-Party Services

5.1 Translation Engine

SubX uses an AI model to perform translations. When you request a translation, your subtitle text is sent to our translation API. SubX does not store subtitle content after translation is complete.

5.2 Paystack

Purchases may be processed by Paystack. Your payment and billing information is handled entirely by Paystack and is subject to Paystack's Privacy Policy. SubX only receives your email address from Paystack for the purpose of delivering your license key.

5.3 Flutterwave

Purchases may also be processed by Flutterwave. Your payment information is handled entirely by Flutterwave and is subject to Flutterwave's Privacy Policy. SubX only receives your email address for the purpose of delivering your license key.

6. Data Retention

• IP address logs — retained for 90 days, then permanently deleted
• Error & crash diagnostic reports (section 2.3) — retained for 30 days, then permanently deleted
• Usage logs (language pairs, subtitle counts) — retained for 12 months for abuse detection
• License keys — retained for the duration of your active subscription
• Email address — retained for the duration of your subscription and up to 60 days after expiry

You may request deletion of your data at any time by contacting us at support@subxai.org. We will process deletion requests within 14 business days.

7. Data Security

We take reasonable technical measures to protect your data, including:

• License keys are stored with cryptographic checksums
• License files on user devices are stored with restricted file permissions
• Our server is protected by a firewall that restricts access to only necessary ports
• Brute-force protection blocks repeated failed license attempts automatically

No system is 100% secure. If you believe your license key has been compromised, contact us immediately at support@subxai.org and we will issue a replacement.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access — request a copy of the data we hold about you
• Correction — request correction of inaccurate data
• Deletion — request deletion of your data (subject to legal obligations)
• Objection — object to processing of your data for certain purposes
• Portability — request your data in a portable format

To exercise any of these rights, contact us at support@subxai.org. We will respond within 30 days. Users in Nigeria are also protected under the Nigeria Data Protection Regulation (NDPR) 2019.

9. Children's Privacy

SubX is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the Effective Date at the top of this document. For material changes, we will notify active license holders by email. Continued use of SubX after changes take effect constitutes acceptance of the updated policy.

11. Contact Us