The short version
We collect what we need to record someone’s life story and give it to their family. We do not sell it, we do not share the recordings, and we do not use recordings to train AI models. If anything here is unclear, call (850) 905-6463 and we’ll explain it.
What we collect
- Contact details
- Name, email address, phone number, and mailing address for the person booking and for the storyteller.
- Storyteller details
- From the intake: preferred name, date of birth, the language they want to be interviewed in, family background, and any subjects a family asks us to handle carefully or avoid.
- Recordings and transcripts
- The audio of each session and the text transcribed from it.
- Photographs
- Family photographs and captions supplied for a printed memoir.
- Payment information
- Processed by Stripe. We do not store card numbers. We see the last four digits and whether a payment succeeded.
- Website usage
- Basic server logs. This site has no analytics, no tracking pixels, and no advertising cookies.
The intake information is the most sensitive thing we hold, because it often includes things a family has never written down before. We treat it that way.
How we use it
- To deliver the service you booked.
- To prepare the interviewer for each session, so they arrive knowing who they are talking to and what to steer around.
- To produce transcripts, archives, and printed materials.
- To communicate with you about bookings, sessions, and deliverables.
That is the complete list. We do not build profiles, and we do not use what you tell us for anything other than making the thing you paid for.
What we never do
We do not sell personal information. Not to data brokers, not to advertisers, not to anyone.
We do not sell or share recordings.
We do not use recordings to train AI models. Not ours, and not anyone else’s. Recordings are transcribed and delivered to the family, and that is the end of it.
We do not use recordings in marketing without separate written permission from the storyteller, given specifically for that purpose.
We state the third point explicitly because people ask, and because it is a reasonable thing to worry about right now. The answer is no.
Where transcription happens
Transcription happens on our own servers. We use open-source speech recognition software running on infrastructure we control. Recordings are never sent to a third-party transcription service or AI company. Nobody outside Vividly processes the audio.
Where photo processing happens
This part is about photographs. They are a different service from Vividly Voice recordings and are handled differently — the statement above about transcription applies to session audio only.
Scanning and basic restoration happen on our own equipment, in our Pensacola studio. Photographs do not leave our systems for either.
Organization and face grouping are performed on our own machines using local desktop software. Face detection runs on the device. Photographs are not uploaded to any cloud service in order to organize them.
For standard scanning, restoration, and organization, photographs never leave our infrastructure.
Animated memory clips are an optional add-on, and the one case where photographs go to an outside company. When a customer orders the add-on, the specific photographs they select are sent to a third-party AI image-to-video service — currently Replicate — which generates the clip. Only the photographs chosen for the add-on are sent, and only once it has been ordered. Nothing else in a collection goes anywhere.
SMS and text messaging
We send text messages only to people who have asked us to. Our full opt-in documentation is on the SMS consent page.
- We send text messages only to people who have opted in.
- The storyteller opts in for themselves. A family member buying a gift cannot opt someone else in. We contact the storyteller directly and get their consent before any message is sent.
- Message types: weekly story prompts, session reminders, and appointment confirmations.
- Typical frequency: about one message per week.
- Message and data rates may apply.
- Reply STOP to any message to unsubscribe at any time. Reply HELP for assistance.
- Consent is not a condition of purchase.
We do not share, sell, or transfer mobile opt-in information or consent records to third parties for marketing purposes.
Messages are sent from our toll-free number, (888) 570-3981, through Twilio, which carries the message on our behalf.
Recordings and archives
- The storyteller owns their recordings — not the person who paid, unless they are the same person.
- The archive is created at a third-party preservation service and transferred into the storyteller’s name.
- Access is controlled by the storyteller. They choose who may listen, who may manage access, and who the archive passes to.
- Recordings and transcripts can be downloaded in standard file formats at any time. You do not need an active subscription to keep what has already been recorded.
As we say in our terms: removing someone’s access stops future access. It does not reach files already downloaded onto someone else’s device.
How long we keep things
- Working copies of recordings and transcripts
- Kept while the service is active, and for 2 years after it completes, so that we can reissue deliverables and answer questions.
- Intake information
- Kept for 2 years after the project completes.
- Booking and payment records
- Kept as long as required for tax and accounting purposes.
- SMS consent records
- Kept for as long as the number is subscribed, and for 4 years after an opt-out, so that we can show consent was given and honoured.
- Archive copies
- These belong to the storyteller and are held at the preservation service under their name. They are not ours to delete.
Children
This website is not directed at children, and we do not knowingly collect personal information from children through it.
Where a minor is the storyteller, a parent or legal guardian provides all consent, is present for every session, and controls the recordings on the minor’s behalf.
Your rights
You can ask us to:
- Send you a copy of the personal information we hold about you.
- Correct anything that is wrong.
- Delete personal information we hold, where we are not required to keep it.
To ask, email j@vividly.family or call (850) 905-6463. We respond within 30 days.
Two honest caveats. Deleting a storyteller’s archive is their decision, not the purchaser’s. And we cannot delete a file that somebody has already downloaded to their own device.
Security
We take reasonable measures to protect what we hold: access is limited to the people who need it, recordings and transcripts are stored on access-controlled systems, and payment card data never touches our systems at all.
We are going to be straight with you about the limits of that sentence. We are a small company. We do not hold a SOC 2 report or an ISO certification, and we are not going to imply that we do. No system is completely secure, and anyone who tells you otherwise is selling something.
If we ever become aware of a breach affecting your information, we will tell you.
Changes to this policy
If we change this policy, we post the updated version on this page with a new “last updated” date at the top.
Contact
Resonating Ventures LLC, doing business as Vividly
851 E Ten Mile Rd, Pensacola, FL 32514
Email: j@vividly.family
Phone: (850) 905-6463
Toll-free (calls and messages): (888) 570-3981