Privacy Policy

Last Updated: January 21, 2025

TranscribeNext.com ("we," "us," "our," or "Company") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our transcription services ("Service"). If you do not agree with this policy, please do not use the Service.

1. Information We Collect

1.1 Personal Information

We may collect personally identifiable information that you voluntarily provide, including:

Name and email address
Billing address and payment information
Phone number (optional)

1.2 Audio Files and Transcription Data

When you use our Service, we collect and process:

Audio and video files you upload for transcription
Transcribed text generated from your files
Metadata associated with your files (file name, duration, upload date)

1.3 Automatically Collected Information

When you access the Service, we may automatically collect:

IP address and browser type
Operating system and device information
Usage data (pages visited, time spent, features used)
Cookies and similar tracking technologies

1.4 Third-Party Authentication

If you register using third-party services (Google, Apple, Microsoft), we may receive your name, email address, and profile picture in accordance with their privacy policies.

2. How We Use Your Information

We use the information we collect for the following purposes:

Service provision: To process your audio files, generate transcriptions, and deliver results
Account management: To create and manage your account, authenticate users, and process payments
Service improvement: To analyze usage patterns, identify bugs, and enhance user experience
Customer support: To respond to your inquiries and resolve issues
Communications: To send service-related notifications, updates, and marketing materials (with your consent)
Legal compliance: To comply with applicable laws and regulations
Security: To protect against unauthorized access and detect fraudulent activity

3. AI-Powered Transcription

By using the Service, you acknowledge and agree that:

Your audio files will be processed by AI models to generate transcriptions
We may use aggregated, anonymized data to improve our AI models and Service quality
We do not use your personal audio content to train AI models without your explicit consent
Audio files are processed securely and deleted according to our retention policy

4. Disclosure of Your Information

4.1 Service Providers

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

Cloud hosting providers (for secure data storage)
Payment processors (to handle billing and subscriptions)
Analytics providers (to understand Service usage)
Email service providers (to send communications)

4.2 Legal Requirements

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

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via email and/or prominent notice on our Service.

Important: We do not sell, rent, or trade your personal information or audio files to third parties for marketing purposes.

5. Data Security

We implement appropriate technical and organizational security measures to protect your information:

Encryption: All data is encrypted in transit (TLS/SSL) and at rest (AES-256)
Access controls: Strict role-based access controls and authentication mechanisms
Regular security audits: Periodic security assessments and penetration testing
Secure infrastructure: Hosting on enterprise-grade cloud providers with industry-standard security certifications
Monitoring: Continuous monitoring for security threats and anomalies

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee its absolute security.

6. Data Retention

We retain your information for as long as necessary to provide the Service:

Account data: Retained while your account is active and for a reasonable period after account closure
Audio files: Stored according to your plan (30-365 days) and automatically deleted thereafter
Transcription text: Retained as long as you maintain your account, unless you delete it
Payment records: Retained for 7 years to comply with tax and financial regulations
Log data: Retained for up to 90 days for security and analytics purposes

You can request deletion of your data at any time by contacting us at info@transcribenext.com.

7. Your Privacy Rights

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

Access: Request access to the personal information we hold about you
Correction: Request correction of inaccurate or incomplete information
Deletion: Request deletion of your personal information
Portability: Request a copy of your data in a structured, machine-readable format
Objection: Object to processing of your information for certain purposes
Restriction: Request restriction of processing under certain circumstances
Withdraw consent: Withdraw consent for processing based on consent

To exercise these rights, please contact us at info@transcribenext.com. We will respond to your request within 30 days.

8. GDPR Compliance (European Users)

If you are located in the European Economic Area (EEA), you have certain data protection rights under the General Data Protection Regulation (GDPR).

Legal Basis for Processing

We process your personal data based on the following legal grounds:

Contractual necessity: To provide the Service you requested
Legitimate interests: To improve our Service and prevent fraud
Consent: For marketing communications and optional features
Legal obligations: To comply with applicable laws

Data Transfers

Your information may be transferred to and processed in countries outside the EEA. We ensure adequate safeguards are in place, including Standard Contractual Clauses approved by the European Commission.

Right to Lodge a Complaint

You have the right to lodge a complaint with your local data protection authority if you believe we have not complied with GDPR requirements.

9. CCPA Privacy Rights (California Residents)

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA):

Right to know: What personal information we collect, use, disclose, and sell
Right to delete: Request deletion of your personal information
Right to opt-out: Opt-out of the sale of personal information (we do not sell personal information)
Right to non-discrimination: We will not discriminate against you for exercising your rights

To exercise your CCPA rights, email us at info@transcribenext.com.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies:

Essential cookies: Necessary for the Service to function (authentication, security)
Analytics cookies: Help us understand how users interact with our Service
Preference cookies: Remember your settings and preferences
Marketing cookies: Deliver personalized advertisements (with your consent)

You can control cookies through your browser settings. Note that disabling certain cookies may limit your ability to use some features of the Service.

11. Children's Privacy

Our Service is not intended for children under the age of 13 (or 16 in the EEA). We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at info@transcribenext.com, and we will take steps to delete such information.

12. Changes to This Privacy 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. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

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

Email: info@transcribenext.com
Data Protection Officer: info@transcribenext.com
Mailing Address: WeApps, 00-019 Warszawa, Poland