Last updated: 3 March 2026
This Privacy Policy explains how Wildcard Technologies Limited ("we", "us", "our") collects, uses, stores, and protects your personal data when you use the MediaMind platform ("our Platform"). MediaMind is a video intelligence platform that provides transcription, translation, chat and search, video editing, and subtitle generation services.
We are committed to protecting your privacy and processing your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR) where applicable, and the Data Protection Act 2018.
Wildcard Technologies Limited is the data controller responsible for your personal data processed through the MediaMind platform.
Company number: 16371095 Registered office: 116 High Street, Egham, Surrey, United Kingdom, TW20 9HB
If you have any questions about this Privacy Policy or our data protection practices, please contact us:
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:
| Category | Examples |
|---|---|
| Identity Data | First name, last name, username or similar identifier, job title, company name. |
| Contact Data | Email address, billing address, telephone number. |
| Account Data | Username, password (encrypted), account preferences, subscription tier (Free, Personal, Team, Enterprise). |
| Financial Data | Payment card details, billing history (processed by our third-party payment provider; we do not store full card details). |
| Technical Data | IP address, browser type and version, time zone setting, operating system, device information, login data. |
| Usage Data | Information about how you use our Platform, including features used, videos uploaded, transcriptions generated, translations requested, searches performed. |
| Content Data | Video files, audio files, documents, and other media you upload to the Platform, together with any transcriptions, translations, subtitles, and other outputs generated by the Platform. |
| Communications Data | Records of correspondence with us, support tickets, feedback. |
| Marketing Data | Your preferences in receiving marketing communications and your communication preferences. |
We do not intentionally collect any Special Category Data (such as data relating to racial or ethnic origin, political opinions, religious beliefs, health data, sexual orientation, or biometric data). However, we acknowledge that video and audio content you upload may incidentally contain such data. You are responsible for ensuring you have the appropriate lawful basis and consent to upload any content containing Special Category Data.
We collect personal data through the following methods:
Direct interactions: You provide data when you create an account, subscribe to our services, upload content, use our features, contact us, or provide feedback.
Automated technologies: As you interact with our Platform, we automatically collect Technical Data and Usage Data through cookies, server logs, and similar technologies.
Third parties: We may receive Technical Data from analytics providers, advertising networks, and search information providers.
We use your personal data for the following purposes:
| Purpose | Types of Data | Lawful Basis |
|---|---|---|
| To register you as a new user and manage your account | Identity, Contact, Account | Performance of a contract |
| To provide our Platform services including transcription, translation, chat/search, video editing, and subtitle generation | Identity, Account, Content, Usage | Performance of a contract |
| To process AI-powered features (transcription, translation, chat, search, slide detection) | Content, Usage, Technical | Performance of a contract |
| To process payments and manage your subscription | Identity, Contact, Financial | Performance of a contract |
| To manage our relationship with you, including notifying you of changes | Identity, Contact, Account, Marketing | Performance of a contract / Legal obligation |
| To administer and protect our Platform (including troubleshooting, data analysis, testing) | Identity, Technical, Usage | Legitimate interests (running our business, network security) |
| To improve our Platform, features, and user experience | Technical, Usage (anonymised/aggregated only) | Legitimate interests (developing and improving our products) |
| To deliver relevant content and recommendations to you | Identity, Usage, Technical, Marketing | Legitimate interests / Consent |
| To comply with legal obligations | All categories as required | Legal obligation |
We do not use your Content Data (videos, audio, or other media you upload) to train, develop, or improve any AI models. Your content is processed solely for the purpose of delivering the services you have requested.
Under the UK GDPR, we must have a valid lawful basis for processing your personal data. We rely on the following lawful bases:
Contract: Processing is necessary for the performance of a contract with you (e.g. providing our services when you subscribe).
Consent: You have given clear consent for us to process your personal data for a specific purpose (e.g. marketing communications).
Legitimate Interests: Processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g. platform security, analytics, improving our services using anonymised data).
Legal Obligation: Processing is necessary for us to comply with the law (e.g. tax obligations, responding to lawful requests from authorities).
MediaMind uses artificial intelligence and machine learning to deliver its core services. This section explains how your content is processed by our AI systems.
Service Delivery: When you use our transcription, translation, chat, search, or video editing features, your content is processed by AI models to generate the requested outputs. This processing is necessary to perform the services you have requested and is carried out under the contractual lawful basis.
No AI Training: We do not use your content to train, develop, or improve any AI models. This applies to all subscription tiers, including Free, Personal, Team, and Enterprise. Your content is processed solely to deliver the specific services you have requested.
Enterprise Private Cloud: For Enterprise customers who opt for private cloud deployment, all AI processing occurs within your own private cloud infrastructure. No content data leaves your environment.
Third-Party AI Providers: Where our Platform uses third-party AI services (such as transcription or translation providers), your content is shared with those providers solely for the purpose of delivering the requested service. These providers are bound by Data Processing Agreements that prohibit them from using your content for any other purpose, including model training.
Anonymised Analytics: We may use anonymised and aggregated usage data (such as the number of transcriptions processed, languages used, or feature usage patterns) for analytical purposes. This data does not identify you or contain any of your content.
We may share your personal data with the following categories of recipients:
| Recipient Category | Purpose | Safeguards |
|---|---|---|
| Cloud infrastructure providers | Hosting and storing platform data and content | Data Processing Agreements, encryption at rest and in transit |
| AI service providers (where public cloud AI is selected) | Transcription, translation, and chat processing for service delivery only | Data Processing Agreements, contractual restrictions prohibiting use for model training |
| Payment processors | Processing subscription payments | PCI DSS compliant, no full card data retained by us |
| Analytics providers | Understanding platform usage and improving services | Anonymised/pseudonymised data where possible |
| Professional advisers | Legal, accounting, and insurance services | Professional duty of confidentiality |
| Regulatory authorities | Compliance with legal obligations | As required by law |
We do not sell your personal data to any third party.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Some of our external third-party service providers (including AI processing services) may be based outside the United Kingdom and/or the European Economic Area (EEA). Where we transfer your personal data outside the UK/EEA, we ensure that an appropriate level of protection is provided by implementing at least one of the following safeguards:
Please contact us at info@wildcardtechnologies.co.uk if you would like further information on the specific mechanisms used by us when transferring your personal data outside the UK/EEA.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.
To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which we process it, and applicable legal requirements.
Key retention periods:
Under data protection legislation, you have the following rights in relation to your personal data:
Right of Access: You have the right to request a copy of the personal data we hold about you (a "Subject Access Request").
Right to Rectification: You have the right to request correction of any inaccurate or incomplete personal data we hold about you.
Right to Erasure: You have the right to request deletion of your personal data in certain circumstances (also known as the "right to be forgotten").
Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data in certain circumstances.
Right to Data Portability: You have the right to request transfer of your personal data to you or to a third party in a commonly used, machine-readable format.
Right to Object: You have the right to object to processing of your personal data where we are relying on a legitimate interest, and where processing is for direct marketing purposes.
Right to Withdraw Consent: Where we rely on consent as the lawful basis for processing (e.g. marketing), you have the right to withdraw that consent at any time.
Rights Related to Automated Decision-Making: You have the right not to be subject to a decision based solely on automated processing (including profiling) which produces legal effects concerning you or similarly significantly affects you. Our AI features process content to generate outputs but do not make automated decisions about individuals.
To exercise any of these rights, please contact us at info@wildcardtechnologies.co.uk. We will respond to your request within one month. We may extend this period by up to two further months where the request is complex or we have received a number of requests, and we will notify you if this is the case.
You will not have to pay a fee to exercise your rights. However, we may charge a reasonable fee or refuse to comply with your request if it is clearly unfounded, repetitive, or excessive.
Our Platform uses cookies and similar tracking technologies to distinguish you from other users. This helps us to provide you with a good experience when you use our Platform and also allows us to improve our Platform.
We use the following types of cookies:
You can set your browser to refuse all or some cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our Platform may become inaccessible or not function properly.
For detailed information about the cookies we use and the purposes for which we use them, please refer to our Cookie Policy.
Our Platform is not intended for children under the age of 16. We do not knowingly collect personal data from children under 16. If you are under 16, please do not use our Platform or provide any personal data to us.
If we learn that we have collected personal data from a child under 16, we will take steps to delete that information as quickly as possible. If you believe we might have any information from or about a child under 16, please contact us at info@wildcardtechnologies.co.uk.
We have implemented appropriate technical and organisational security measures to prevent your personal data from being accidentally lost, used, accessed, altered, or disclosed in an unauthorised way. These measures include:
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO without undue delay and, where feasible, within 72 hours of becoming aware of the breach.
Where a personal data breach is likely to result in a high risk to your rights and freedoms, we will also notify you without undue delay, providing you with information about the nature of the breach and the steps you can take to protect yourself.
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our Platform and, where appropriate, by contacting you by email. The date on which this policy was last updated is shown at the top of this document.
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your data.
If you have any questions about this Privacy Policy, your personal data, or wish to exercise any of your data protection rights, please contact us:
If you are unhappy with how we have handled your personal data, you have the right to complain to the Information Commissioner's Office (ICO):
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