Privacy Policy

1. Introduction

This Privacy Policy describes how Framed Media LLC, operating as 5 Frame Studios ("Framed Media LLC", "the Company", "we", "us", or "our"), collects, uses, and shares information about you when you use Remis, our project and purchase order management platform ("Service"). We are committed to protecting your privacy and handling your data with transparency.

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address, full name, display name, and password
• Profile Information: Member type or specialty, bio, and timezone preferences
• Payment and Payout Information: Your payment method preference, preferred currency, Wise email, and bank or payout details such as beneficiary name, BIC or SWIFT code, account number, bank code, country, city, address, state or region, postal code, and any tax identifier required to pay you in your country. We collect only the fields required for your payment corridor.
• Project Data: Work submissions, deliverables, project assets, and communications
• Interview Recordings and Transcripts: If you take part in a voice interview, and only after you give consent, we record the conversation and create a written transcript. See section 4 for details.
• Agreements: Records of agreements you sign, such as Independent Contractor Agreements (ICAs) and non-disclosure agreements

2.2 Information from Third Parties

• Discord: Discord user ID, username, and avatar (when you link your account)
• GitHub: GitHub username and account identity (if you choose to link your account)
• Google: Basic account identity, if you choose to link your Google account

2.3 Automatically Collected Information

• IP address (for rate limiting and security)
• Browser type and version (user agent)
• Timezone (detected automatically for convenience)
• Access times and dates
• Activity and audit logs that record actions taken in the Service, including the affected record, the change made, and the IP address and browser used (see section 7)

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve the Service
• Process purchase orders and pay you for completed work
• Manage project assignments and team collaboration
• Store and organize project assets and signed agreements
• Send notifications about projects, deadlines, payments, and account activity
• Conduct and review interviews, where you have consented to recording
• Authenticate users and prevent unauthorized access
• Integrate with Discord for team communication and Linked Roles
• Maintain security, detect abuse, and keep audit records
• Comply with legal, tax, and accounting obligations

4. Voice Recording and Transcription

Some interviews take place in a voice channel and may be recorded and transcribed. We ask every participant for consent before any recording begins, and recording does not start unless everyone present has consented. You can decline, which ends the recording for that session, and you can withdraw consent at any time.

To produce a transcript, interview audio is sent to a third-party speech-to-text provider. Recordings and transcripts are treated as sensitive and access is restricted. We retain them in line with section 7.

5. Information Sharing

We do not sell your personal information. We may share your information in these situations:

• With Team Members: Project-related information is visible to team administrators and assigned collaborators
• With Discord: Your linked role metadata, such as member type and agreement status, for Discord integration
• With Service Providers: Third-party services that help us operate the Service, as listed in section 10
• For Payments: Your payout details are shared with our payment provider so we can pay you
• Legal Requirements: When required by law or to protect our rights

6. Data Storage and Security

Your account data, project records, and payment details are stored in our managed database. Larger files such as project assets, deliverables, and signed agreements may also be stored in Google Drive shared drives that we control. We implement appropriate security measures to protect your information:

• Encrypted data transmission (HTTPS/TLS)
• Secure password hashing
• Encryption at rest for sensitive credentials, such as integration tokens
• Step-up reauthentication before editing payment-sensitive fields
• Access controls and restricted access to sensitive records
• Rate limiting to prevent abuse
• Audit logging and regular security reviews

However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Some categories are retained on specific schedules:

• Audit and activity logs: retained for a configurable period (by default about two years)
• Interview recordings and transcripts: retained subject to a configurable retention setting
• Financial records: purchase orders, invoices, and payment records are retained as required for legal, tax, and accounting purposes

When you delete your account, profile and personal data are removed or anonymized, while records we are required to keep, such as financial and certain compliance records, may be retained as permitted or required by law.

8. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data, subject to a short grace period and any records we must retain by law
• Portability: Export your personal data in a portable format
• Withdraw Consent: Unlink third-party accounts or withdraw recording and other consents at any time

To exercise these rights, use the settings in your dashboard or contact an administrator.

9. Cookies and Tracking

We use essential cookies for authentication and session management. We do not use third-party tracking or advertising cookies. Your timezone may be detected and stored to display times in your local timezone.

10. Third-Party Services

The Service relies on third-party providers that have their own privacy policies. Depending on how your account and our integrations are configured, these may include:

• Supabase: Database, authentication, and file storage
• Vercel: Web application hosting
• Google Drive: Storage of project assets, deliverables, and signed agreements
• Discord: Team communication, account linking, and voice interviews
• GitHub: Account linking and repository integration
• Resend: Sending transactional and notification email
• Wise: Processing payouts to contractors
• Speech-to-text providers: Transcribing consented interview recordings

We encourage you to review the privacy policies of these services.

11. Children's Privacy

The Service is not intended for users under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

12. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers in accordance with applicable data protection laws.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by updating the "Last updated" date and, for significant changes, through the Service or via email.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us through the platform's support channels or reach out to an administrator.