Privacy Policy

1. Scope of This Policy

This Privacy Policy applies to information we collect or process through:

• Our website, including https://radioreformation.com;
• Our hosted platforms, dashboards, applications, and APIs;
• Streaming, podcasting, on-demand, donor management, advertising, reporting, analytics, transcription, summarization, and related services;
• Customer support, sales, billing, account management, and administrative communications; and
• Other services that link to or reference this Privacy Policy.

This Privacy Policy does not replace the privacy policies of our customers. Our customers are responsible for explaining their own privacy practices to their listeners, donors, subscribers, users, clients, customers, and other end users.

If a written agreement, data processing addendum, business associate agreement, or other contract between RadioReformation and a customer conflicts with this Privacy Policy, the written agreement will control to the extent of the conflict for that customer relationship.

This Privacy Policy is intended to explain our privacy practices. It does not create rights or obligations beyond those required by applicable law or by a written agreement with RadioReformation.

2. Our Role With Customer Data

RadioReformation provides technology infrastructure and software services. Our customers generally decide how they use our services, what content they publish, what data they collect from their own end users, how they communicate with their audiences, and how they manage their own business relationships.

For customer end-user data, RadioReformation often acts as a service provider, processor, contractor, or similar role under applicable privacy law. In that role, we process data to provide the services requested by our customers and to meet related legal, security, operational, and contractual obligations.

RadioReformation may also act as a controller or business for our own company operations, such as our website, sales, billing, customer support, security, vendor management, and direct business communications.

We provide the technical platform, hosting, software, APIs, reporting, and related services. We do not control our customers’ editorial decisions, programming, donor communications, audience relationships, advertising decisions, or business policies.

3. Information We Collect

The information we collect depends on how a person interacts with us and how our customers configure or use the services.

Account and Contact Information

We may collect names, email addresses, phone numbers, mailing addresses, business names, job titles, usernames, account identifiers, and similar contact or account information.

Login and Authentication Information

We may collect usernames, encrypted passwords, authentication credentials, security tokens, session identifiers, access logs, permission settings, and related information needed to authenticate users and protect accounts. We do not store passwords in plain text.

Billing, Donation, Subscription, and Payment Information

We may collect billing contacts, invoices, subscription records, donation records, transaction history, payment status, customer account history, and related financial information.

Payment card information is tokenized and handled by payment providers such as Stripe, Authorize.net, PayPal, or similar processors. We do not intend to store full payment card numbers on our systems.

Customer Content and Hosted Data

Customers may upload, submit, generate, or manage content and data through our services. This may include audio files, podcast episodes, radio programming, metadata, descriptions, schedules, show information, donor records, subscriber information, advertising information, campaign information, reporting data, transcripts, summaries, and other customer-provided content.

Listener, Audience, Streaming, and Usage Data

We may collect or process information related to streams, downloads, plays, listening sessions, device type, browser type, IP address, approximate location, timestamps, stream duration, user agent, referrer data, content identifiers, ad impressions, CDN activity, API activity, and other technical or usage information.

We use this information to operate the services, produce analytics, tally streaming totals, support royalty and licensing reports, detect abuse, troubleshoot problems, and meet legal or contractual obligations.

Donor Management Data

Where customers use donor management services, we may process donor names, contact information, addresses, donation history, transaction records, subscription records, communication preferences, notes, tags, segmentation data, and other donor-related information provided by or collected for our customers.

Some customer data may be sensitive depending on context. For example, donor records, nonprofit-related interactions, listener activity, or customer-provided notes could reveal personal interests, affiliations, or other sensitive information. Customers are responsible for ensuring that they have the legal authority, notices, consents, and safeguards needed for the data they collect and submit to the services.

Technical, Device, Log, and Security Information

We may collect IP addresses, device identifiers, browser information, operating system information, API request data, server logs, error logs, authentication logs, CDN logs, security events, diagnostic information, and similar technical information.

Support and Communications Information

If someone contacts us, we may collect the content of the message, contact details, support history, troubleshooting information, attachments, and related correspondence.

AI-Related Inputs and Outputs

When a customer chooses to use AI-enabled features, we may process customer content, audio, transcripts, summaries, metadata, prompts, outputs, and related information to provide transcription, summarization, metadata generation, or similar features.

AI processing does not happen automatically by default. Customer content is processed by AI tools only when a customer enables, requests, configures, or uses an AI-powered feature.

4. How We Use Information

We use information to provide, operate, secure, support, improve, and bill for the services. We may use information for the following purposes:

• Providing, hosting, operating, maintaining, troubleshooting, and improving our website, platform, APIs, and services;
• Providing streaming, podcasting, on-demand, donor management, advertising, reporting, analytics, transcription, summarization, and related technology services;
• Authenticating users, managing accounts, and keeping users logged in;
• Processing billing, payments, subscriptions, donations, invoices, and financial records;
• Providing customer support and responding to inquiries;
• Generating analytics, dashboards, reports, streaming totals, listener metrics, donor reports, advertising reports, and related service outputs;
• Supporting legal, licensing, royalty, accounting, tax, audit, and compliance obligations, including reporting related to SoundExchange, ASCAP, BMI, SESAC, and similar organizations where applicable;
• Detecting, preventing, investigating, and responding to fraud, abuse, security incidents, service misuse, and technical issues;
• Monitoring service performance and reliability, including through error tracking and infrastructure monitoring;
• Developing, testing, refining, and improving our products, services, business processes, and user experience;
• Sending service-related notices, administrative messages, security alerts, and customer communications;
• Sending marketing communications where permitted by law and subject to applicable opt-out rights;
• Providing AI-enabled transcription, summarization, metadata generation, or similar features when requested or enabled by a customer;
• Enforcing our agreements, protecting our rights, and complying with applicable law.

We do not use customer data for purposes materially inconsistent with providing or improving the services, complying with law, protecting security, or fulfilling our contractual obligations.

5. Cookies and Service Technologies

We use cookies, session storage, local storage, server logs, and similar technologies as needed to provide and secure our services.

These technologies may be used to keep users logged in, remember account or session settings, support secure authentication, operate dashboards and APIs, generate service reporting, detect errors, prevent abuse, investigate fraud, maintain security, and improve reliability and performance.

We do not use third-party analytics services for general user tracking, except that we may use error tracking and monitoring providers such as Sentry. We do not provide Sentry with user IDs unless necessary for a specific support, troubleshooting, or security purpose.

Some customers may choose to implement third-party tools such as Google Analytics, Mailchimp, Intercom, or similar services in connection with their own websites, campaigns, or customer-facing experiences. Those tools are controlled by the customer or the third-party provider, not by RadioReformation, unless we expressly configure or manage them as part of a customer-requested service.

6. Advertising Tools

Some broadcasters and customers use RadioReformation tools to display advertising or sponsorship messages through their online properties or services.

RadioReformation’s internal advertising tools are designed to display ads or sponsorship placements without personalized targeting by RadioReformation. We do not use our internal advertising tools to build individual advertising profiles, personalize ads to specific users, or attribute ad clicks to identified individuals.

We do not sell customer data to advertisers. A customer’s own advertising partners, websites, or third-party tools may operate under separate terms or privacy policies. Customers are responsible for disclosures related to their own advertising practices.

7. AI Features

RadioReformation offers or may offer AI-enabled features such as transcription, summarization, metadata generation, content organization, and similar tools.

These features may use local models operated by RadioReformation or third-party AI providers such as OpenAI, Anthropic, or similar providers. Customer content is processed by AI tools only when a customer enables, requests, configures, or uses an AI-enabled feature.

Depending on the feature, AI processing may involve sending audio, text, metadata, prompts, transcripts, summaries, or other customer content to a third-party AI provider. We use AI providers to provide the requested feature and do not use customer content to train public foundation models operated by RadioReformation.

Customers should not submit confidential, sensitive, regulated, or trade-secret information to AI features unless they are authorized to do so and have determined that the feature is appropriate for that content.

8. How We Share Information

We do not sell customer data or customer end-user data.

We may share information in the following circumstances:

With Customers

We may provide customers with access to data, dashboards, analytics, reports, donor records, streaming totals, advertising data, account information, and other information related to their own use of the services and their own end users.

With Service Providers and Vendors

We may share information with vendors that help us provide, secure, support, bill for, or improve our services. These may include hosting providers, infrastructure providers, CDN providers, payment processors, error tracking providers, email providers, support tools, AI providers, and similar service providers.

Examples of vendors or infrastructure providers we use or may use include IBM Cloud, AWS, Bunny CDN, Sentry, Stripe, Authorize.net, PayPal, OpenAI, Anthropic, and similar providers.

With Customer-Selected Tools

Customers may choose to use third-party tools such as Google Analytics, Mailchimp, Intercom, or similar services. Where a customer chooses or configures such tools, the customer is responsible for the use of those tools and for any required disclosures, consents, and contracts.

For Legal, Royalty, Licensing, and Compliance Purposes

We may share information where reasonably necessary to support legal, licensing, royalty, reporting, accounting, tax, audit, or compliance obligations. This may include information used for reporting to or cooperating with organizations such as SoundExchange, ASCAP, BMI, SESAC, and similar organizations, where applicable.

For Security and Protection

We may share information where necessary to detect, prevent, investigate, or respond to fraud, abuse, attacks, vulnerabilities, service misuse, unlawful activity, security incidents, or threats to rights, safety, property, or service integrity.

In Business Transactions

If RadioReformation is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, receivership, or similar transaction, information may be transferred as part of that transaction, subject to appropriate protections where required by law.

With Consent or Direction

We may share information when the customer, user, or applicable rights holder directs us to do so, gives consent, or uses a feature that requires the sharing.

9. Data Hosting, Location, and International Processing

RadioReformation operates infrastructure using a combination of our own bare-metal servers, on-premise systems, IBM Cloud, AWS, and other service providers. Our servers are currently located in Texas, Virginia, and Georgia.

We also use third-party infrastructure and service providers, including CDN, payment, monitoring, AI, communication, and support providers. As a result, information may be processed in the United States and in other jurisdictions where our service providers operate.

If a person accesses or uses the services from outside the United States, their information may be transferred to, stored in, or processed in the United States or other countries that may have privacy laws different from those in their location.

Where required by applicable law, we use appropriate safeguards for international transfers of personal information.

10. Data Retention, Export, and Deletion

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the services, support customers, maintain business records, comply with legal obligations, resolve disputes, enforce agreements, protect security, preserve backups, and complete required reporting.

Financial, billing, tax, accounting, and transaction records related to our clients are generally retained for at least seven years, unless a longer period is required or appropriate under applicable law.

Customer content, hosted media, donor records, listener data, analytics, logs, and related service data may be retained according to the customer’s selected settings, the applicable agreement, our operational needs, legal requirements, backup practices, reporting obligations, or the customer’s own retention policy.

Customers may request export or deletion of certain account, content, or service data when they leave or stop using the services. We may deny, delay, limit, or retain certain data where necessary to protect trade secrets, preserve security, comply with legal or financial obligations, maintain backups, resolve disputes, enforce agreements, complete required reporting, or protect the rights of RadioReformation, our customers, or others.

Backups and archived copies may persist for a reasonable period after deletion from active systems. We may not be able to delete information that has been de-identified, aggregated, or anonymized so that it no longer reasonably identifies a person.

11. Security

We use reasonable technical, administrative, and organizational measures designed to protect information against unauthorized access, loss, misuse, alteration, and disclosure.

These measures may include encrypted password storage, tokenized payment processing through payment providers, access controls, role-based permissions, infrastructure monitoring, error tracking, secure authentication, session management, backups, network and application security controls, limited access to customer data on a need-to-know basis, vendor review, contractual protections, and security incident response procedures.

No method of transmission, storage, hosting, or processing is completely secure. We cannot guarantee absolute security. Customers are responsible for configuring their own accounts, permissions, integrations, third-party tools, credentials, and user access in a secure manner.

12. Security Incidents and Breach Notice

If we become aware of a security incident involving personal information or customer data, we will investigate and respond in a manner appropriate to the nature and scope of the incident.

Where required by applicable law, regulation, or contract, we will notify affected customers or other appropriate parties. Because many end-user relationships belong to our customers, customers may be responsible for providing notices to their own listeners, donors, subscribers, users, clients, customers, regulators, or other third parties.

A notification under this section is not an admission of fault, liability, or a violation of law by RadioReformation.

13. Customer Responsibilities

Customers are responsible for their own use of the services and for the data, content, integrations, users, and end-user relationships they manage through the services.

Customers are responsible for:

• Determining what information they collect from their users, listeners, donors, subscribers, clients, and customers;
• Providing any required privacy notices, disclosures, and consents;
• Ensuring they have the right to submit data to RadioReformation;
• Configuring accounts, permissions, integrations, and retention settings appropriately;
• Complying with laws that apply to their own business, audience, content, communications, fundraising, advertising, and broadcasting activities;
• Managing third-party tools they choose to implement, such as analytics, email, support, advertising, or marketing services;
• Responding to privacy requests from their own end users, unless RadioReformation is required to respond directly under applicable law;
• Complying with royalty, licensing, reporting, and rights-management obligations that apply to their content and operations; and
• Ensuring that their use of donor, listener, audience, subscriber, advertising, and customer data is lawful.

RadioReformation provides the technical platform and related services, but does not exercise editorial control over customer programming, content, communications, donor relationships, advertising decisions, or audience relationships.

14. Privacy Rights

Depending on location and applicable law, individuals may have rights regarding their personal information. These may include the right to:

• Request access to personal information;
• Request correction of inaccurate personal information;
• Request deletion of personal information;
• Request a copy or export of personal information;
• Object to or restrict certain processing;
• Withdraw consent where processing is based on consent;
• Opt out of certain marketing communications;
• Appeal certain privacy decisions, where required by law; and
• Lodge a complaint with a privacy regulator or data protection authority.

To exercise privacy rights relating to a RadioReformation account or direct relationship with us, contact privacy@radioreformation.com.

If a request relates to a broadcaster, podcaster, station, donor account, subscription, listener account, or other customer-operated service, we may direct the requester to the relevant customer. We may also forward or help process the request on that customer’s behalf where appropriate.

We may need to verify identity or authority before completing a privacy request. We may decline or limit a request where permitted by law, including where data is needed for security, legal compliance, financial records, backups, trade-secret protection, contractual obligations, required reporting, or legitimate business purposes.

15. U.S. State Privacy Rights

RadioReformation operates throughout the United States, and our customers may have users in all 50 states. Some U.S. state privacy laws, including laws in California and other states, may provide additional rights to residents of those states.

Where applicable, RadioReformation will honor legally required privacy rights. These may include rights to know, access, correct, delete, obtain a copy of, or opt out of certain uses or disclosures of personal information.

RadioReformation does not sell customer data or customer end-user data. We also do not use our internal advertising tools to personalize ads or attribute ad clicks to identified individuals.

We do not knowingly discriminate against individuals for exercising privacy rights. However, some data is necessary to provide the services, and deletion or restriction of that data may limit or prevent use of certain features.

16. GDPR, UK GDPR, and International Privacy Rights

Because our customers may have listeners, donors, subscribers, users, clients, or customers in Europe, the United Kingdom, Canada, Colombia, Mexico, and other regions, privacy laws outside the United States may apply in some circumstances.

Where the GDPR, UK GDPR, or similar law applies, RadioReformation may act as a processor or service provider for customer end-user data. The customer will generally act as the controller or business that determines the purposes and means of processing.

Where RadioReformation acts as a controller for its own business operations, such as our own website, sales, billing, support, security, and account management activities, we process personal information based on legal bases that may include performance of a contract, legitimate interests, consent, legal obligations, and protection of rights and security.

International users may have rights to access, correct, delete, restrict, object to processing, data portability, withdraw consent, or lodge a complaint with a supervisory authority, depending on applicable law.

17. Marketing Communications

We may send customers, prospective customers, and business contacts service-related, administrative, billing, security, product, and support communications. We may also send marketing communications where permitted by law.

A recipient may opt out of marketing emails by using the unsubscribe link in the email or contacting us at privacy@radioreformation.com. Even if a recipient opts out of marketing communications, we may still send non-marketing messages related to accounts, security, billing, legal notices, or the operation of the services.

Customers are responsible for their own marketing communications to their listeners, donors, subscribers, users, clients, and customers.

18. Children’s Privacy

RadioReformation’s services are intended for legal business entities and authorized business users. Our services are not directed to children under 13, and we do not knowingly collect personal information directly from children under 13 for our own business purposes.

Some radio stations, broadcasters, podcasters, or customers may create programming or content that attracts younger listeners. Customers are responsible for ensuring that their own content, websites, apps, donor tools, subscriptions, contests, communications, and data practices comply with laws relating to children and minors.

If we learn that we have collected personal information from a child in a way that violates applicable law, we will take appropriate steps to delete or handle that information as required.

19. Confidentiality, Proprietary Information, and Trade Secrets

RadioReformation may receive or process confidential information, proprietary information, trade secrets, business data, technical data, financial records, customer lists, donor records, analytics, platform data, and other sensitive information in connection with the services.

We use customer data to provide, support, secure, analyze, and improve our services, consistent with our agreements and this Privacy Policy. We do not sell customer data.

Certain exports, disclosures, or deletion requests may be limited where fulfilling the request would expose trade secrets, compromise security, reveal confidential information of another party, violate legal obligations, interfere with financial or royalty reporting, undermine backups or audit records, or conflict with contractual obligations.

20. Third-Party Services and Links

Our website, platform, APIs, dashboards, or customer-configured services may link to or integrate with third-party websites, services, tools, payment processors, analytics tools, email platforms, support tools, AI providers, or other technologies.

We are not responsible for the privacy practices, security practices, content, or terms of third parties that we do not control. Customers and users should review the privacy policies and terms of those third-party services.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations, vendors, or business practices. When we update the policy, we will revise the effective date above.

If we make material changes, we will take reasonable steps to notify customers, such as by posting a notice on our website, sending an email, or providing notice through the services.

Continued use of the services after an updated Privacy Policy becomes effective means that the updated policy applies to that use of the services.

22. Contact Us

For privacy questions, requests, or concerns, contact:

RadioReformation, LLC
PO Box 42
Dahlonega, GA
Email: privacy@radioreformation.com
Website: https://radioreformation.com