This policy explains what personal data we process when you use PodMule, why, and the rights you have. PodMule is a podcast management platform operated by Squared Lemons Ltd. We are the data controller for your account and use of the service.
Beta notice. PodMuleis offered as a beta service. Features and this policy may change as the product develops; we will update the “last updated” date and, where the change is material, ask you to review the updated terms.
1. Controller and processor roles
We are the controller for the personal data of our customers (account holders and their team members). When you upload podcast content and manage contacts or guests, you are typically the controller of that information and we act as your processor, handling it on your instructions to provide the service. You are responsible for having a lawful basis to upload guests’ and contacts’ personal data and for informing them as required.
2. Personal data we process
- Account data — name, email address and profile image from your Google sign-in, and your role/workspace memberships.
- Workspace content — podcast audio/video you upload, generated transcripts, show notes, titles, chapters, social posts and other AI-generated content.
- Contacts & guests — names, email addresses, notes and booking details you add about contacts and interview guests (third-party personal data).
- Billing data — credit balances, usage/token records, plan and purchase history. Card details are handled by Stripe; we do not store full card numbers.
- Technical data — IP address, device/browser information, session and security cookies, and diagnostic/error logs.
- Communications — emails and messages you send us, and notifications we send you.
3. How and why we use data (legal bases)
- To provide the service — create your account, process media, generate transcripts and content, manage contacts and bookings. Basis: performance of our contract with you.
- AI processing — we send your content to the providers below to transcribe audio and generate content. Basis: performance of our contract / legitimate interests.
- Billing — to process credit purchases, plans and usage. Basis: performance of our contract.
- Security, fraud prevention and reliability — to keep the service safe and working. Basis: legitimate interests.
- Communications — service and account notifications, and (where applicable) updates. Basis: legitimate interests or consent.
- Legal compliance — to meet our legal obligations. Basis: legal obligation.
4. AI features
To deliver features such as transcription, show notes, titles, chapters and chat, your content is sent to specialised AI providers (see Sub-processors) that process it on our behalf to return results. AI output can be inaccurate and should be reviewed before use.
5. Sub-processors
We rely on the following processors to deliver PodMule:
| Provider | Purpose |
|---|---|
| Sign-in (OAuth) and account identity; optional YouTube publishing | |
| Railway | Application hosting and the PostgreSQL database |
| Cloudflare (R2) | Storage of podcast media, transcripts and uploaded files |
| Deepgram | Speech-to-text transcription of audio/video |
| Apify | Fetching and extracting content from Knowledge Sources you capture (web pages, videos, posts) |
| OpenRouter | Large-language-model processing for AI features |
| OpenAI | Text embeddings for search (fallback model provider) |
| Stripe | Payment processing for credit purchases and plans |
| Resend | Transactional and notification email delivery |
| Sentry | Error monitoring and diagnostics |
6. International transfers
Some providers process data outside the UK/EEA (for example in the United States). Where they do, we rely on appropriate safeguards such as the UK International Data Transfer Agreement / Addendum or the EU Standard Contractual Clauses.
7. Retention
We keep personal data for as long as your account is active and as needed to provide the service. When you delete content or close your account, we delete or anonymise the associated personal data within a reasonable period, except where we must retain it to meet legal obligations. Residual copies may persist in backups for a limited time before being overwritten.
8. Security
We use access controls, encryption of sensitive credentials, isolation of each workspace’s data, and regular database backups. No system is perfectly secure, but we take reasonable technical and organisational measures to protect your data.
9. Your rights (UK/EU GDPR)
If you are in the UK or EEA, you have the right to:
- access a copy of your personal data;
- rectify inaccurate data and complete incomplete data;
- erase your data (“right to be forgotten”);
- restrict or object to certain processing;
- data portability; and
- withdraw consent where processing is based on consent.
To exercise these rights, contact us at hello@podmule.com. You may also complain to the UK Information Commissioner’s Office (ICO) or your local supervisory authority. If we process your data as a processor on a customer’s behalf (for example, you are an interview guest), we will refer your request to that customer or act on their instructions.
10. US & California residents
We do not sell your personal information and do not share it for cross-context behavioural advertising. If you are a California resident, you may request to know, access or delete the personal information we hold about you, and you will not be discriminated against for exercising these rights. Contact hello@podmule.com to make a request.
11. Cookies
We use strictly necessary cookies for authentication, session management and security (for example CSRF protection). We do not use third-party advertising or cross-site tracking cookies.
12. Children
PodMule is not intended for children. Do not use the service if you are under 16, and do not upload personal data of children without a lawful basis and appropriate consent.
13. Changes to this policy
We may update this policy from time to time. We will revise the “last updated” date and, for material changes, ask you to review and accept the updated terms when you next use the service.
14. Contact
Squared Lemons Ltd — hello@podmule.com.