Privacy Policy

This Privacy Policy explains how the podcast, its website, staff, and affiliated operations collect, use, store, and protect information provided by users, guests, visitors, and community members.

By accessing the website, submitting forms, communicating with staff, participating in podcast operations, or interacting with podcast-related services, you acknowledge and agree to the practices described in this Privacy Policy.

This policy is intended to support transparent, professional, and responsible handling of information across podcast operations.

Depending on how users interact with the podcast or website, we may collect information including:

Personal Information

Examples may include:

• Name
• Email address
• Social media handles
• Contact information
• Submitted biographies
• Scheduling information
• Guest application information
• Topic request information
• Media or promotional materials voluntarily submitted

Technical & Usage Information

When visiting the website or interacting with online services, certain technical information may be collected automatically, including:

• Browser type
• Device information
• IP address
• General location information
• Website usage data
• Referral pages
• Interaction analytics

This information may be collected through website analytics tools, cookies, or platform integrations.

Communication Information

We may retain records of:

• Emails
• Contact form submissions
• Guest communications
• Scheduling messages
• Internal support inquiries
• Production coordination messages

This information may be retained for operational, organizational, or security purposes.

Collected information may be used to:

• Respond to inquiries
• Review guest requests or topic submissions
• Coordinate podcast production
• Schedule guests or staff
• Operate the website
• Improve podcast operations
• Provide newsletters or updates
• Promote podcast episodes
• Maintain internal records
• Ensure platform safety and operational security
• Comply with legal obligations when necessary

Information may also be used internally for analytics, production planning, or organizational development.

Information submitted through:

• Guest request forms
• Internal topic request forms
• Sensitive topic request forms
• Contact forms
• Newsletter signups
• Media inquiries

may be reviewed by authorized podcast staff and leadership.

Submission of information does not guarantee:

• Guest approval
• Episode scheduling
• Publication
• Partnership approval
• Response or collaboration

Guests and participants acknowledge that:

• Podcast episodes may be recorded
• Audio and video may be stored indefinitely
• Clips and promotional materials may be created
• Submitted images or media may be used for promotional purposes
• Public-facing content may remain online indefinitely unless otherwise determined by leadership

This may include distribution across:

• YouTube
• Spotify
• TikTok
• Instagram
• Additional podcast and social media platforms

The website may use:

• Cookies
• Embedded media
• Analytics tools
• Third-party integrations
• Platform tracking technologies

These technologies may help:

• Improve website functionality
• Analyze audience engagement
• Monitor website performance
• Understand traffic trends
• Improve user experience

Users may disable cookies through their browser settings, though some website functionality may be affected.

The podcast may use third-party platforms or services for:

• Website hosting
• Analytics
• Email/newsletter systems
• Podcast distribution
• Video hosting
• Social media integration
• Scheduling tools
• Form submissions

These third-party services may collect or process information according to their own privacy policies.

Users are encouraged to review the policies of any third-party services they interact with.

The main website (thetalkshow.org) does not access, collect, use, store, or share any Google user data. It does not offer "Sign in with Google" and does not connect to Google APIs such as Gmail, Google Drive, or YouTube account data.

Our companion operations portal (the "OPS" portal) offers an optional Google Calendar connection. This section describes how that feature accesses, uses, stores, and shares Google user data:

• Access: Google Calendar data is accessed only after a user explicitly chooses to connect their own Google Calendar and grants permission through Google's consent screen. We request only the calendar scopes needed for scheduling.
• Use: Calendar access is used solely to view availability and to create, read, update, or delete calendar events related to show scheduling. Google user data is never used for advertising, profiling, or any unrelated purpose.
• Storage: We store only the calendar connection details and scheduling information needed to operate the feature. We do not store your Google password.
• Sharing: Google user data is never sold, rented, or transferred to third parties. It is not shared with anyone besides the connected user and authorized staff operating the scheduling feature, except where required by law.
• Protection: Calendar data is transmitted over encrypted HTTPS connections and stored with access restricted to authorized personnel.
• Revocation & deletion: You can disconnect your Google Calendar at any time from the portal or from your Google account permissions page. Disconnecting stops all further access, and you may request deletion of any stored calendar-related data through our contact system.

If we ever change how we access, use, store, or share Google user data, this policy will be updated and users will be notified prominently before the change takes effect.

The podcast does not sell personal information to third parties.

However, information may be shared:

• With authorized staff members
• With production personnel when operationally necessary
• With service providers supporting podcast operations
• When required by law
• To protect safety, security, or legal rights
• During investigations involving fraud, abuse, threats, or platform violations

Only information reasonably necessary for operational purposes should be shared internally.

Reasonable efforts are made to:

• Protect submitted information
• Limit unauthorized access
• Maintain organized operational systems
• Secure internal records and account access

Specific protection measures include:

• Encrypted connections (HTTPS/TLS) for all website traffic
• Row-level access controls on our database so records are only readable by authorized staff accounts
• Password-based authentication with hashed credentials managed by our authentication provider
• Restricted administrative access limited to designated staff roles
• Secrets and API keys stored server-side and never exposed to visitors

However, no online platform, website, or communication system can guarantee absolute security.

Users submit information at their own discretion and acknowledge the inherent risks of online communication.

Information may be retained:

• For operational purposes
• For production archives
• For organizational records
• For legal or security reasons
• For historical or media purposes

Certain production files, guest materials, recordings, and operational records may be retained indefinitely unless otherwise determined by leadership.

Data Deletion

You may request deletion of your personal information (such as contact details, form submissions, or application materials) at any time through our website contact system or official communication channels. We will delete or anonymize the requested information within a reasonable timeframe, except where retention is required for legal, security, or archival production purposes (for example, already-published episode recordings).

Newsletter subscribers can unsubscribe at any time using the link in any email, which removes their address from future mailings.

The podcast and website are not specifically directed toward children under the age of 13.

Individuals under 18 should obtain parental or guardian permission before submitting personal information, participating in recordings, or interacting with podcast production systems when appropriate.

Podcast leadership reserves the right to restrict participation involving minors when necessary.

Users are strongly encouraged NOT to submit:

• Private financial information
• Government identification numbers
• Passwords
• Highly sensitive personal data
• Private medical records
• Confidential legal documents

unless specifically requested through secure and approved operational channels.

Users may request:

• Correction of submitted information
• Removal of certain submitted materials
• Communication preference updates
• Newsletter unsubscribe requests

Certain requests may not be possible due to:

• Archived production content
• Publicly distributed media
• Legal obligations
• Operational or security requirements

Leadership reserves discretion regarding media removal requests involving published podcast content.

The website or podcast content may contain links to third-party websites, services, or social media platforms.

The podcast is not responsible for:

• Third-party privacy practices
• External website content
• Third-party data handling
• External platform security

Users access external websites at their own discretion.

This Privacy Policy may be updated periodically to reflect:

• Operational changes
• Website changes
• Legal requirements
• Platform updates
• Production expansion

When we make changes, we will update the "Last updated" date at the top of this page and post the revised policy at this same address. If we ever change how we access, use, store, or share Google user data (or begin accessing it at all), we will notify users prominently on this page before the change takes effect.

Continued use of podcast services or website systems after updates constitutes acknowledgment of revised terms.

Privacy-related questions, concerns, or requests may be directed through official podcast communication channels or website contact systems.

Response times may vary depending on operational workload and request complexity.

Final authority regarding:

• Privacy procedures
• Information handling
• Operational policies
• Data management practices
• Website administration

rests with:

• CJ Thornburg — Host and Founder
• Mason R. — Executive Producer