Privacy Policy

1. Personal information we collect

We collect information in three ways:

• Information you give us — your name, work email, company name, billing details and anything you send us when you register, contact support, or respond to a survey.
• Content you upload — the media, playlists, templates and device names you add to your workspace. We process this on your behalf to deliver the service.
• Information collected automatically — basic usage and device data (browser type, IP address, pages viewed) gathered through essential cookies and standard server logs to keep the service secure and working.

Please do not send us special-category data (such as health or biometric information); the service is not designed to handle it.

2. Information the screens themselves collect

A PixelFlow player is the software running on the screen or media player. It reports technical information about itself so you can manage it remotely from your dashboard.

The players contain no camera and no microphone, and they do not detect, count, recognise, measure or record anyone in front of the screen. There is no audience measurement, no facial detection and no demographic estimation anywhere in the product. If you need those things, PixelFlow is not the product for you.

What a player reports depends on which one it is — they are genuinely different pieces of software with different access to the hardware:

• Every player reports a screen identifier used to pair it to your workspace, its own software version, the device model and operating-system version, local time and time zone, free and total storage, network type and IP address, screen resolution, and what it is currently playing.
• Android players — including Android TV, Google TV and Fire TV sticks, which run the same player — also report battery level, memory use, the Wi-Fi network name, Bluetooth on/off, video-decoder capability, and, for administrators verifying a locked-down screen, a list of the apps installed on the device.
• Windows and Raspberry Pi players also report the monitors attached and their arrangement.
• Samsung Smart Signage displays also report the panel’s model number and its current volume level. The volume is re-read at every check-in, so a change made with the display’s own remote control is reflected in your dashboard.
• Browser players report the least of all — only what the browser itself exposes. They have no access to battery, the Wi-Fi network name, installed apps, Bluetooth or the display’s volume.

Screenshots. Some players can capture an image of what is currently on the screen, so you can check a display from your desk. This only ever happens when someone in your workspace asks for it — never on a schedule and never by us. It is also not available on every player: browser-based and Samsung screens cannot take screenshots at all, because the platform does not permit it.

Diagnostic logs. When you ask for them from your dashboard, a player can send us a snapshot of its own activity log — what it downloaded, what it played, what failed — so a problem can be diagnosed without visiting the screen. As with screenshots, this only happens when someone in your workspace requests it. On Android the snapshot is limited to the player’s own process, so it does not include logs from any other app on the device.

Playback records. Players record which item played, for how long, and whether it finished, so your reports show what actually appeared on screen. This is about the content, not about viewers.

This information is sent to your own workspace and is visible to the people you invite into it. We do not sell it, and we do not share it with advertisers or data brokers.

3. Permissions on Android players

The Android player runs on a media player box plugged into a display, on a commercial display with Android built in, or on an Android TV, Google TV or Fire TV device. Android asks for certain permissions by name, and some of them sound broader than what we do with them. In plain terms:

• Location — used only to read the Wi-Fi network name. Android requires this permission for that, which is not obvious and is worth stating plainly: we do not track where a player or screen physically is, and no GPS or location data is collected or stored.
• List installed apps — so an administrator can confirm a locked-down player has not had other software added to it.
• Install apps — so the player can update itself when you approve an update, without anyone visiting the site.
• Device administrator — used to hold the player in kiosk mode, stop someone exiting to the Android home screen, and allow you to restart it remotely.

4. How and why we use it

We use your personal information to:

• provide, operate and maintain the PixelFlow Studio service;
• set up and manage your account and workspace;
• take payment and send invoices;
• respond to support requests and service notices;
• improve and secure the product; and
• meet our legal and accounting obligations.

Our lawful bases under UK GDPR are: performance of our contract with you, our legitimate interests in running and improving the service, your consent (for optional marketing), and compliance with legal obligations.

5. How we share it

We do not sell your personal information. We share it only with:

• Service providers who run our infrastructure on our instructions, under contract (named below);
• professional advisers (legal, accounting) where necessary;
• authorities, where we are required to by law or to protect our rights; and
• a successor entity in the event of a business sale or reorganisation.

Our infrastructure providers are:

• MongoDB Atlas — database hosting. Your account and workspace data is held in Frankfurt, Germany.
• Render — application and API hosting, in Frankfurt, Germany.
• bunny.net — delivery of the media you upload, served from European locations only.
• Resend — transactional email (sign-in and service notices), in Ireland.
• Vercel — static hosting for our website and dashboard, served from a global edge network. No account data is processed there.

6. Your rights and choices

Under UK GDPR you can ask us to:

• access a copy of your personal information;
• correct information that is wrong or incomplete;
• delete your information;
• restrict or object to certain processing; and
• receive your information in a portable format.

To exercise any of these, email privacy@pixelflow-studio.com. You can opt out of marketing at any time using the unsubscribe link.

7. Other sites and services

Our site may link to third-party websites or services we do not control. This policy does not cover them; please read their own privacy notices.

8. Security

We use appropriate technical and organisational measures — including encryption in transit, access controls and workspace isolation — to protect your information. No method of transmission or storage is completely secure, but we work to keep risks low and respond quickly to any incident.

9. International transfers

We are based in the United Kingdom. Where your information is processed outside the UK or EEA, we put appropriate safeguards in place (such as standard contractual clauses) as required by law.

10. How long we keep it

We keep personal information for as long as your account is active and for as long afterwards as we need it to meet legal, accounting or reporting requirements. When it is no longer needed, we delete or anonymise it.

11. Children

PixelFlow Studio is a business product and is not directed at anyone under 16. We do not knowingly collect information from children; if you believe we have, contact us and we will delete it.

12. Changes to this policy

We may update this policy from time to time. We will post the new version here and update the “Last updated” date; significant changes will be communicated where appropriate.

13. How to contact us

Questions or complaints about privacy? Email privacy@pixelflow-studio.com.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.