Privacy Policy

Timecode HQ (“Timecode,” “we,” “us”) is an operating system for production companies, operated by Solis Films LLC d/b/a GlassFire. This policy explains what information we collect, how we use it, and the choices you have. It applies to timecodehq.com, its subdomains, and every surface of the Timecode HQ service, including pages shared by link (quotes, review rooms, production books, expense reports) and email addresses the service provides.

Information we collect

• Account information. Name, email address, phone number, and role when you or your organization creates an account or invites you.
• Workspace content. The material your organization puts into the service: project and budget data, crew and contact records (including rates and payment-related details your organization enters), call sheets, media files, transcripts, receipts and expense records, invoices, and documents such as tax or start-work forms.
• Email you send to the service. If your organization uses an email-in address (for example to submit receipts), we process the message, its attachments, and the sender address in order to file that content into the correct workspace.
• Connected-service data. Data exchanged with third-party services your organization connects, described below.
• Usage and log data. Standard technical logs (IP address, browser type, pages requested, timestamps) and in-product audit trails that record who changed what inside a workspace.

How we use information

• To provide, operate, secure, and support the service.
• To carry out actions your organization initiates — generating documents, sending emails such as crew forms and review links, syncing with connected services.
• To maintain audit history, prevent abuse, and comply with legal obligations.
• To improve the reliability of the service (aggregate, de-identified analysis).

We do not sell personal information, and we do not use your workspace content to advertise to you or to anyone else.

QuickBooks and other connected accounting services

Your organization may connect its own QuickBooks Online account to Timecode HQ. The connection is authorized by an administrator of your organization signing in with Intuit; we receive OAuth tokens, never your Intuit password. With that authorization, and only at your organization’s direction, Timecode HQ:

• creates estimates, invoices, expense transactions, vendors, and attachments (such as receipt images) in your QuickBooks company;
• reads customers, items, accounts, and the payment status of invoices it created, to keep the two systems in step.

Tokens are stored server-side, scoped to your organization, and are never shared across organizations or with other third parties. QuickBooks data is used solely to provide the sync features your organization configures — never for advertising, profiling, or resale. An administrator can disconnect QuickBooks at any time in Settings (or from Intuit’s connected-apps page), which stops all syncing; stored tokens are then deleted. Your use of QuickBooks remains governed by Intuit’s own terms and privacy policy.

Service providers

We use a small set of infrastructure providers to run the service, each processing data only to provide their function to us: Vercel (hosting), Supabase (database, authentication, file storage), Amazon Web Services and Resend (email delivery and receiving), Bunny.net (media encoding and delivery), Deepgram (speech-to-text), DeepL (translation), Anthropic (AI-assisted features such as receipt reading and draft generation), Google (document mirrors your organization enables), and Intuit (QuickBooks, when connected). We share only what each provider needs to perform its service.

AI features

Some features use AI models to assist your team — for example reading a receipt to suggest a vendor and amount, transcribing footage, or drafting a paper edit. AI output is a suggestion presented to your team for review; it is processed through the providers listed above under agreements that restrict use of your data to providing the service. We do not permit our AI providers to train their models on your workspace content.

Sharing

• At your direction. Share links your organization creates (quotes, review rooms, expense reports, production books) expose exactly the content chosen for that link to anyone holding the link until it is revoked.
• Within your organization. Content is visible to workspace members according to the roles your administrators assign.
• Service providers as described above.
• Legal. If required by law, or to protect the rights, safety, and integrity of the service, after reasonable efforts to notify you where permitted.

Security

Data is encrypted in transit (TLS) and at rest. Workspace data is isolated per organization with row-level security; uploaded files live in private storage accessed through short-lived signed URLs; access to production systems is limited and audited. No system is perfectly secure — if we learn of a breach affecting your data we will notify you consistent with applicable law.

Retention and deletion

We keep workspace content for as long as your organization’s account is active or as needed to provide the service. Organizations control their own content and can delete records in-product; on verified request from an organization owner we will delete the organization’s data, subject to short backup windows and any legal retention duties. Disconnecting an integration deletes the stored credentials for it.

Your rights

Depending on where you live, you may have rights to access, correct, export, or delete personal information. Because Timecode HQ processes most personal information on behalf of the organization that runs your workspace, we will often fulfill these requests together with that organization. Contact us at support@timecodehq.com and we will respond within a reasonable time.

Children

The service is for business use and not directed to children under 16; we do not knowingly collect their data.

Changes

We may update this policy as the service evolves. Material changes will be posted here with a new effective date, and organizations will be notified for significant changes.

Contact

Solis Films LLC d/b/a GlassFire · Timecode HQ · support@timecodehq.com