Privacy Policy
The short version: We store your media files. We never access, view, scan, or analyze your content. We collect only what we need to run the service and bill your account. Your data stays in the region you choose.
Who we are
BillionMediaVault is a product of Victopia Labs. When this policy says "we," "us," or "our," it means Victopia Labs and the BillionMediaVault service.
What we collect
We collect information necessary to provide and improve the service:
- Account information: Name, work email, company name, and role when you sign up or submit a contact form.
- Billing information: Payment details are processed by our payment provider. We do not store credit card numbers.
- Usage data: Hours of video, image counts, audio hours, upload volumes in GB, download activity, and sync status. This is shown in your dashboard.
- File metadata: Duration, resolution, bitrate, frame rate, aspect ratio, codec, file size before and after encoding, audio channels, and file creation dates. This is extracted automatically during encoding.
- Encoding metrics: Compression ratios, encoding time, and quality assessments per file. Used to monitor service performance and improve encoding efficiency.
- Usage patterns: Upload frequency, sync activity, download patterns, peak usage times, tier distribution, and capacity growth trends. Used to provide account insights and improve the service.
- Technical data: IP address, browser type, and device information for security and troubleshooting.
What we do not collect
We do not access, view, or analyze the contents of your media files. Your uploaded files are used only for encoding to your chosen quality tier and are deleted after verification. Only the encoded copy is retained in storage. We process file metadata (type, duration, resolution) for encoding and dashboard reporting, but we do not view or review the content itself.
How we use your information
- To provide the storage, encoding, and sync service
- To bill your account accurately
- To respond to your support requests and contact form submissions
- To send service-related communications (outages, billing, security notices)
- To improve the reliability and performance of the service
- To generate account insights such as capacity forecasts, tier recommendations, and usage trends
- To improve encoding quality and efficiency across the platform
We do not sell your personal information. We do not use your data for advertising. We do not share your information with third parties for their marketing purposes.
Where your data is stored
Your media files are stored in the region you select for your account. Available regions include the United States and the European Union. Files never leave your chosen region unless you request a transfer.
Each account operates in its own isolated storage tenant. Your files are never co-mingled with another customer's data.
Data retention
Your media files are stored for as long as your subscription is active and your retention policies allow. You control your own retention settings.
If you cancel your subscription, your files are retained for 30 days to allow reactivation or export. After 30 days, files are permanently deleted.
Account information (name, email, company) is retained for up to 12 months after account closure for billing records and legal obligations.
Your rights
You can:
- Export your data at any time through the dashboard or by contacting us
- Delete your account and all associated media files
- Update your information through your account settings
- Request a copy of the personal data we hold about you
For EU users: you have additional rights under GDPR, including the right to data portability, the right to restrict processing, and the right to lodge a complaint with a supervisory authority.
Security
All data transfers use TLS 1.3 encryption. Each account is stored in an isolated tenant. Access to your account is restricted by role-based permissions that you configure.
We maintain audit logs of access and administrative actions on your account.
Cookies
We use only essential cookies required to keep you logged in and maintain your session. We do not use tracking cookies, analytics cookies, or advertising cookies on the BillionMediaVault application.
The marketing website (this site) may use basic analytics to understand page visits. No personal data is collected through these analytics.
Third-party services
We use a combination of third-party cloud infrastructure providers for storage, encoding, and delivery. The specific providers used for your account depend on your chosen region, quality tier, and service configuration. These providers have physical access to the infrastructure where your files are stored and processed. They operate under their standard data processing agreements and are contractually bound to protect your data.
Since provider selection varies by account, we can share the specific providers handling your data on request under NDA. Contact us at contact@victopialabs.com.
Incident response
If we become aware of a security breach affecting your data, we will notify affected account holders by email within 72 hours of confirmation. The notification will include what happened, what data was affected, and what steps we are taking.
Sub-processor list
We maintain a list of sub-processors (third-party services involved in handling your data). This list is available on request under NDA. Customers who have requested this list will be notified at least 30 days before we add a new sub-processor.
Data portability
When you export your data, you receive your files in their encoded format (AV1, AVIF, Opus). These are standard formats playable in most modern media players. We do not store your original raw files.
Service discontinuation
If we ever discontinue the BillionMediaVault service, we will provide at least 90 days notice and free data export during that period.
Law enforcement
If we receive a legally valid request for your data from law enforcement, we will notify you before disclosure unless prohibited by law from doing so.
Children's data
BillionMediaVault is a business service and is not intended for use by individuals under 16. We do not knowingly collect data from minors.
Changes to this policy
We reserve the right to update this policy at any time as our service evolves. Material changes will be communicated via email to account holders at least 14 days before they take effect. Continued use of the service after changes take effect constitutes acceptance of the updated policy. The "last updated" date at the top of this page reflects the most recent revision.
Contact
Questions about this policy or your data? Reach us at contact@victopialabs.com.