Your information as a podcast guest

1. Who does what

The show you appeared on decides what to record, what to publish, and what to do with your information. Under data protection law they are the controller.

Convia Studio, Inc. provides the software the show uses. For most of what we hold about you, we are a processor, acting on the show's instructions. If you want a recording taken down or an episode unpublished, that is the show's decision, not ours, and we will pass your request to them.

There is one thing we do on our own account, described in Section 4.

2. What we hold

Depending on what the show provided and what was recorded, this may include:

• Your name, and the title and company you gave
• Your email address
• A photo of you, and a short biography
• The recording of the episode you appeared in, including your voice and image
• A transcript of what was said
• Clips, quotes, summaries, social posts, and thumbnails produced from that recording, which may include your name, your words, and your likeness
• A record of which episodes you appear in
• A record of emails we have sent you and whether you opted out

We received most of this from the show, not from you.

3. Why we hold it

To operate a platform that helps shows produce and distribute their episodes, and to give guests visibility into the episodes they appear in across the shows that use Convia.

In practice that means producing and publishing the episode you took part in and the content derived from it, sending you notifications about it, giving you access to a guest portal where you can review and correct what is held about you, and keeping the service secure.

The show relies on its own legal basis for recording and publishing your contribution, normally your agreement to appear. Where we process your information for our own purposes, we rely on our legitimate interests in operating the platform and in giving guests a way to see and manage their own information.

4. Matching across shows

If you appear on more than one show that uses Convia, we match your records using your email address so that you can see all of your appearances in one place. We do this as controller, on our own account. It does not reveal your information from one show to another show.

If you would rather we did not do this, contact us using the details below.

5. Who else sees it

• The show and the people who work on it.
• Anyone, once the show publishes the episode or content derived from it to YouTube, LinkedIn, Instagram, TikTok, Facebook, Threads, X, or Bluesky. That is the point of the recording and it is not reversible by us.
• Our service providers, who host the platform, send our email, process media, and generate content. They act on our instructions. You can ask us for a list of them using the contact details below.

We do not sell your information.

Your email address is hidden from most people who work on the show. Only show managers can see it.

Convia is based in the United States and your information is processed there. Transfers from the EEA or the UK rely on the European Commission's Standard Contractual Clauses. You can ask us for a copy.

6. Deleting your information

You can ask us to delete what we hold about you. Here is what that does and does not do, so there are no surprises.

We will delete: your name, email address, photo, biography, and profile; your guest portal account if you created one; and any pending notifications.

We cannot delete: episodes and content the show has already published to YouTube, LinkedIn, or anywhere else. Once it is published it is outside our system. Those requests go to the show, and then to the platform.

We will keep, on purpose: a record that your email address has opted out. Without it we would have no way to know not to contact you again. It contains nothing but your email address and the fact that you opted out.

The recording itself belongs to the show. Whether it is deleted is their decision. We will pass your request on and tell you what they say.

7. Your other rights

If you are in the EEA or the UK you can ask us to:

• Give you a copy of what we hold about you
• Correct anything that is wrong
• Restrict how we use it, or object to our using it
• Give you your information in a portable format

If you created a guest portal account you can do most of this yourself by signing in. Otherwise, email us.

We will respond within one month. If your request is complicated we may take up to two further months and will tell you if so.

You can also complain to your national data protection authority. In the UK that is the Information Commissioner's Office.

8. Emails from us

We email you about episodes you appear in and to invite you to your guest portal. Every one of those emails has an unsubscribe link. Unsubscribing stops all of them.

9. How long we keep it

We keep your information for as long as the show uses Convia, and for 30 days after the show closes its account, unless you ask us to delete it sooner. Opt-out records are kept indefinitely.

10. Contact

EU representative (GDPR Art. 27): Contact us for details
UK representative (UK GDPR Art. 27): Contact us for details

You can contact either representative in your own language about anything in this notice.