Privacy Policy

YouTube API Services - Data Access, Collection, Storage, and Use

engage suite. uses YouTube API Services (specifically the YouTube Data API v3) to access, collect, store, and process YouTube API Data relating to your YouTube channel. Your use of our service is also subject to the Google Privacy Policy (http://www.google.com/policies/privacy).

What YouTube API Data We Access and Collect

Through YouTube API Services, we access and collect the following categories of API Data:

Channel Information (via YouTube Data API v3 Channels endpoint):

• Channel identification: Channel ID, channel title, channel description, channel thumbnail URL, custom URL (if available), country code, channel published date
• Channel statistics: Subscriber count, total video count, total view count
• Channel content details: Uploads playlist ID (used to discover your videos)
• OAuth credentials: Access tokens and refresh tokens (stored encrypted) used to authenticate API requests on your behalf

Video Information (via YouTube Data API v3 Videos and Search endpoints):

• Video identification: Video ID, video title, video description, video thumbnail URL, video published date, video duration
• Video statistics: View count, like count, comment count
• Video status: Privacy status and other metadata

Comment Information (via YouTube Data API v3 CommentThreads endpoint):

• Comment identification: Comment ID, comment text content, comment published timestamp
• Comment author information: Comment author display name
• Comment engagement metrics: Like count, reply count
• Comment replies: Reply ID, reply text content, reply author display name, reply published timestamp
• Comment thread metadata: Whether the channel owner has replied to the comment

How We Collect YouTube API Data

• Initial connection: When you connect your YouTube channel via OAuth 2.0, we collect channel information and store OAuth credentials
• Automatic synchronization: We periodically access YouTube API Services to fetch updated channel statistics, new videos, and new comments through automated background processes
• Manual synchronization: You can trigger manual syncs through our interface to fetch the latest data
• Real-time operations: When you use features like posting replies to comments, we access YouTube API Services in real-time

How We Store YouTube API Data

• Database storage: All YouTube API Data is stored in our secure database in the following tables:
  • Channel data (channel ID, title, description, statistics, etc.) stored in the youtube_channels table
  • Video data (video ID, title, description, statistics, etc.) stored in the videos table
  • Comment data (comment ID, text, author, timestamps, etc.) stored in the comments table
  • Reply data (reply ID, text, author, timestamps) stored in the replies table
• OAuth token storage: Access tokens and refresh tokens are stored encrypted at rest in the database and are used to maintain authenticated access to YouTube API Services. We store authorization tokens for as long as is necessary to provide the service to you as an active user, and these tokens are used only for purposes consistent with the specific consent you granted when connecting your YouTube channel (i.e., accessing your channel data, videos, and comments to provide the service features you requested). Tokens are automatically deleted when you delete your account or revoke access through Google Account settings.
• Token refresh: Access tokens are automatically refreshed using stored refresh tokens when they expire, ensuring continuous access to your YouTube data. This token refresh process is performed only to maintain service functionality and is consistent with your original consent to use the service.
• Data retention: YouTube API Data is retained for as long as you are an active user and need the service. When you delete your account or request data deletion, all stored data is permanently deleted and OAuth tokens are revoked within 7 calendar days of your request.

How We Use YouTube API Data

• Service functionality: To provide core features including displaying your videos, managing comments, generating insights, and enabling automated reply functionality
• Analytics and insights: To analyze comment sentiment, categorize comments, identify questions, and provide dashboards showing engagement metrics
• AI-powered features: Comment text and metadata are processed by AI services (OpenAI) to generate sentiment analysis, categorization, topic extraction, and automated reply suggestions
• Comment management: To enable you to view, filter, prioritize, and reply to comments on your videos
• Video insights: To provide analytics about your videos including view counts, engagement metrics, and comment trends
• Automated actions: To post replies to comments on your behalf when you use the automated reply feature (requires your explicit action)

How We Process and Share YouTube API Data

YouTube API Data is processed and shared as follows:

Internal Processing and Use (Within Our Organization):

• Application servers: Our application servers process YouTube API Data to provide core service functionality, including displaying your videos, comments, and analytics dashboards, handling user requests, and managing API interactions with YouTube API Services
• Background job workers: Automated background processes (scheduled commands and workers) access and process YouTube API Data to synchronize channel information, fetch new videos and comments, update video statistics, refresh channel metadata, and perform scheduled synchronization tasks
• Message queue processing: YouTube API Data (specifically comments) is processed asynchronously through our internal message queue system to analyze comments, generate AI insights, and perform batch processing operations without blocking user requests
• Data parsing and transformation: Our internal data parsing services process raw YouTube API responses to extract, validate, and transform data into structured formats for storage and display, including parsing comment threads, video metadata, and channel information
• Internal analytics: Our internal systems process aggregated YouTube API Data to generate insights, metrics, and reports displayed in your dashboard, including engagement trends, comment volume statistics, and video performance analytics
• Database operations: Our database systems store, index, and retrieve YouTube API Data to enable fast access and querying of your information, including full-text search capabilities for comments and efficient retrieval of videos and channel data
• Rate limiting and quota management: Our internal rate limiting services monitor and manage YouTube API quota usage to ensure compliance with API limits and prevent service disruptions
• Authorized personnel: Our technical and support staff may access YouTube API Data on a need-to-know basis for service delivery, troubleshooting, debugging, and support purposes, subject to strict confidentiality obligations and access controls

External Processing and Sharing (With Third Parties):

• OpenAI (AI Processing Services): We send specific YouTube API Data to OpenAI, L.L.C. (United States) for various AI-powered analysis services:
  • Comment analysis: Comment text content, author names, and comment metadata (like count, reply count, published timestamp) are sent to OpenAI for sentiment detection (positive/neutral/negative), comment categorization (question, praise, criticism, request, spam), topic extraction, and question identification.
  • Reply generation: Comment text, author names, video context summaries, and comment metadata are sent to OpenAI to generate automated reply suggestions that match the video's tone and style.
  • Video context generation: Video titles, descriptions, and duration information are sent to OpenAI to generate concise context summaries that help understand the video's main topic, key points, and target audience for better comment analysis.
  • Language detection: Video titles, descriptions, and comment text are sent to OpenAI to detect the primary language of the content (using ISO 639-1 language codes) for proper processing and analysis.
  OpenAI processes this data under their Terms of Use and Privacy Policy, and we have contractual safeguards in place (Standard Contractual Clauses and enterprise data protection commitments). OpenAI does not use this data to train their models or for other purposes beyond providing the requested analysis services. Data is transmitted securely over HTTPS and processed in accordance with our data processing agreement.
• Cloud infrastructure providers: YouTube API Data is stored and processed on secure cloud infrastructure provided by third-party hosting providers. These providers have access to the data only as necessary to provide hosting, storage, database management, and infrastructure services, and are bound by data processing agreements and security certifications (ISO 27001, SOC 2).
• Email and communication providers: If you receive notifications or communications related to your YouTube channel data (such as sync completion alerts or comment notifications), your email address and related metadata may be processed by our email service providers for delivery purposes.
• Legal and regulatory requirements: We may share YouTube API Data if required by law, court order, or regulatory authority, or to protect our rights, property, or safety, or that of our users.

What We Do NOT Share:

• We do not sell, rent, or monetize your YouTube API Data
• We do not share your YouTube API Data with advertisers or marketing companies
• We do not share your YouTube API Data with other users or third parties for their own purposes
• We do not use your YouTube API Data for purposes other than providing and improving our service

Your Control Over YouTube API Data

You have full control over your YouTube API Data. You can delete stored data or revoke our access to your YouTube data at any time using the procedures described below.

How to Delete Stored YouTube API Data

You can delete all stored YouTube API Data using one of the following methods:

Method 1: Delete Your Account (Deletes All Data)

1. Log in to your engage suite. account
2. Navigate to your Profile page (accessible from the account menu)
3. Scroll to the "Account Deletion" section
4. Click the "Delete My Account" button
5. Confirm the deletion in the modal dialog
6. Your account and all associated YouTube API Data (including channel information, videos, comments, replies, and analytics) will be permanently deleted within 7 calendar days
7. OAuth tokens will be automatically revoked, stopping all future API access
8. Important: Deleting your data from engage suite. does not delete any data from YouTube. Your videos, comments, and channel information will remain on YouTube. To delete content from YouTube itself, you must use YouTube's website, mobile app, or another authorized API Client that supports content deletion.
9. This action is permanent and cannot be undone

Method 2: Request Partial Data Deletion via Support

1. Send an email to hello.engagesuite@gmail.com from the email address associated with your account
2. Specify which YouTube API Data you want deleted (e.g., specific videos, comments, or all comment data)
3. We will verify your identity to ensure the request is legitimate
4. We will process your deletion request within 7 calendar days and confirm completion via email
5. Important: Deleting data from engage suite. does not delete any data from YouTube. Your videos, comments, and channel information will remain on YouTube. To delete content from YouTube itself, you must use YouTube's website, mobile app, or another authorized API Client that supports content deletion.
6. Note: Partial deletion may affect service functionality. To completely remove all data, use Method 1 (Account Deletion)

How to Revoke Our Access to Your YouTube Data

You can revoke our access to your YouTube data at any time through your Google Account settings. This will immediately stop our ability to access new data from YouTube API Services, but data already stored in our database will remain until you delete your account.

Step-by-Step Instructions to Revoke Access:

1. Go to your Google Account security settings at https://myaccount.google.com/connections?filters=3,4&hl=en
2. Sign in to your Google Account if prompted
3. Look for "Third-party apps & services" or "Apps with access to your account" section
4. Find engage suite. (or our application name) in the list of connected apps
5. Click on engage suite. to view details
6. Click the "Remove Access" or "Disconnect" button
7. Confirm that you want to remove access
8. Our access to your YouTube data will be immediately revoked, and we will no longer be able to fetch new data from YouTube API Services

What Happens After Revoking Access:

• We will immediately stop accessing new data from YouTube API Services
• Automatic synchronization will stop working
• You will not be able to use features that require YouTube API access until you reconnect
• Data already stored in our database (videos, comments, analytics) will remain until you delete your account
• You can reconnect your YouTube channel at any time by going through the OAuth connection process again

Alternative: Revoke via General Permissions Page

You can also revoke access through the general Google Account permissions page at https://myaccount.google.com/permissions. Look for engage suite. in the list and click "Remove Access".

Data we collect, why, and for how long

Category	Purpose & lawful basis	Retention	Recipients / processors
Account & identity Google profile name, email, profile photo, Google account ID.	Authenticate you via OAuth, show your display name, send onboarding/transactional mails. Basis: Art. 6(1)(b) GDPR (contract) and 6(1)(f) (legitimate interest to secure access).	Stored while the account is active plus up to 30 days in encrypted backups.	Infrastructure hosting, email service provider, authentication logs.
YouTube channel metadata Channel ID, title, thumbnails, access and refresh tokens.	Discover your videos, fetch comments, and maintain a secure connection via YouTube API Services (including YouTube Data API v3). Your use of this data is also subject to the Google Privacy Policy. Basis: Contract with you and legitimate interest in service continuity.	Until you delete your account. Tokens are revoked immediately upon account deletion.	YouTube API Services / Google APIs (as the source), secure storage in our database, background job workers.
Comment content & analytics Comments, timestamps, author metadata, AI-derived sentiment, topics, and question flags.	Provide dashboards, alerts, and AI insights. Basis: Contract (service delivery) and legitimate interest to improve relevance.	For as long as your workspace needs historic insights or until you request deletion. Aggregated metrics may remain in anonymized form.	OpenAI (text analysis), hosting providers, internal analytics tooling.
Usage, device & log data IP, browser headers, session identifiers, error logs.	Detect abuse, debug issues, and ensure availability. Basis: Legitimate interest in safeguarding the platform.	Raw logs rotate after 30 days unless required for a specific investigation.	Security monitoring tools, hosting providers.
Billing & subscription data Stripe customer ID, subscription status, plan metadata, invoice status.	Process payments, manage upgrades/downgrades, and comply with accounting obligations. Basis: Contract and legal obligations (tax law).	Up to 7 years in accordance with Dutch bookkeeping rules.	Stripe Payments Europe Ltd. (payment processor), accounting systems.
Support communications Emails, chat transcripts, attachments.	Respond to inquiries, resolve incidents, maintain audit trails. Basis: Legitimate interest and contract.	3 years after the ticket closes unless a longer retention period is legally required.	Helpdesk tooling, email provider, on-call engineers.

Subprocessors & international transfers

We only share data with vendors that provide infrastructure, analytics, AI processing, communications, and payments. Transfers outside the EU/EEA rely on Standard Contractual Clauses or equivalent safeguards.

YouTube API Services: engage suite. uses YouTube API Services (including the YouTube Data API v3) to access and manage your YouTube channel data. Your use of our service is also subject to the Google Privacy Policy (http://www.google.com/policies/privacy).

Vendor	Service	Location	Safeguards
Google LLC	OAuth, YouTube API Services (YouTube Data API v3)	EU/US	Google Data Processing Agreement & SCCs
Stripe Payments Europe Ltd.	Subscription billing	EU/US	Stripe DPA, SCCs, PCI DSS compliance
OpenAI, L.L.C.	Comment enrichment, sentiment analysis	US	Standard Contractual Clauses & enterprise data protection commitments
Cloud hosting / logging partners	Application hosting, backups, monitoring	EU data centers when available; otherwise SCC-backed transfers	ISO 27001 / SOC 2 certifications, SCCs
Email + helpdesk providers	Transactional emails, ticketing	EU/US	SCCs and confidentiality agreements

Security & safeguards

• OAuth tokens and API credentials are encrypted at rest and access is restricted to least-privilege service roles.
• All data is transmitted over TLS 1.2+ with automatic certificate rotation.
• Background jobs run within isolated containers and audit logs capture administrative actions.
• We run regular penetration tests and dependency patching. Critical incidents trigger our response plan with customer notifications within 72 hours of confirmation.

Your rights & requests

You may exercise the rights granted by GDPR and other applicable laws at any time:

• Access, rectification, or deletion of your personal data.
• Restriction or objection to processing based on legitimate interests.
• Portability of data you provided to us in a structured, machine-readable format.
• Withdrawal of consent for optional communications without affecting the lawfulness of prior processing.

Submit requests via hello.engagesuite@gmail.com. We verify identity before acting and process deletion requests within 7 calendar days. You also have the right to lodge a complaint with the Dutch Data Protection Authority or your local regulator.

Children

Our services target professional creators and are not directed at children under 16. We do not knowingly process their personal data. If you believe a child has provided us information, contact us to remove it.

Automated processing

AI-generated insights highlight sentiment, topics, and suggested actions. These outputs support your decision-making but do not trigger automated decisions that produce legal or similarly significant effects on individuals.

Updates

We may update this policy to reflect product changes or legal requirements. Material changes will be announced via email or in-app notices, and the “Effective” date will be updated. Continued use after changes constitutes acceptance.