This policy explains what information Amitrace Computer Systems, Inc. (“Amitrace”, “VidPOD”, “we”, “us”) collects, how we use it, and the choices you have. It covers:
the VidPOD studio cart
vidpodstudio.com, our product website, including its quote, demo booking and vendor setup forms
vidpod.io, our story-ideas and curriculum site for teachers
Part 1 is written for school and district technology, privacy and purchasing teams reviewing VidPOD. Part 2 covers our websites and the business information we collect from school staff.
At a glance
Student recordings stay with your school. VidPOD records to storage on the cart or to storage your school controls. Nothing is sent to us or to any cloud service we run.
The cart doesn’t collect or send data. There are no VidPOD accounts, telemetry, usage tracking or remote access.
We never receive student data. We don’t collect, store or process student personal information or education records.
vidpod.io is for teachers only. Teachers sign up themselves to browse story ideas and curriculum. Students don’t have accounts, and nothing is uploaded.
We only hold information about adults: the staff who request quotes, book demos or handle purchasing, and teachers who use vidpod.io.
We never sell data or use it for advertising.
You can ask us to see, correct or delete your information at any time.
Part 1: The VidPOD cart and student data
1. The VidPOD cart
The VidPOD cart is self-contained recording and production equipment.
Local recording. Video and audio are recorded to the cart’s own storage or to drives your school provides. Your school decides where recordings go, who can see them and how long they’re kept.
No connection to us. The cart doesn’t report usage, location, errors or any other data to Amitrace. There’s no VidPOD account to create and no cloud service in the recording workflow.
No remote access. We never connect to a cart remotely. Support is by phone, by email or in person, with your staff present.
Your school’s own apps. If your school installs other software on the cart or publishes recordings to other platforms (for example YouTube or your learning management system), those services are covered by their own terms and your agreements with them.
Equipment returns. Please remove recordings before sending any drive or equipment back to us for service. If a returned device still holds recordings, we won’t view, copy or share them.
2. vidpod.io (story ideas and curriculum)
vidpod.io is a resource site for teachers.
Who can use it: teachers and school staff, who create their own accounts. It isn’t designed or intended for students, and students shouldn’t sign up.
What we store: the teacher’s name, school, email address and password. The password is stored only in hashed form, so no one at Amitrace can see it.
What we don’t store: student names, rosters, classes, grades, work or recordings. Teachers can browse content but can’t upload anything.
Where it runs: Railway hosts the site, and Supabase provides its database and sign-in.
Closing an account: a teacher, or the district on the teacher’s behalf, can ask us to delete an account at any time. Deletion is permanent.
3. FERPA
Using VidPOD doesn’t involve sharing education records with Amitrace. Recordings and any other student information stay under your school’s control, so we don’t need to be designated a “school official” under FERPA.
Whether a recording becomes part of a student’s education record, and whether it may be shared, depends on your district’s own policy. We recommend you follow your usual media-release and photo/video consent process for any recording that will be shared beyond the classroom.
4. COPPA, children and students
We don’t knowingly collect personal information from children under 13, whether through the cart, vidpod.io or our websites. Students don’t need an account with us to use VidPOD. Our websites are for school staff and other adults. If we learn that a child or student has given us personal information, we delete it.
5. State student privacy laws
Many states regulate companies that collect student data. VidPOD’s design keeps student data out of our hands. We don’t collect it, profile students, sell data, or use data for targeted advertising.
Part 2: Our websites and business information
6. Information you give us
Instant quote. Your name, email and phone number. Your school system’s name and billing address. The delivery location and address, the delivery contact’s name, phone and email, the purchasing contract you’re using, the quantity, how you heard about us and any notes you add.
Demo booking. Your name, email, school or district, the time you pick and anything you tell us about your needs. Bookings are made through Cal.com.
Vendor setup. Your name and email, your school system and quote number, and your purchasing contact’s name and email. Also how your district sets up vendors, plus any forms you upload or the vendor portal link you share, a needed-by date and notes.
Teacher accounts on vidpod.io. Your name, school, email address and password (see section 2).
Emails and calls. Whatever you send us when you contact us directly.
7. Information collected automatically
Website analytics. Our website host, Framer, counts page views and visits for us without using cookies.
ActiveCampaign site tracking. On vidpodstudio.com, ActiveCampaign sets cookies that record which pages a browser visits. While you browse anonymously, those visits aren’t linked to you. Once you submit a form with your email address, ActiveCampaign links that browser’s visits to your contact record. That lets us see, for example, that you read the pricing page before asking for a quote.
Bot protection. Our forms use Cloudflare Turnstile to block spam and automated abuse. Turnstile looks at signals from your browser and device to tell people from bots.
IP addresses. Our quote system uses your IP address to limit repeated submissions. Each address is scrambled with a secret key before it’s stored, and we never keep the raw address.
Campaign links. If you arrive through a link that carries tracking tags, such as utm_source or lead_source, we record those tags and the page you were on when you submitted a form. This tells us which events, emails or ads are working.
Saved form answers. The quote form saves your first-step answers in your own browser (localStorage), so you don’t have to retype them if you come back. This stays on your device; clear your browser’s site data to remove it.
Embedded videos. Some pages show YouTube videos. When you play one, Google may set its own cookies under its own privacy policy.
8. How we use information
To prepare and email your quote, including its PDF and supporting purchasing documents
To schedule and run demos and follow-up calls
To complete vendor registration with your district
To process orders, deliveries, invoices, warranty and support
To give teachers access to vidpod.io
To send you emails about VidPOD. Every marketing email has an unsubscribe link.
To understand which pages, events and campaigns bring schools to us, and to improve the website
To keep our forms and systems secure and prevent abuse
To meet legal, tax and accounting obligations
9. Who we share information with
We share information only with the service providers that run parts of our business for us, and only what each one needs. They may use it only to provide their service to us. None of them receives student data, because we don’t have any.
ActiveCampaign: Contact records, follow-up email, website visit tracking. Data it processes: staff names, emails, phone numbers, quote activity, pages visited.
Odoo: Sales, orders and invoicing. Data it processes: staff contacts, school billing and delivery details, orders.
Microsoft 365: Company email and Teams meetings. Data it processes: emails and meetings with staff.
Cal.com: Demo scheduling. Data it processes: name, email, school and booking notes.
Resend: Sending quote emails. Data it processes: recipient email and quote contents.
Railway: Hosting our quote system and vidpod.io. Data it processes: data passing through those apps.
Supabase: Database and sign-in. Data it processes: quote requests, vendor setup files, teacher accounts.
Cloudflare Turnstile: Bot protection on forms. Data it processes: browser and device signals.
Framer: Hosting vidpodstudio.com. Data it processes: cookie-free page analytics.
Dropbox: Hosting the purchasing documents we link to. Data it processes: none; it serves the files only.
YouTube (Google): Videos embedded on our pages. Data it processes: its own cookies when you play a video.
We may also share information:
when the law requires it, such as a valid subpoena or court order
to protect the rights, safety or property of our customers, our company or others
with a buyer or successor if Amitrace or VidPOD is sold or merged. Any successor would have to honor this policy.
We do not sell personal information, and we do not share it for targeted advertising.
Applies to everything
10. How long we keep information
Sales records (quotes, orders, invoices and the business contact details tied to them) are kept as long as we need them to serve your school and to meet tax and accounting rules.
Marketing contacts stay in ActiveCampaign until you unsubscribe or ask us to delete them.
vidpod.io accounts stay active until the teacher or district asks us to close them.
Vendor setup files are kept while we’re your school’s vendor.
Deleted means deleted. We don’t keep archived or “soft-deleted” copies. Automatic backups expire on a rolling schedule: within 7 days for our quote system and vidpod.io, and within about 3 months for our sales system (Odoo). Uploaded files aren’t kept in backups at all.
11. Your choices and rights
Unsubscribe from marketing emails using the link in any email. You’ll still get emails about an active quote or order.
Block or clear cookies in your browser settings. The site still works without them.
See, correct or delete your information: email us at the address below. We’ll confirm who you are, then respond within 30 days.
Close a vidpod.io account: email us from the address on the account, or from a district address on the teacher’s behalf.
We give these choices to everyone, whatever state you live in.
12. Security
All of our websites and our quote system use encrypted connections (HTTPS).
Only staff who need customer information for their job can access it.
Staff sign in to our business systems with multi-factor authentication.
Passwords are stored only in hashed form, and IP addresses only in scrambled form.
Forms are protected by bot checks and rate limits.
No system is perfectly secure. If we learn of unauthorized access to information we hold about your school or staff, we’ll notify the affected people and school or district without unreasonable delay. We’ll explain what happened and what data was involved, and work with you on any notices your own policies or state law require.
13. Changes to this policy
When we change this policy, we’ll update the “Last updated” date at the top. If a change materially affects how we use information you’ve already given us, we’ll tell you by email or with a notice on this page before it takes effect.
14. Contact us
We’re happy to answer questions and your district’s security and privacy questionnaires.
Amitrace Computer Systems, Inc.
8000 Miller Court East, Norcross, GA 30071
Email: quotes@vidpodstudio.com · Phone: (770) 263-9190