Privacy Policy

Versión en español

This policy explains how Otto processes your personal data under Regulation (EU) 2016/679 (GDPR) and Spanish Organic Law 3/2018 of 5 December on the Protection of Personal Data and Guarantee of Digital Rights (LOPDGDD). How we handle data received from Google APIs is described in section 6.

1. Data controller

• Controller: ALVMAT HOLDING SL · Tax ID (NIF) B16892838
• Address: Rafael Salgado 9, 2.º Derecha, 28036 Madrid, Spain
• Privacy contact: info@otto-manager.com
• Data Protection Officer: Not appointed

2. Data we process

• Contact and account data: name, email address, encrypted password, podcast name, company.
• Billing data: company name, tax ID, billing address and payment history (card details are handled directly by our payment provider, Stripe; Otto does not store them).
• Content you upload: audio, transcripts, scripts, notes and episode materials, which may include data about third parties (for example, guests).
• Usage data: access logs, IP address, device and browser type, pages visited and platform usage events.
• Google data: the data we receive if you sign in with Google or connect YouTube, Google Calendar or Google Drive (see section 6).
• Data from other connected social networks: the data you authorize us to obtain from Facebook, Instagram, TikTok and LinkedIn (see section 7).
• Podcast email credentials: if you set up your own mail server (SMTP) to write to guests, we store the username and the password, the latter encrypted.
• Mobile app data: device model and operating system, app version, push notification token and crash reports (see section 8).
• Communications: messages sent through forms, email or support.

3. Purposes and legal bases

Retention periods for other specific data:

4. Artificial intelligence features

Otto uses AI models to generate transcripts, chapters, titles, descriptions, summaries and clip suggestions from the content you upload, and to detect, in the public comments on your posts, which guests your audience is asking for. This processing is carried out to provide the contracted service. The AI providers we use are Anthropic (language models) and AssemblyAI (transcription); they act as data processors under contract pursuant to Article 28 GDPR, and we do not authorize them to use your data to train their models.

The comments analyzed are the YouTube and Instagram comments posted on your publications: the text and the author's name are sent to the AI provider. Which Google data reaches each provider is detailed, service by service, in section 6.

5. Third-party content and guests

When you upload recordings or materials that contain data about guests or other people, you act as the controller of that data and Otto as the processor. It is your responsibility to inform those people and to have a valid legal basis to record and publish them.

The emails you send to guests from Otto are sent from your own podcast's mail server (SMTP). They include a tracking pixel that records whether the email was opened and how many times, without storing the IP address or the device. You are the controller of that processing and must have a legal basis for it.

6. Google user data

This section explains what data from your Google Account Otto obtains, what it uses it for, where it stores it, who it shares it with, how it protects it and when it deletes it. Otto only accesses the Google services you connect, always through Google's official authorization system (OAuth 2.0): we never see or store your Google password. You can revoke Otto's access at any time from your Google Account security settings.

Sign-in, YouTube and Google Calendar use the same Google authorization: if you connect YouTube and Calendar with the same Google account, disconnecting either one revokes the whole permission and both stop working until you reconnect. Google Drive uses a separate authorization that is never stored on our servers.

6.1 Sign in with Google

• Data we access: your name, email address, profile picture and Google account identifier.
• How we use it: to create your Otto account, identify you when you sign in and show your name and picture inside the app. We do not use this data in any AI process.
• Where and how we store it: in our database (MongoDB Atlas), in your user record and in the linked account record, together with the access and refresh tokens issued by Google.
• Who we share it with: no one, except our hosting and database providers (Railway and MongoDB Atlas), who process it on our behalf.
• How we protect it: access and refresh tokens are stored encrypted (XChaCha20-Poly1305). Sign in with Google is never linked to an Otto account whose email is not verified, and it does not create new accounts unless you have accepted the Terms.
• Retention and deletion: for as long as your account exists. When you delete it, we revoke the authorization with Google and delete your user record, your sessions and the linked account.

6.2 YouTube (YouTube API Services)

Otto uses YouTube API Services. By connecting YouTube you agree to be bound by the YouTube Terms of Service. Data processed by Google is governed by the Google Privacy Policy. Otto does not use the YouTube Analytics API.

• Data we access:
  • With your authorization (youtube.readonly): your channel's identifier, name and handle (@).
  • With your authorization (youtube.upload): uploading the videos you publish from Otto, checking their processing status and deleting them if you cancel the post after upload.
  • Public data, through the YouTube API without using your authorization: public statistics (views, likes and comment count) of your episode videos and your channel's subscriber count; the public comments on those videos and their replies (text, author name and date); and the subscriber count of public channels of potential guests.
• How we use it: to publish to your channel the videos, clips and Shorts you approve, with the title, description and visibility you set; to show you how your episodes perform; to detect in the comments which guests your audience is asking for; and to estimate the audience of potential guests.
• Where and how we store it: in MongoDB Atlas. We store the authorization (encrypted tokens), a record of each post (video ID and link, title, description and channel name), your episodes' statistics with their history, the comments in which the AI detected a guest request (up to 400 characters each and the 40 most recent per person) and the subscriber count of potential guests. All other comments read are discarded after analysis. The channel details shown when publishing are not stored. The video you publish is hosted on DigitalOcean Spaces (Frankfurt, Germany) like the rest of your files.
• Who we share it with: public comments (text and author name), together with your podcast's name, are sent to Anthropic to identify which guests your audience is asking for. Anthropic acts as a data processor and we do not authorize it to use this data to train its models. Statistics and channel data are not sent to any AI provider. We do not share YouTube data with anyone else, except our hosting and database providers.
• How we protect it: YouTube tokens are stored encrypted and renewed automatically; all communication with Google and with our providers is encrypted (HTTPS).
• Retention and deletion:
  • Comments with a guest request and statistics history: 26 months; we delete them automatically every day once that period is exceeded.
  • Subscriber counts of potential guests: 30-day cache.
  • Current statistics of your episodes: until you refresh them, disconnect YouTube or delete your account.
  • Post records: until you delete the post, the episode or your account.
  • When you disconnect YouTube in Otto, we immediately delete that podcast's YouTube statistics and comments. If no other podcast in your account uses that connection, we also revoke the authorization with Google and delete the tokens. Videos already published remain on YouTube.

6.3 Google Calendar

• Data we access: with the calendar.events permission, Otto creates, updates and deletes events in your primary calendar. Otto does not read any event in your calendar or access your other calendars.
• How we use it: to add to your calendar the recordings and meetings you schedule in Otto and keep them up to date if they change or are cancelled. Each event includes a title (for example, "Grabación · guest name" or the meeting title), the date, the time and the time zone.
• Where and how we store it: in MongoDB Atlas we only store the identifier of each event created, so we can update or delete it, and the authorization (encrypted tokens).
• Who we share it with: no one. Calendar data is not sent to any AI provider.
• How we protect it: encrypted tokens and encrypted communication (HTTPS).
• Retention and deletion: when you disconnect Google Calendar in Otto, we revoke the authorization with Google and delete the tokens. Events already created remain in your calendar until you delete them. Event identifiers are part of the workspace's recordings and meetings and are deleted when those are deleted or when the workspace is deleted.

6.4 Google Drive

• Data we access: with the drive.file permission, only the files you choose in the Google Drive picker. Otto cannot see or open the rest of your Drive.
• How we use it: to import the chosen file into Otto: episode or clip audio and video, scripts (Google Docs, imported as text), guest lists (spreadsheets, imported as a table) or the podcast logo.
• Where and how we store it: the file is downloaded in your browser and uploaded to Otto like any other file of yours: audio and video to DigitalOcean Spaces (Frankfurt, Germany); scripts, guest rows and the logo to MongoDB Atlas. The Drive permission only lives in your browser's memory while the tab is open: it never reaches our servers and is never stored.
• Who we share it with: if you import an episode's audio, AssemblyAI transcribes it and the transcript is sent to Anthropic to generate the chapters and the episode's post text. If you import a script, its text is sent to Anthropic to structure it. Spreadsheets and the logo are not sent to any AI provider. Both providers act as data processors and we do not authorize them to use this data to train their models.
• How we protect it: the Drive permission is limited to the chosen files, is not stored and expires when you close the tab; communication is encrypted (HTTPS).
• Retention and deletion: the episode audio is deleted from our storage once the chapters have been generated; if they are never generated, it is kept until you delete it. Clips, transcripts, scripts, guests and the logo are kept until you delete them or delete your account. The original file stays in your Drive, unchanged. You can remove Otto's access to Drive from your Google security settings.

6.5 Limited Use of Google data

Otto's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We only use Google data to provide and improve the Otto features you use, as described in this section.
• We only transfer it to third parties when necessary for those features (the processors listed above), to comply with the law, or as part of a merger or acquisition, with your prior consent.
• We do not use it for advertising and we do not sell it.
• We do not allow any person to read it, except with your explicit consent, when necessary for security purposes or to comply with the law.
• We do not use data obtained from Google APIs to develop, improve or train generalized or non-personalized artificial intelligence or machine learning models, and we do not allow our providers to do so.

Otto's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Otto does not use data obtained from Google APIs to develop, improve, or train generalized or non-personalized AI and/or ML models.

7. Integrations with Facebook, TikTok and LinkedIn

If you connect a social network to Otto, you do so through its official authorization system (OAuth). We never see or store your passwords for those platforms. We only request the permissions needed for the features you use, and the data obtained is used solely to provide the Service: publishing and scheduling the content you approve and showing you statistics for your posts. We do not sell this data or use it for advertising or to train AI models. We only share it with the processors listed in section 10 for the features described in this policy (for example, the comment analysis in section 4) or when required by law.

Facebook (Meta)

• Data we access: your Facebook name and identifier, the list of Pages you manage and their access tokens, and statistics for posts made from Otto (reach, reactions, comments, plays).
• Use: letting you choose which Page to publish to, publishing and scheduling videos, images and text on those Pages, and showing you how they perform.
• Revoke and delete: from Facebook Settings > Business Integrations, or by following the data deletion instructions (in Spanish).

TikTok

• Data we access: basic profile information (identifier, display name, avatar), the posting options available for your account and statistics for videos published from Otto.
• Use: publishing to your account the videos you confirm, with the visibility and interaction options you choose, and showing you how they perform.
• Revoke: from the TikTok app, in Settings and privacy > Security > Manage app permissions.

LinkedIn

• Data we access: name, profile picture and email address, and permission to post on your behalf. Otto does not read company pages or LinkedIn statistics; you enter those figures manually.
• Use: publishing the content you approve to your profile.
• Revoke: from LinkedIn Settings > Data privacy > Permitted services.

In every case you can disconnect the platform from Otto's settings. When you do, we delete the tokens and the data obtained from it within 7 days at most. Content already published remains on the social network.

Accounts connected by a team member: only that person or a workspace administrator can disconnect them. The administrator cannot revoke the permission granted by another member; they can only remove that account from the podcast. To revoke the permission, the member must do so from Otto or from the platform itself. This rule also applies to YouTube.

8. Mobile apps for iOS and Android

• Device data: model, operating system, language and app version, to ensure compatibility and resolve issues.
• Push notifications: if you enable them, we store a notification token to alert you about posts, approvals and reminders. You can turn them off in your device settings.
• Optional permissions: the app only asks for access to the microphone, camera or photo library when you use a feature that requires it (recording, uploading or selecting content). Those files are only uploaded to Otto if you choose to do so.
• Diagnostics: we collect crash and performance reports, not linked to advertising, to improve the app's stability.
• No tracking: the apps do not track your activity across other companies' apps or websites, do not share data with data brokers and do not contain third-party advertising.

9. Account deletion

You can delete your account and your data from the web, from the apps or by email, without needing to have the app installed. On the web, go to Account menu > Account settings > Delete account.

• We send you a link by email to confirm the deletion.
• Once confirmed, deletion is immediate and we revoke the permissions granted to Otto on each connected social network, including Google.
• Invoices are kept in Stripe for the statutory period and we send them to you by email.
• If you are the sole owner of a workspace, the entire workspace is deleted and the rest of the team loses access.

See the rest of the procedure in Delete account and data (in Spanish).

10. Recipients and processors

We do not sell your data. We share it with the providers that render services to us under a data processing agreement:

• Anthropic: artificial intelligence models. It receives, among other things, the public comments on your posts and the transcripts and scripts of your episodes (see section 6).
• AssemblyAI: transcription of your episodes' audio.
• DigitalOcean: media file storage (Frankfurt, Germany).
• MongoDB Atlas: database (European Union).
• Stripe: payment processing and invoicing.
• Railway: application hosting.
• Email provider (SMTP): sending transactional and marketing email.

We may also disclose data to public authorities when there is a legal obligation to do so.

11. International transfers

Some providers may process data outside the European Economic Area. In that case, the transfer is based on an adequacy decision of the European Commission or on Standard Contractual Clauses, together with supplementary measures where necessary. You can request a copy of these safeguards by writing to info@otto-manager.com.

12. Your rights

You may at any time exercise your rights of access, rectification, erasure, objection, restriction of processing, data portability and not to be subject to automated decisions, and withdraw any consent given, by writing to info@otto-manager.com and stating the right you wish to exercise. We may ask you for documentation proving your identity.

If you believe your data is not being processed correctly, you can file a complaint with the Spanish Data Protection Agency (www.aepd.es, C/ Jorge Juan 6, 28001 Madrid).

13. Security

We apply technical and organizational measures appropriate to the risk: encryption in transit and at rest, role-based access control, activity logging, backups and periodic review of providers. Specifically:

• Google and social network access and refresh tokens (OAuth) are stored encrypted.
• Passwords are stored using the scrypt algorithm.
• Sessions do not store your IP address or your browser's user agent.
• Sign in with Google is never linked to accounts whose email is not verified.

In the event of a security breach that poses a risk to your rights, we will inform you and notify the supervisory authority within the statutory period.

14. Minors

The service is intended for people aged 18 or over. If we detect that a minor has created an account, we will delete it together with their data.

15. Changes to this policy

We may update this policy to reflect regulatory or service changes. We will notify you by email or within the platform when the changes are substantial.