Privacy Policy

Last updated: September 4, 2026

1. Data Controller

The data controller for this service is:

  • Company Name: TranscribePro
  • Registered Address: [To be completed - enter your legal company address]
  • Privacy Contact Email: privacy@transcribepro.com
  • Data Protection Officer: Not applicable at this time

2. Information We Collect

2.1 Information You Provide

  • Account Information: Email address, display name, password (encrypted storage)
  • Payment Information: Transaction amount, payment status. We do not store full card numbers — card data is processed by our payment processor (see Section 5)
  • Communication Records: Emails, support tickets, and feedback you send to our support team
  • Uploaded Content: Audio and video files you upload for transcription
  • Transcription Data: Text transcriptions and AI-generated summaries created from your uploaded content

2.2 Information We Automatically Collect

  • Device & Network: IP address, device model, operating system, browser type, timezone
  • Usage Behavior: Page visits, feature usage, operation logs, session duration
  • Log Data: Request timestamps, error logs, performance data

2.3 Third-Party Login

When you sign in with Google or GitHub, we receive basic profile information authorized by you from those platforms.

3. How We Use Your Information

Purpose Legal Basis
Provide and maintain the Service Contract performance
Billing and payment processing Contract performance
Customer support Contract performance / Legitimate interest
Service notifications (billing, security, policy updates) Legitimate interest
Security and fraud prevention Legitimate interest
Product optimization and analytics Legitimate interest
Legal compliance Legal obligation

We may aggregate or anonymize data for statistical analysis. Such data cannot be identified to specific individuals.

4. Cookies and Tracking Technologies

Type Purpose Can Be Disabled
Strictly Necessary Maintain login, core functionality No
Functional Language preferences, personalized settings Yes
Analytics Anonymous usage statistics, product optimization Yes
Marketing Targeted advertising and performance measurement Yes

Analytics tools used: Google Analytics (anonymous). You can adjust preferences through your browser settings or our Cookie Management Center.

5. Sharing and Disclosure of Personal Information

We do not sell your personal information, including as defined under applicable laws such as CCPA. We only share your information in the following circumstances:

  • Service Providers: Cloud computing, payment processing, customer support, and analytics providers, bound by confidentiality agreements. Payment card data is processed exclusively by our PCI-DSS-compliant payment processor Waffo Pancake and is not stored on our servers.
  • Legal Requirements: In accordance with law, court orders, or legitimate government requests
  • Business Transactions: In case of merger, acquisition, etc., with advance notice and protection obligations continuing
  • With Your Consent: For other purposes with your explicit prior consent

6. Data Security Measures

  • Transmission Encryption: TLS / HTTPS
  • Storage Security: Sensitive data such as passwords are encrypted or hashed
  • Access Control: Principle of least privilege; employees sign confidentiality agreements
  • Regular Security Audits: Periodic vulnerability scanning

In case of a security incident affecting your rights, we will notify you and relevant regulators within 72 hours of discovery as required by law. Please keep your account credentials safe and do not share them with others.

7. Data Retention Periods

Data Type Retention Period Action Upon Expiry
Account Information During active period; 90 days after account deletion Delete or anonymize
Transaction Records 7 years (per financial regulations) Delete or archive
Support Records 2 years Secure deletion
Security Audit Logs 12 months Secure deletion
Uploaded Media Files 30 days after transcription completion Automatic deletion
Transcription Results Retained as long as account is active Delete upon account deletion

8. Your Data Rights

To exercise the following rights, please contact us. We will process your request within 30 calendar days.

Right Description
Right to Know Understand what data we collect and how we use it
Right to Access Obtain a copy of your personal data
Right to Rectification Correct inaccurate or incomplete information
Right to Erasure Request deletion of data under specific conditions
Right to Restrict Processing Pause data processing under specific circumstances
Right to Data Portability Obtain your data in a machine-readable format
Right to Object Object to processing based on legitimate interests or marketing
Right to Withdraw Consent Withdraw consent for consent-based processing

If you believe we have not properly handled your data, you have the right to lodge a complaint with your local data protection authority.

9. Marketing Communications and Opt-Out

With your consent, we may send marketing information related to our products and services via email, SMS, or in-app notifications. You can unsubscribe at any time by clicking the "unsubscribe" link in emails, turning off marketing notifications in account settings, or contacting us. Opting out does not affect service-related notifications (such as billing or security alerts).

10. International Data Transfers

Our servers and partners may be located in regions including Singapore and the United States. For cross-border transfers, we protect data security through:

  • Data processing agreements incorporating EU Standard Contractual Clauses (SCC)
  • Transfers only to recipients with equivalent protection levels
  • Other protective measures such as adequacy decisions

11. Children's Privacy

This service is intended for users 18 years of age or older. We do not knowingly collect information from minors. If you believe your child has provided us with information, please contact us immediately and we will delete it as soon as possible.

12. Third-Party Links and Services

This service may contain links to third-party websites or integrate with third-party services. This policy only applies to information we directly collect. We are not responsible for third-party data practices and recommend reviewing their policies before using them.

13. Changes to This Policy

If material changes occur, we will notify you at least 15 days in advance via platform announcement or your registered email, and update the "Last updated" date at the top of this page. Continued use after the effective date constitutes acceptance.

14. Contact Us

This privacy policy is for reference only and does not constitute legal advice. We recommend consulting a qualified legal professional familiar with your target market before official publication.