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Privacy Policy

Last updated: January 9, 2026

Your privacy is important to us. This Privacy Policy explains how Transcriptum ("we," "our," or "us") collects, uses, discloses, and protects your information when you use our transcription services, website, and related services (collectively, the "Service").

1. Information We Collect

1.1 Account Information

  • Email address (required for account creation)
  • Name (first name and last name, optional)
  • Password (hashed and encrypted)
  • Google account information (if you sign up using Google OAuth)
  • Subscription and billing information

1.2 Content and Files

  • Audio and video files you upload for transcription
  • URLs you provide for transcription (YouTube, TikTok, etc.)
  • Transcription results and analysis data (summaries, Q&A, topics, insights, fact-checks, sentiment, key themes, action items)
  • Speaker label customizations and preferences
  • User preferences and settings

1.3 Usage and Technical Information

  • Device information (browser type, operating system)
  • IP address and location data
  • Usage patterns and service interactions
  • Cookies and similar tracking technologies (see our Cookie Policy)

2. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our transcription services
  • Process your audio and video files for transcription using WhisperX technology
  • Generate AI-powered analysis (summaries, Q&A, topics, key themes, insights, fact-checks, sentiment analysis, action items) using multiple LLM providers (OpenAI, Google Gemini, DeepSeek)
  • Process speaker diarization and store your custom speaker label preferences
  • Manage your account, subscriptions, and billing
  • Send you service-related communications and notifications
  • Respond to your inquiries and provide customer support
  • Ensure security, prevent fraud, and comply with legal obligations
  • Analyze usage patterns to improve our services

3. Data Storage and Security

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

  • Encryption in transit (TLS/SSL) and at rest
  • Secure authentication and authorization
  • Regular security audits and monitoring
  • Access controls and employee training

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

4. Data Retention and Deletion

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

  • Account Data: Retained while your account is active and for a reasonable period after account deletion for legal and business purposes
  • Uploaded Audio/Video Files: We do NOT retain your original audio or video files. Files are automatically and permanently deleted from our servers immediately after transcription processing is complete. We only store the transcription results, not the source media files.
  • Transcription Results: Retained until you delete them or your account is deleted. When you delete your account, all of your transcriptions and associated analysis data are permanently deleted from our systems.
  • Billing Records: Retained as required by law (typically 7 years for tax purposes)

You can delete your account and all associated data (including all transcriptions) at any time through your account settings. When you delete your account, we permanently delete all your transcriptions, analysis results, and associated data from our systems. Some information (such as billing records) may be retained for legal compliance or dispute resolution as required by law.

5. Information Sharing and Disclosure

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

  • Service Providers: With trusted third-party service providers who assist in operating our Service (hosting, payment processing, email delivery) under strict confidentiality agreements
  • Legal Requirements: When required by law, court order, or government regulation
  • Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to users)
  • Protection of Rights: To protect our rights, property, or safety, or that of our users
  • With Your Consent: When you explicitly consent to sharing

6. Third-Party Services

Our Service may integrate with third-party services including:

  • Authentication: Google OAuth for account authentication
  • Payment Processing: Third-party payment processors for subscription billing
  • AI Analysis: OpenAI, Google Gemini, and DeepSeek for AI-powered analysis features. When you request analysis features, your transcription text may be sent to these providers to generate summaries, Q&A, topics, insights, fact-checks, sentiment analysis, key themes, and action items. These providers process data according to their own privacy policies.
  • Transcription: Self-hosted WhisperX service for audio/video transcription

These services have their own privacy policies, and we encourage you to review them. We are not responsible for the privacy practices of third-party services. We only share the minimum necessary data required to provide the requested services.

7. Your Rights and Choices

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

  • Access: Request a copy of your personal information
  • Correction: Update or correct inaccurate information
  • Deletion: Request deletion of your account and data
  • Portability: Request your data in a portable format
  • Objection: Object to certain processing activities
  • Restriction: Request restriction of processing
  • Withdraw Consent: Withdraw consent for processing based on consent

To exercise these rights, contact us at support@transcriptum.com. We will respond within 30 days.

8. 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.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using our Service, you consent to the transfer of your information to these countries.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

11. Contact Us

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

Email: support@transcriptum.com
Subject: Privacy Policy Inquiry