| Document Version | 1.3 |
|---|---|
| Effective Date | 16 July 2026 |
| Replaces | Version 1.2 (30 April 2026) |
| Jurisdiction | United Kingdom (UK GDPR) & European Union (EU GDPR) |
| Registered Company | DOTWAV LTD - Company No. 16661378 |
| Registered Office | 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom |
| Maintained by | DOTWAV Ltd - privacy@dotwav.uk |
| ICO Registration | ICO:ZC200400 |
| Applies to | All SuiteView subscription tiers |
This document is provided to clients, enterprise partners, and compliance officers who require formal evidence of how DOTWAV SuiteView collects, processes, stores, transmits, and protects data. It is intended to support vendor security assessments, NDAs, and due-diligence reviews.
DOTWAV SuiteView is a professional-grade, peer-to-peer broadcast platform engineered for the post-production industry. It enables editors, colourists, and VFX artists to stream live timelines to authorised remote viewers, directors, producers, and clients. With frame-accurate precision and forensic accountability.
Privacy and security are architectural first principles, not afterthoughts. SuiteView is designed so that the most sensitive asset in the chain; the video and audio stream itself, never touches DOTWAV servers. All media travels directly between the broadcaster and each authorised viewer over an encrypted, ephemeral WebRTC channel.
| Key security principle: Your content is never stored, logged, or accessible by DOTWAV. The platform acts as a secure rendezvous, not a media host. |
This policy applies to all data processed in connection with the SuiteView platform, including:
Account holders and billing contacts (“Broadcasters”)
Invited session participants (“Viewers”)
Enterprise clients and their nominated personnel
Any third party acting on behalf of an account holder
| Term | Definition |
|---|---|
| Personal Data | Any information relating to an identified or identifiable natural person, as defined under UK GDPR / EU GDPR Article 4. |
| Session | A single live broadcast event, identified by a unique cryptographic Session ID, protected by a session-specific password. |
| Stream Data | The audio/visual content transmitted during a session. Stream data is peer-to-peer and is never stored by DOTWAV. |
| Session Metadata | Non-content data associated with a session: session ID, duration, participant count, usage statistics. |
| Forensic Watermark | A per-viewer canvas overlay embedded in the viewer’s display, not in the source stream; containing the viewer’s name, session ID, and date. |
| Broadcaster | A registered account holder who creates and hosts a Session. |
| Viewer | An individual invited to participate in a Session as an audience member, with or without a registered DOTWAV account. |
SuiteView uses WebRTC (Web Real-Time Communication) to establish direct, encrypted channels between the broadcaster and each connected viewer. The DOTWAV signalling server facilitates the initial connection handshake, exchanging session descriptions (SDP) and ICE candidates; but does not sit in the media path. Once a WebRTC session is established, all audio and video data flows directly between peers. The DOTWAV infrastructure does not have the technical capability to intercept, record, or inspect stream content.
| Stream transit path: Broadcaster device → DTLS-SRTP encrypted channel → Viewer device. DOTWAV servers are NOT in this path. |
All WebRTC media streams are protected by DTLS-SRTP (Datagram Transport Layer Security - Secure Real-time Transport Protocol), a mandatory encryption standard enforced by modern browsers and the WebRTC specification. This provides:
End-to-end encryption of all audio and video data in transit
Cryptographic authentication of both endpoints
Protection against replay attacks and stream tampering
No shared secrets. Each session negotiates unique keying material
In network environments where a direct peer connection cannot be established; due to symmetric NAT, restrictive firewalls, or enterprise network policies - SuiteView routes media through a TURN (Traversal Using Relays around NAT) server operated by DOTWAV, using the coturn open-source relay. When TURN relay is active, media packets pass through the DOTWAV TURN server. However, all traffic remains DTLS-SRTP encrypted. The TURN server acts as a transport relay only; it does not decrypt, process, log, or store media content. TURN relay is used only as a connectivity fallback.
Every session is assigned a cryptographically generated session ID. Sessions are additionally protected by a session-specific password chosen by the broadcaster. Both values are required to join a session. Passwords are never stored by DOTWAV and exist only in the broadcaster’s session state for the duration of the live stream.
Collected at registration and retained for the lifetime of the account:
| Data Category | Details / Retention |
|---|---|
| Name & Email Address | Required for account creation, authentication, and service communications. Retained until account deletion. |
| Company Name | Optional. Used for account identification and enterprise billing. |
| Password Hash | Passwords are hashed using bcrypt with 12 salt rounds. Plaintext passwords are never stored. |
| Stripe Customer ID | Reference token linking the account to the Stripe billing system. No card data is held by DOTWAV. |
| Subscription Status & Plan | Current plan tier, trial status, billing period. Required for service delivery. |
Legal basis: Contract performance (UK GDPR / EU GDPR Article 6(1)(b)) - necessary to provide the SuiteView service.
Operational statistics recorded per session and per billing period:
| Data Category | Details |
|---|---|
| Total Sessions | Lifetime and monthly count of sessions created. |
| Session Duration | Total minutes per session, aggregated to monthly totals for fair-usage monitoring. |
| Viewer Count | Number of participants per session, aggregated monthly. |
| Last Session Date | Unix timestamp of most recent session, used for account activity monitoring. |
Legal basis: Legitimate interests (UK GDPR / EU GDPR Article 6(1)(f)) - enforcing fair-use limits, preventing abuse, and maintaining service integrity.
Broadcasters and viewers may create timestamped session notes during a live session. Notes are stored in the browser’s local storage on the user’s own device. Upon session end, notes may be emailed to session participants as PDF, CSV, Pro Tools PTX session marker, and MIDI marker file attachments via the Resend email delivery service. DOTWAV does not retain the content of session notes on its servers beyond the immediate delivery operation. However, upon session completion, DOTWAV records a summary record in its session log comprising: session ID, session name, note count, viewer count, session duration, and the account email of the broadcaster. This metadata does not include the text or substance of any individual note and is retained for up to 12 months for billing verification, fair-use monitoring, and platform analytics, as described in the Data Retention table in Section 9.
SuiteView uses the following browser-side storage mechanisms:
| Storage Item | Purpose & Retention |
|---|---|
| JWT Access Token | Stored in browser memory (not localStorage or a persistent cookie) for the duration of the session. Expires after 15 minutes. |
| Refresh Token | Stored as an HttpOnly, Secure, SameSite=Strict cookie. 7-day expiry. Used only to obtain new access tokens. |
| Session Notes (localStorage) | Timecode-linked notes created during a Session. Stored locally on the user’s device. DOTWAV has no server-side access to this data. Cleared when the user clears browser data. |
| Session State (sessionStorage) | Temporary UI state (e.g. session password, connection status) held only for the duration of the browser tab. Cleared on tab close. |
SuiteView does not use third-party tracking cookies, advertising cookies, or analytics cookies. No cookie consent banner is required for the platform’s own functional cookies, which are strictly necessary for service delivery. If this changes, this policy will be updated and users notified.
The following data is explicitly not collected, processed, or stored by DOTWAV SuiteView:
Video or audio stream content
Screen capture data or frame buffers from the broadcaster’s source
Payment card numbers, CVVs, or bank details (handled exclusively by Stripe)
Browser history or off-platform activity
Biometric data
Special category personal data as defined under UK GDPR / EU GDPR Article 9
Third-party tracking or advertising data
To support connection troubleshooting, abuse investigation, and network quality monitoring, SuiteView records a per-participant diagnostics record at the point a WebRTC connection is established during a Session. This record includes: the ICE candidate type used to establish the connection (e.g. host, server-reflexive, or relay), and the STUN-reflexive (public-facing) IP address observed for that connection. This information is visible to DOTWAV administrators via colour-coded indicators in the admin portal and is stored in a dedicated diagnostics table separate from session content.
Legal basis: Legitimate interests (UK GDPR / EU GDPR Article 6(1)(f)) - maintaining service reliability, diagnosing connectivity issues, and investigating suspected abuse or unauthorised access. See Section 9 for retention details.
DOTWAV’s admin portal includes an AI-assisted issue triage tool used internally by DOTWAV staff to help categorise and respond to support issues raised in connection with the Platform. Where this tool is used, relevant support/issue text may be processed via the Anthropic API (operated by Anthropic PBC, USA). DOTWAV applies PII isolation measures to reduce the amount of personal data included in text sent for processing, and caches triage results locally to avoid repeat processing of the same issue. This processing relates to DOTWAV’s own operational support activity and is not used to process Session Stream Data. Which, consistent with Section 3 - is never accessible to DOTWAV in the first place.
Legal basis: Legitimate interests (Article 6(1)(f)) - efficient and accurate handling of support and platform-integrity issues.
SuiteView applies a forensic watermark to each viewer’s display. This is a canvas overlay rendered in the viewer’s browser, visible on screen but not encoded into the source stream. The watermark displays the viewer’s registered name, the session name and unique session ID, and the current date.
The watermark serves as a deterrent against unauthorised screen capture and provides a chain-of-custody audit trail should a content leak occur. Because the watermark is rendered client-side per viewer, each viewer’s recording would carry their own unique identifying overlay. Watermark data is communicated from the broadcaster’s session manager to the viewer’s client via the encrypted WebSocket signalling channel and is not stored beyond the active session.
Legal basis: Legitimate interests (Article 6(1)(f)) - protection of broadcasters’ commercially sensitive content and enforcement of usage rights.
DOTWAV Ltd acts as the data controller in respect of personal data collected directly from account holders (Broadcasters): name, email address, password hash, billing reference, and subscription data. DOTWAV determines the purposes and means of processing this data and is responsible for compliance with UK GDPR and EU GDPR in respect of it.
Where a Broadcaster collects or processes personal data relating to Viewers admitted to their Sessions (Including names displayed in the forensic watermark, and any personal data included in Session Notes or export files) the Broadcaster acts as the data controller for that data, and DOTWAV acts as a data processor on the Broadcaster’s behalf.
Broadcasters are responsible for:
ensuring they have a lawful basis under UK GDPR / EU GDPR to collect and process Viewer personal data;
providing Viewers with appropriate privacy notices before or at the point of admitting them to a Session; and
complying with all applicable data protection obligations in respect of Viewer data.
Enterprise and Facility tier clients who require a formal Data Processing Agreement (DPA) governing DOTWAV’s processing of Viewer data on their behalf should contact privacy@dotwav.uk. A standard DPA is available on request.
DOTWAV engages the following sub-processors in connection with the platform. Each is governed by a Data Processing Agreement or equivalent contractual safeguard:
| Sub-Processor & Location | Purpose & Transfer Mechanism |
|---|---|
| Stripe, Inc. (USA) | Payment processing. Data shared: name, email, subscription data. No card details leave Stripe’s systems. Transfer mechanism: EU-US Data Privacy Framework / Standard Contractual Clauses. |
| Resend (USA) | Transactional email delivery. Data shared: name, email address, email message content (including session export attachments). Transfer mechanism: Standard Contractual Clauses. |
| coturn (self-hosted, UK) | TURN relay for WebRTC connectivity in restricted network environments. Data shared: encrypted media packets only. No content decryption occurs. No data leaves the UK via this processor. |
| Anthropic PBC (USA) | AI-assisted issue triage for DOTWAV’s internal admin support tooling, as described in Section 4.7. Data shared: support/issue text, with PII isolation measures applied before transmission. Transfer mechanism: Standard Contractual Clauses and/or EU-US Data Privacy Framework, as applicable. |
No personal data is shared with advertising networks, analytics brokers, or any party not listed above. Enterprise clients may request a full up-to-date sub-processor list at any time.
SuiteView uses a dual-token authentication model. Upon login, the server issues a short-lived JWT access token (15-minute expiry) and a rotating refresh token (7-day expiry). The access token authenticates API calls and WebSocket session creation. The refresh token is stored in a secure HttpOnly cookie and used only to obtain new access tokens. Refresh tokens are rotated on every use, the previous token is immediately invalidated. An hourly automated process purges all expired and revoked tokens from the database.
User passwords are hashed using bcrypt with a cost factor of 12 rounds before storage. Plaintext passwords are never written to disk, logs, or memory beyond the authentication moment. The cost factor is configurable upward as hardware improves.
New accounts require email verification via a time-limited token (24-hour expiry) before access is granted. Password reset requests use a no-enumeration response pattern, the system returns an identical response whether or not the email address exists, preventing account discovery by third parties.
All authentication endpoints are protected by rate limiting. Repeated failed login attempts or abusive request patterns trigger automatic throttling to protect against credential stuffing and brute-force attacks.
Broadcasters must supply a valid JWT access token to create a session via the WebSocket signalling server. Viewers must supply the correct session password to join. Neither viewers nor unauthenticated clients can create or modify sessions.
SuiteView supports optional Time-based One-Time Password (TOTP) multi-factor authentication on all account types. Where a user enables MFA, a TOTP secret is stored and used solely to verify authentication codes presented at login. Designated demo accounts are exempted from MFA enforcement to support product evaluation.
Account and usage data is stored in a SQLite database operating in WAL (Write-Ahead Logging) mode. The database resides on DOTWAV’s managed server infrastructure in the United Kingdom. Access is restricted to the application process and authorised DOTWAV system administrators.
SuiteView’s backend services are operated on dedicated infrastructure within the United Kingdom. All server communications are conducted over TLS 1.2 or higher (HTTPS / WSS). DOTWAV does not use public cloud providers for media processing or content storage.
Transactional emails — including email verification, password reset, session notes export (PDF, CSV, PTX, MIDI), usage warnings, and billing notifications, are delivered via Resend (resend.com), a GDPR-compliant email delivery service. DOTWAV has a Data Processing Agreement in place with Resend. Message content is transmitted to Resend for delivery and is subject to Resend’s own data processing terms.
All billing and payment processing is handled by Stripe, Inc. DOTWAV does not receive, process, or store payment card data. SuiteView integrates with Stripe’s Customer Portal to allow subscribers to manage their own billing details directly on Stripe’s PCI-DSS compliant infrastructure.
| Data Type | Retention Period |
|---|---|
| Account data (name, email, company) | Retained until account deletion is requested, or 7 years from last subscription activity for tax and legal compliance. |
| Password hashes | Retained for duration of account. Deleted on account deletion. |
| Session metadata (duration, viewer count) | Retained for 12 months, then anonymised or deleted. |
| Refresh tokens | 7 days from issuance. Expired and revoked tokens purged hourly. |
| Email verification tokens | 24 hours from issuance. |
| Stream media content | Not stored. Session media exists only in memory on participant devices for the duration of the session. |
| Session notes (local storage) | Stored on the user’s own device. DOTWAV has no access. Cleared when the user clears browser data. |
| Session notes (emailed exports) | Delivered and not retained by DOTWAV beyond the immediate send operation. |
| Trial history (abuse prevention) | Email addresses that have used a free trial are retained in a dedicated table to prevent trial abuse. No other personal data is retained in this table. Legal basis: Legitimate interests (Article 6(1)(f)) - preventing fraudulent exploitation of trial entitlements. |
| Connection diagnostics (ICE candidate type, public IP address) | Retained for 12 months, then anonymised or deleted, in line with Session Metadata retention. |
| Support/issue triage text (AI-assisted processing) | Cached triage results are retained locally only as long as needed to avoid re-processing the same issue, and are not retained by the Anthropic API beyond the processing request. |
To request account deletion or data erasure, contact privacy@dotwav.uk. DOTWAV will action verified deletion requests within 30 days, subject to any statutory retention obligations.
As a data subject, you have the following rights, exercisable by contacting privacy@dotwav.uk:
| Right | Description |
|---|---|
| Right of Access | Request a copy of all personal data DOTWAV holds about you (Subject Access Request). |
| Right to Rectification | Request correction of inaccurate or incomplete data. |
| Right to Erasure | Request deletion of your personal data, subject to legal retention obligations. |
| Right to Restriction | Request that processing of your data is temporarily restricted. |
| Right to Portability | Receive your data in a structured, machine-readable format. |
| Right to Object | Object to processing based on legitimate interests. |
| Withdrawal of Consent | Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing. |
If you believe your rights have not been respected, you have the right to lodge a complaint with:
UK Information Commissioner’s Office (ICO) - ico.org.uk (for UK residents)
Your local EU supervisory authority - edpb.europa.eu/about-edpb/board/members_en (for EU residents)
DOTWAV’s primary infrastructure is located in the United Kingdom. Where personal data is transferred to processors outside the UK or the European Economic Area (EEA) - specifically to Stripe and Resend, both US-based. DOTWAV ensures that appropriate safeguards are in place:
Transfers to the United States are covered by Standard Contractual Clauses (SCCs) as approved by the UK ICO (International Data Transfer Agreements) and/or the European Commission, as applicable.
Where the EU-US Data Privacy Framework applies to a given processor, DOTWAV relies on that adequacy mechanism in addition to SCCs.
DOTWAV does not transfer personal data to countries without an adequacy decision or equivalent safeguards without explicit consent or a documented legitimate interest assessment.
Copies of applicable transfer documentation are available to enterprise clients on request at privacy@dotwav.uk.
DOTWAV maintains an internal incident response process aligned with UK GDPR and EU GDPR requirements. In the event of a personal data breach that is likely to result in risk to individuals:
DOTWAV will notify the ICO within 72 hours of becoming aware of the breach, where required under UK GDPR Article 33
EU residents: notification will be made to the relevant lead supervisory authority within 72 hours under EU GDPR Article 33
Affected data subjects will be notified without undue delay where the breach is likely to result in high risk to their rights and freedoms
Enterprise clients will be notified in accordance with any applicable DPA or contract terms
To report a suspected security vulnerability, contact privacy@dotwav.uk.
| Framework / Area | Status |
|---|---|
| UK GDPR / EU GDPR | Compliant. Data processing aligned with both UK GDPR and EU GDPR principles, rights, and obligations. |
| PCI-DSS | Delegated to Stripe. DOTWAV holds no card data and is outside PCI scope. |
| WebRTC Security | DTLS-SRTP mandatory encryption enforced on all media channels. |
| Password Security | bcrypt (cost factor 12). No plaintext storage. |
| Token Security | JWT with 15-minute access tokens, rotating 7-day refresh tokens (HttpOnly cookie), hourly revocation cleanup. |
| Transport Security | TLS 1.2+ enforced on all HTTP and WebSocket connections. |
| Data Minimisation | Only data necessary for service delivery is collected. |
| Media Privacy | Stream content is never stored or accessible by DOTWAV. |
| Cookie Compliance | Functional cookies only. No third-party tracking or advertising cookies. |
| International Transfers | SCCs and/or adequacy mechanisms in place for all non-UK/EEA transfers. |
| Multi-Factor Authentication | Optional TOTP-based MFA available on all account types (demo accounts excepted). |
| ICO Registration | ZC200400 |
| Contact | Details |
|---|---|
| Data Controller | DOTWAV LTD (Company No. 16661378) |
| Registered Office | 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom |
| Registered Domain | dotwav.uk |
| ICO Registration Number | ZC200400 |
| Privacy Enquiries | privacy@dotwav.uk |
| Security Disclosures | security@dotwav.uk |
| Enterprise DPA Requests | privacy@dotwav.uk |
| Billing & Subscription | Via Stripe Customer Portal or support@dotwav.uk |
Policy Update Notice
DOTWAV reserves the right to update this policy in line with regulatory changes or product development. Material changes will be communicated to active account holders by email with at least 30 days’ notice before the change takes effect. The current version is always available at dotwav.uk/privacy.
DOTWAV SuiteView Privacy & Data Security Policy — v1.3 — 16 July 2026 — dotwav.uk