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Privacy Policy

Last Updated: July 10, 2026

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 and AI/ML Models

Our Service uses artificial intelligence (AI) to convert speech to text and to provide optional AI features on transcribed text. This section discloses exactly which AI/ML models process your data and where that processing takes place.

3.1 Self-Hosted AI Models (Transcription and Speaker Identification)

Speech-to-text transcription and speaker identification are primarily performed by the following open-source AI models, which we operate in a self-hosted capacity on our own servers:

  • OpenAI Whisper (open-source speech recognition model) — self-hosted on our own infrastructure
  • NVIDIA Parakeet (open-source speech recognition model) — self-hosted on our own infrastructure
  • Qwen3-ASR (open-source speech recognition model) — self-hosted on our own infrastructure
  • pyannote.audio (open-source speaker diarization model) — self-hosted on our own infrastructure

These self-hosted models run entirely within our own infrastructure: the model weights are deployed on our own servers, and audio processed by them is never transmitted to, or shared with, the developers of these models. This self-hosted pipeline is the primary processing path for transcription. The only cases in which your data may be processed by an external AI service are listed in Section 3.2 below.

3.2 Third-Party AI Services

Three specialised third-party AI services process limited categories of data:

  • pyannoteAI (api.pyannote.ai) — used for speaker identification (diarization) on part of our processing routes and, in high-availability failover scenarios, for transcription processing when our own servers are unavailable or overloaded. Audio is transferred securely via short-lived URLs. Per pyannoteAI's published data-retention policy, audio copies on their processing servers are deleted immediately after processing completes, media uploaded to their API is automatically deleted within 48 hours, and job outputs are deleted 24 hours after the job completes. pyannoteAI's policy further states that customer audio data and job outputs are never used to train their AI models.
  • OpenAI API (GPT-4o mini and OpenAI text-embedding models) — processes transcribed text in two ways. First, for optional AI features you invoke: AI summaries, action items, chat with your transcripts, translation, and text polishing. Second, as automatic background processing that powers transcript search and the meetings overview: completed transcripts are converted into search embeddings, and recent transcripts may be summarised into cached meeting digests on a nightly schedule. In both cases what is sent is the transcript text together with basic transcript metadata — the transcription title (which may derive from the name of an uploaded or imported file, including Google Drive file names, from the title of a public video you submit by link, or from a name you give the transcription), speaker labels and timestamps. Audio is never sent to OpenAI. Data submitted to the OpenAI API is not used to train OpenAI models in accordance with OpenAI's API data usage policies.
  • Supadata (api.supadata.ai) — used only when you submit a link to a publicly available video (e.g. YouTube, TikTok, Instagram, X/Twitter, Facebook) for transcription. We send Supadata the public video URL — never audio from your device, never your files and never your account data — and receive back the video's existing captions or, where none exist, a transcript generated by Supadata from the public video.

pyannoteAI and OpenAI process your content under no-training API terms: neither is permitted to use your content — including any data obtained from Google APIs — to train or improve their models. Supadata never receives your content at all — the only thing we send it is the public video URL you submit; your audio, files, transcripts, account data and Google user data are never shared with Supadata.

3.3 No Training on Your Content

  • We do not use your audio files, transcripts, or any Google user data to train generalized AI or machine-learning models
  • We do not transfer your audio files, transcripts, or any Google user data to third-party AI tools for training purposes
  • We may use aggregated, anonymized usage statistics (never your audio or transcript content) to improve Service quality
  • Audio files are processed securely and deleted according to our retention policy

4. Google User Data (Google API Services)

TranscribeNext offers optional integrations with Google services (Google Sign-In, Google Calendar, Google Drive). TranscribeNext's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4.1 What Google Data We Access

  • Google Sign-In (basic profile): your name, email address, and profile picture — used solely to create and authenticate your account
  • Google Calendar (read-only): your calendar and event details — used solely to display your upcoming meetings inside the Service so you can record or transcribe them. We never modify your calendar
  • Google Drive (drive.file scope): access is limited to files you explicitly select via the Google file picker and files created by TranscribeNext. Used to (a) import an audio/video file you select for transcription, and (b) save exports or Google Docs that you request into your Drive. We cannot see, browse, or access any other files in your Google Drive

4.2 How Google User Data Is Processed by AI

  • Audio/video files you import from Google Drive are processed by the AI systems described in Section 3: transcription runs primarily on our self-hosted models (Section 3.1); speaker identification and, in failover scenarios, transcription may be processed by pyannoteAI under the strict no-training and short-retention terms described in Section 3.2
  • Transcripts derived from Google Drive files are processed by the OpenAI API in the cases described in Section 3.2 — the optional AI text features you invoke, and the automatic transcript-search indexing and meeting-overview digests. What is sent is the transcript text and its transcription title, which for Drive imports is the Drive file's name; the Drive file itself, its contents and any other Drive metadata are never shared with OpenAI, and OpenAI does not use this data for model training
  • Google profile data and Google Calendar event data are never sent to any AI/ML model
  • No data obtained from Google APIs is ever used to train, retrain, improve, or develop AI/ML models — whether ours or any third party's — and is never transferred to any AI provider for such purposes

4.3 Limited Use Commitments

For all data obtained through Google APIs, we commit to the following:

  • We only use Google user data to provide and improve the user-facing features described above, and we do not transfer it to third parties except as necessary to provide those features, to comply with applicable law, or as part of a merger or acquisition (with prior notice to you)
  • We do not use Google user data to serve advertisements
  • We do not allow humans to read Google user data, unless: (a) we have your affirmative agreement; (b) it is necessary for security purposes (e.g., investigating abuse); (c) it is necessary to comply with applicable law; or (d) the data has been aggregated and anonymized for internal operations
  • We never sell Google user data

5. Disclosure of Your Information

5.1 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)
  • AI processing providers (see Section 3.2): pyannoteAI and OpenAI under no-training terms; Supadata, which receives only the public video URLs you submit
  • Analytics providers (to understand Service usage)
  • Email service providers (to send communications)

5.2 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).

5.3 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.

6. 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.

7. 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.

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. 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.

14. Contact Us

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