This Privacy Policy explains how Transcribee (“transcribee.io”, “we”, “us”), handles personal data when you visit our website or use the transcribee.io web app and meeting recorder (the “Service”). For the recordings, files and transcripts that you submit (“Your Content”) you are the controller and we act as your processor. For account, billing and usage data we are the controller.
1. Data we collect
- Account data: your name, email address, and a password hash. If you sign in with Google we receive your name, email address and profile identifier from Google. We also store sign-in sessions (including IP address and browser information) to keep you signed in and to detect abuse.
- Your Content: audio and video files you upload, recordings of meetings you send the recorder to, the resulting transcripts (text, timestamps, speaker labels and any speaker names you enter), AI summaries, and the ratings and comments you may leave about a summary. Recordings can contain personal data of other people, such as meeting participants. You are responsible for informing them and having a legal basis to record them.
- Meeting data: the meeting link, platform and status of the recorder.
- Usage data: durations, minutes used, processing status, plan and fair-use status, errors, and technical logs.
- Billing data: payments are handled by Paddle, our merchant of record. We receive your plan, subscription status and dates, the amount, a Paddle customer identifier and, for display, the card brand and last four digits. We never receive your full card number.
- Support data: messages you send us, for example through the contact form or by email.
- Cookies: we use only strictly necessary cookies, such as the session cookie that keeps you signed in. We do not run advertising or analytics trackers on the website at the moment. If we add analytics that require consent, we will ask first.
2. Why we use data and on what basis
| Purpose | Data | Legal basis (GDPR) |
|---|---|---|
| Provide the Service: transcribe, summarize, store and export Your Content, run the recorder | Account data, Your Content, meeting data | Performance of a contract |
| Account security, fraud and abuse prevention, fair use | Account, usage and log data | Legitimate interests |
| Billing, taxes and accounting | Billing data | Contract, legal obligation |
| Support and communication about your account (verification, password reset, receipts, service notices) | Account and support data | Contract, legitimate interests |
| Improve and monitor the Service | Usage data | Legitimate interests |
| Legal claims and compliance | Any of the above, where needed | Legal obligation, legitimate interests |
We do not sell personal data. We do not make decisions about you based solely on automated processing that have legal or similarly significant effects. Transcripts and summaries are produced automatically, but they are tools for you, not decisions about you.
3. AI processing
To transcribe and summarize, Your Content is sent to the providers listed below, which process it only to return the result to us. We do not use Your Content to train AI models, and we use these providers under their API terms, which do not allow using customer data to train their models. You should review AI output before relying on it.
4. Service providers and other recipients
| Provider | Role | What they receive |
|---|---|---|
| AssemblyAI | Speech recognition | Audio of your recordings (via a temporary link), transcripts |
| OpenAI | AI summaries | Transcript text of the recording being summarized |
| Recall.ai | Meeting recorder | The meeting link; they record the call and give us the recording |
| Paddle.com Market Limited | Payments, taxes, invoicing (independent controller) | Billing and contact details, payment data |
| Optional sign-in with Google | Authentication data | |
| Hosting, storage, database and email delivery providers | Infrastructure | Data they host or deliver on our behalf |
We give providers only the data they need, under data-processing terms. We may also disclose data when the law requires it or to protect our rights. We will update this list when providers change.
5. International transfers
Our providers may process data outside the European Economic Area and the United Kingdom. Where they do, transfers are protected by an adequacy decision, the EU-US Data Privacy Framework or Standard Contractual Clauses.
6. How long we keep data
- Uploaded source files: deleted automatically 30 days after upload. Transcripts and summaries stay until you delete them.
- Meeting recordings held by Recall.ai: removed automatically about 6 days after the recording is ready. We keep our own copy of the recording as a source file under the 30-day rule above, or until you delete it.
- Deleting a recording: removes its files, transcript, summary and related records from the Service.
- Deleting your account: removes your recordings, files, transcripts, summaries and profile. Billing records are kept for as long as tax and accounting law require. Residual copies in backups are overwritten within a reasonable period.
- Logs and security data: kept for a limited period needed for security and troubleshooting.
7. Your rights
Depending on where you live (for example in the EEA, the UK or California) you can ask us to access, correct or delete your personal data, restrict or object to its processing, receive it in a portable format, and withdraw consent you have given. You can delete recordings and your account yourself in the app. For other requests write to support@transcribee.io; we may need to verify your identity and will reply within one month. You also have the right to complain to your data protection authority.
8. Security
Data is encrypted in transit. Files are stored privately and are reachable only through short-lived links. Access is limited to what is needed, and passwords are stored only as hashes. No system is perfectly secure; if a breach affects your personal data we will notify you and the authorities as the law requires.
9. Children
The Service is not directed at children under 18, and we do not knowingly collect their data. If you think a child has given us personal data, contact us and we will delete it.
10. Changes
We may update this policy. We will publish the new version with its date and, for material changes, notify you by email or in the app.
11. Contact
Privacy questions and requests: support@transcribee.io.