Privacy Policy

Last Updated: November 2025

1. Information We Collect

Account Information

• Username and email address
• Encrypted password
• Account creation date
• Credit balance

Usage Data

• Uploaded media files (temporarily)
• Generated transcripts
• Project and transcript metadata
• Processing logs and error information

2. How We Use Your Information

We use collected information to:

• Provide transcription services
• Manage your account and credits
• Improve service quality
• Communicate important service updates
• Detect and prevent fraud or abuse

3. Data Processing

Your uploaded media files are:

• Processed locally on our servers
• Sent to OpenAI API for speaker identification (if enabled)
• Automatically deleted after transcription completion or failure
• Never used to train AI models
• Not shared with third parties except as necessary for transcription

4. Data Storage

We store:

• Account credentials (encrypted passwords)
• Transcript text and metadata
• Project information
• Our servers are located in the United Kingdom. All data is stored securely on our servers

We do not store:

• Original media files (deleted after processing)
• Payment card information

5. Data Retention

• Transcripts: Retained until you delete them
• Account data: Retained while your account is active
• Media files: Automatically deleted after processing (typically within minutes)
• Logs: Retained for up to 90 days

6. Data Sharing

We do not sell your data. We may share data with:

• OpenAI: For speaker identification services (transcript text only)
• Service providers: As necessary to operate the service
• Legal authorities: If required by law

7. Your Rights

You have the right to:

• Access your personal data
• Request data correction
• Request data deletion
• Export your transcripts
• Object to data processing

8. Security

We implement security measures including:

• Encrypted password storage
• Secure file upload mechanisms
• Access controls and user segregation
• Automatic deletion of uploaded media
• Regular security updates

9. Cookies and Tracking

We use session cookies to:

• Keep you logged in
• Maintain session security

We do not use advertising or tracking cookies.

10. Children's Privacy

This service is not intended for users under 16 years of age. We do not knowingly collect data from children.

11. International Data Transfers

Your data may be processed in different jurisdictions. By using our service, you consent to such transfers.

12. Changes to This Policy

We may update this privacy policy from time to time. We will notify users of significant changes.

13. Contact Us

For privacy-related questions or to exercise your rights, please contact support@qualscribe.com.