Privacy Policy

1. Introduction

Welcome to Transcription App ("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 audio transcription service.

Contact Information:
Email: privacy@transcriptionapp.com
Data Protection Officer: dpo@transcriptionapp.com

2. Data We Collect

We collect the following types of information:

Account Information

• Email address
• Password (stored as a secure hash)
• Date of birth (for age verification)
• Account creation date

Usage Data

• Transcription minutes used
• Projects created
• Feature usage patterns

Payment Information

• Payment method tokens (we do not store full card numbers)
• Last 4 digits of payment card
• Billing history

Technical Data

• IP address
• Browser type and version
• Device information
• Operating system

Audio Files

Audio files you upload are temporarily stored for transcription processing and are automatically deleted 30 days after transcription is complete.

3. How We Use Your Data

• Provide and maintain our transcription services
• Process your payments and manage subscriptions
• Send service notifications and updates
• Improve and optimize our services
• Comply with legal obligations
• Prevent fraud and ensure security
• Respond to your inquiries and support requests

4. Third-Party Services

We use the following third-party services to provide our service:

• OpenAI: Audio transcription processing (audio is processed and not retained)
• Hugging Face: Speaker diarization (audio is processed and not retained)
• Dejavoo: Payment processing (PCI-DSS compliant)
• Resend: Email delivery service
• Railway: Cloud hosting and database services

5. Data Storage and Security

• Location: Data is stored on servers in the United States
• Encryption in Transit: All data is transmitted over HTTPS
• Encryption at Rest: Database encryption is enabled
• Access Controls: Strict authentication and authorization
• Security Audits: Regular security assessments

6. Data Retention

• Account Data: Retained until you delete your account
• Audio Files: Deleted 30 days after transcription
• Payment Records: Retained for 7 years (legal requirement)
• Usage Logs: Retained for 90 days
• Compliance Audit Logs: Retained for 3 years

7. Your Rights

Under GDPR, CCPA, and other privacy laws, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw consent at any time

To exercise these rights, visit your account settings or contact us at privacy@transcriptionapp.com.

8. Cookies

We use the following types of cookies:

• Essential Cookies: Required for authentication and security
• Analytics Cookies: Help us understand how you use our service (optional)
• Preference Cookies: Remember your settings (optional)

You can manage your cookie preferences in your cookie settings.

9. International Data Transfers

Your data may be transferred to and processed in the United States. We ensure appropriate safeguards are in place through:

• Standard Contractual Clauses (SCCs)
• Data Processing Agreements with all third-party providers
• Compliance with applicable data protection laws

10. Children's Privacy (COPPA)

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 are under 13, please do not use our service or provide any personal information.

If we learn that we have collected personal information from a child under 13, we will delete that information as quickly as possible. If you believe we might have information from a child under 13, please contact us at privacy@transcriptionapp.com.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. For significant changes, we will notify you via email. Your continued use of the service after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

• Email: privacy@transcriptionapp.com
• Data Protection Officer: dpo@transcriptionapp.com

You also have the right to lodge a complaint with your local data protection authority.