Privacy Policy

Introduction

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"). Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not access the Service.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

1. Information We Collect

1.1 Personal Information

We may collect personally identifiable information that you voluntarily provide to us when you:

• Register for an account
• Subscribe to our newsletter or marketing communications
• Request customer support
• Otherwise contact us

This information may include: name, email address, billing address, payment information, and phone number.

1.2 Audio Files and Transcription Data

When you use our Service, we collect and process:

• Audio files you upload for transcription
• Transcribed text generated from your audio 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 certain information, including:

• 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 choose to register or log in using third-party services (Google, Apple, Microsoft), we may receive information from these providers, such as 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:

• Provide and maintain the Service: To process your audio files, generate transcriptions, and deliver results to you
• Account management: To create and manage your account, authenticate users, and process payments
• Improve our Service: To analyze usage patterns, identify bugs, and enhance user experience
• Customer support: To respond to your inquiries, provide technical assistance, and resolve issues
• Communications: To send you service-related notifications, updates, security alerts, and marketing materials (with your consent)
• Legal compliance: To comply with applicable laws, regulations, and legal processes
• Security and fraud prevention: To protect against unauthorized access, detect fraudulent activity, and ensure platform security

3. AI-Powered Transcription

Our Service uses artificial intelligence and machine learning technologies to transcribe audio files. 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

We may share your information in the following situations:

4.1 Service Providers

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

• 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.

4.4 With Your Consent

We may disclose your information for any other purpose with your consent.

5. Data Security

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

• 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 SOC 2 compliant cloud providers
• 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 and fulfill the purposes outlined in this Privacy Policy:

• 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 privacy@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 privacy@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 privacy@transcribenext.com or call our toll-free number.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to track activity on our Service:

• 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 privacy@transcribenext.com, and we will take steps to delete such information.

12. Contact Us

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