Privacy Policy

1. Introduction

Welcome to TranscribeAI ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our transcription services at app.audiototext.site (the "Service").

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Personal Information

We collect information that identifies, relates to, or could reasonably be linked to you, including:

• Account Information: Name, email address, password (encrypted)
• Payment Information: Billing address, payment method details (processed securely through Stripe)
• Profile Information: Optional profile photo, preferences, settings
• Communication Data: Support tickets, feedback, correspondence with us

2.2 Content You Upload

When you use our transcription services, we process:

• Audio and video files you upload for transcription
• Transcription outputs and related data (timestamps, speaker labels, sentiment analysis)
• Custom vocabulary and preferences
• File metadata (filename, size, duration)

2.3 Automatically Collected Information

We automatically collect certain information when you use our Service:

• Usage Data: Pages visited, features used, time spent, transcription history
• Device Information: IP address, browser type, operating system, device identifiers
• Cookies and Tracking: Session cookies, authentication tokens, analytics data
• Log Data: Server logs, error reports, performance metrics

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Processing audio and video files for transcription
• Storing and managing your transcriptions
• Providing team collaboration features
• Managing your account and preferences

3.2 Service Improvement

• Analyzing usage patterns to improve our Service
• Developing new features and functionality
• Training and improving our AI models (only with anonymized data)
• Testing and quality assurance

3.3 Communication

• Sending service-related notifications (transcription complete, errors)
• Responding to support requests and inquiries
• Sending account updates and security alerts
• Sharing important product updates (with opt-out option)

3.4 Legal and Security

• Preventing fraud and unauthorized access
• Enforcing our Terms of Service
• Complying with legal obligations
• Protecting our rights and property

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party service providers who perform services on our behalf:

• AssemblyAI: AI transcription processing (covered by their privacy policy)
• Stripe: Payment processing (PCI DSS compliant)
• Supabase: Database hosting and management
• Vercel: Web hosting and CDN services
• Resend: Transactional email delivery

4.2 Team Collaboration

When you share transcriptions with team members, those users will have access to the shared content according to their role permissions.

4.3 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, subpoenas).

4.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: TLS/SSL encryption for data in transit, AES-256 for data at rest
• Access Controls: Role-based access, multi-factor authentication options
• Secure Infrastructure: Enterprise-grade cloud providers with SOC 2 compliance
• Regular Audits: Security assessments and vulnerability testing
• Data Isolation: Your data is logically separated from other users

Note: While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations:

• Account Data: Until you delete your account, plus 90 days for recovery
• Transcriptions: Until you delete them, or account deletion + 30 days
• Payment Records: 7 years for tax and accounting purposes
• Usage Logs: 90 days for security and analytics

You can delete your transcriptions at any time from your dashboard. Account deletion permanently removes your data after the retention period.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

7.1 Access and Portability

Request a copy of your personal data in a structured, machine-readable format.

7.2 Correction

Update or correct inaccurate information through your account settings.

7.3 Deletion

Request deletion of your account and associated data (subject to legal retention requirements).

7.4 Restriction

Request that we limit how we use your information in certain circumstances.

7.5 Objection

Object to processing of your information for direct marketing or legitimate interests.

7.6 Withdraw Consent

Withdraw consent for processing where we rely on consent as the legal basis.

To exercise these rights, please contact us at privacy@audiototext.site

8. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place, including:

• Standard Contractual Clauses approved by the European Commission
• Adequacy decisions where applicable
• Compliance with applicable data protection laws

9. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies:

• Essential Cookies: Required for authentication and core functionality
• Analytics Cookies: Help us understand how users interact with our Service
• Preference Cookies: Remember your settings and preferences

You can control cookie settings through your browser, but disabling cookies may affect Service functionality.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending an email notification for material changes

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us:

• Email: privacy@audiototext.site
• Contact Form: https://app.audiototext.site/contact
• Response Time: We will respond to privacy inquiries within 30 days