Privacy Policy

Last updated: January 14, 2025

The privacy of your data—and it is your data, not ours!—is a big deal to us. In this policy, we lay out: what data we collect and why; how your data is handled; and your rights with respect to your data. We promise we never sell your data: never have, never will.

This policy is split into sections. For your convenience, links to each of those sections is as follows:

This policy applies to all products built and maintained by AudioScribe Technologies LLC (together, "AudioScribe"). This includes our web application at audioscribe.io and any associated mobile applications.

This policy applies to our handling of information about site visitors, prospective customers, and customers and authorized users (in relation to their procurement of the services and management of their relationship with AudioScribe). We refer collectively to these categories of individuals as "you" throughout this policy.

However, this policy does not cover information about a customer's end users that AudioScribe receives from a customer, or otherwise processes on a customer's behalf, in connection with the services provided by AudioScribe to the customer pursuant to an applicable services agreement. AudioScribe processes such information under the instructions of the relevant customer, which is the "data controller" or "business" (or occupies a similar role as defined in applicable privacy laws), as described in the applicable services agreement between such customer and AudioScribe.

If you are a California resident, please see our California-specific disclosures at the end of this policy, which includes additional disclosures as required by California law.

What we collect and why

Our guiding principle is to collect only what we need. Here's what that means in practice:

Identity and access

When you sign up for AudioScribe, we ask for identifying information such as your name, email address, and optionally a company name. That's so you can personalize your new account, and we can send you product updates and other essential information. We may also send you optional surveys from time to time to help us understand how you use our products and to make improvements. With your consent, we will send you our newsletter and other updates. You may also add a profile picture that displays in our products.

We'll never sell your personal information to third parties, and we won't use your name or company in marketing statements without your permission either.

Billing information

If you sign up for a paid AudioScribe subscription, you will be asked to provide your payment information and billing address. Credit card information is submitted directly to our payment processor (Stripe) and doesn't hit AudioScribe servers. We store a record of the payment transaction, including the last 4 digits of the credit card number, for purposes of account history, invoicing, and billing support. We store your billing address so we can charge you for service, calculate any sales tax due, send you invoices, and detect fraudulent credit card transactions.

Product interactions

We store on our servers the content that you upload or receive or maintain in your AudioScribe account. This includes:

  • Audio and video files you upload for transcription
  • Transcriptions generated from your files
  • AI-generated summaries and chat interactions
  • Notes and annotations you add to transcriptions
  • Export files you generate
  • Workspace settings and team member permissions
  • Sharing preferences and collaboration history

This is so you can use AudioScribe as intended. We keep this content as long as your account is active. If you delete your account, we'll delete the content within 60 days.

Transcription-Generated Information

When you use our transcription services, we collect and retain metadata about the transcription process:

  • File metadata: Original audio/video file size, duration, format, upload timestamp, and processing status
  • Transcription metadata: Language detected, confidence scores, speaker count, speaker identification data, and word-level timing information
  • AI interaction data: Summaries generated, chat queries and responses, and feature usage patterns
  • Quality information: Transcription accuracy metrics, processing time, and any error logs
  • Edit history: Changes made to transcriptions, timestamp of edits, and version history
  • Integration data: Meeting information from connected calendar services, participant details, and automated recording schedules

Transcription and AI processing

When you upload files for transcription, we process them through third-party services:

  • Transcription services: AssemblyAI and Deepgram for converting audio/video to text
  • AI services: OpenAI and Google Gemini for generating summaries and powering chat features

These services process your content solely to provide you with the requested transcription and AI features. We maintain agreements with these providers to ensure they handle your data appropriately and don't use it for their own purposes.

General Geolocation data

We log the full IP address used to sign up for an AudioScribe account and retain that for use in mitigating future spammy signups. We also log all account access by full IP address for security and fraud prevention purposes, and we keep this login data for as long as your product account is active.

Device and Network Information

When you access AudioScribe, we automatically collect:

  • Device identifiers: Device type, operating system, browser version, and unique device identifiers
  • Network information: IP addresses along the network path, Internet Service Provider, and connection type
  • Session data: Login times, session duration, pages viewed, and feature usage patterns
  • Performance metrics: Page load times, error rates, and API response times

This information helps us maintain security, improve performance, and troubleshoot issues.

Website interactions and analytics

We collect information about your browsing activity for analytics and statistical purposes such as conversion rate testing and experimenting with new product designs. This includes:

  • Basic analytics: Browser and operating system versions, IP address, which pages you visited and how long they took to load, and which website referred you to us
  • Google Analytics: We use Google Analytics to understand how visitors use our site and to improve our services
  • Microsoft Clarity: We use Microsoft Clarity to analyze user behavior through session recordings and heatmaps to improve user experience
  • TikTok Pixel: We use TikTok Pixel for advertising attribution to understand the effectiveness of our TikTok ads

If you have an account and are signed in, these web analytics data are tied to your IP address and user account until your account is no longer active. You can opt out of these analytics tools:

Anti-bot assessments

We use CAPTCHA services across our applications to mitigate brute force logins and as a means of spam protection. We have a legitimate interest in protecting our apps and the broader Internet community from credential stuffing attacks and spam. The CAPTCHA service evaluates various information (e.g., IP address, mouse movements) to detect automated activity.

Cookies

AudioScribe uses persistent first-party cookies and some third-party cookies to:

  • Keep you logged in
  • Store certain preferences
  • Make it easier for you to use our application
  • Track the effectiveness of our marketing campaigns
  • Support analytics as described above

A cookie is a piece of text stored by your browser. You can adjust cookie retention settings and accept or block individual cookies in your browser settings, although our apps won't work and other aspects of our service may not function properly if you turn cookies off.

Voluntary correspondence

When you email AudioScribe with a question or to ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future.

We also store information you may volunteer, for example, written responses to surveys. If you agree to a customer interview, we may ask for your permission to record the conversation for future reference or use. We will only do so with your express consent.

When we access or disclose your information

To provide products or services you've requested. We use some third-party subprocessors to help run our applications and provide the Services to you:

  • Transcription Services: AssemblyAI and Deepgram for audio/video transcription
  • AI Services: OpenAI and Google Gemini for content analysis and chat features
  • Cloud Infrastructure: Google Cloud Platform for file storage and processing
  • Payment Processing: Stripe for subscription management
  • Email Services: For transactional emails and optional newsletters
  • Customer Support: For helping you with support requests

No AudioScribe human looks at your content except for limited purposes with your express permission, for example:

  • If an error occurs that stops an automated process from working and requires manual intervention to fix
  • To help you troubleshoot or resolve a support issue, with your consent
  • To investigate potential abuse or violations of our Terms of Service

To help you troubleshoot or squash a software bug, with your permission. If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses. Accessing a customer's account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our customers and the people reporting issues to us, and we do our best to balance those responsibilities throughout the process.

Aggregated and de-identified data. We may aggregate and/or de-identify information collected through the services. We may use de-identified or aggregated data for any purpose, including marketing or analytics.

When required under applicable law. AudioScribe is a U.S. company and all data infrastructure are located in the U.S.

  • Requests for user data. Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. However, if U.S. law enforcement authorities have the necessary warrant, criminal subpoena, or court order requiring us to disclose data, we must comply. It is AudioScribe's policy to notify affected users before we disclose data unless we are legally prohibited from doing so, and except in some emergency cases.
  • Preservation requests. Similarly, AudioScribe's policy is to comply with requests to preserve data only if compelled by the U.S. Federal Stored Communications Act, 18 U.S.C. Section 2703(f), or by a properly served U.S. subpoena for civil matters.
  • If we are audited by a tax authority, we may be required to disclose billing-related information. If that happens, we will disclose only the minimum needed, such as billing addresses and tax exemption information.

Finally, if AudioScribe is acquired by or merges with another company, we'll notify you well before any of your personal information is transferred or becomes subject to a different privacy policy.

Your rights with respect to your information

At AudioScribe, we strive to apply the same data rights to all customers, regardless of their location. Some of these rights include:

  • Right to Know. You have the right to know what personal information is collected, used, shared or sold. We outline both the categories and specific bits of data we collect, as well as how they are used, in this privacy policy.
  • Right of Access. This includes your right to access the personal information we gather about you, and your right to obtain information about the sharing, storage, security and processing of that information.
  • Right to Correction. You have the right to request correction of your personal information.
  • Right to Erasure / "To Be Forgotten". This is your right to request, subject to certain limitations under applicable law, that your personal information be erased from our possession and, by extension, from all of our service providers. Fulfillment of some data deletion requests may prevent you from using AudioScribe services because our applications may then no longer work. In such cases, a data deletion request may result in closing your account.
  • Right to Complain. You have the right to make a complaint regarding our handling of your personal information with the appropriate supervisory authority.
  • Right to Restrict Processing. This is your right to request restriction of how and why your personal information is used or processed, including opting out of sale of your personal information. (Again: we never have and never will sell your personal data.)
  • Right to Object. You have the right, in certain situations, to object to how or why your personal information is processed.
  • Right to Portability. You have the right to receive the personal information we have about you and the right to transmit it to another party. You can export your transcriptions and data directly from your AudioScribe account in various formats (TXT, PDF, SRT, VTT).
  • Right to not Be Subject to Automated Decision-Making. You have the right to object to and prevent any decision that could have a legal or similarly significant effect on you from being made solely based on automated processes. This right is limited if the decision is necessary for performance of any contract between you and us, is allowed by applicable law, or is based on your explicit consent.
  • Right to Non-Discrimination. We do not and will not charge you a different amount to use our products, offer you different discounts, or give you a lower level of customer service because you have exercised your data privacy rights.

Many of these rights can be exercised by signing in and updating your account information. If you have questions about exercising these rights or need assistance, please contact us at [email protected] or at AudioScribe Technologies LLC.

How we secure your data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted. Your files are stored in encrypted cloud storage. We follow industry best practices for data security, including:

  • Regular security audits and updates
  • Access controls and authentication systems
  • Encrypted data transmission and storage
  • Regular backups with encryption
  • Monitoring for suspicious activity

For more detailed information about our security practices, please review our Security Overview.

What happens when you delete content in your product accounts

When you delete content in AudioScribe:

  • Individual files or transcriptions: When you delete a file or transcription, it's immediately removed from your active workspace. The content remains in our backups for up to 30 days before being permanently deleted.
  • Account deletion: If you choose to cancel your account, your content will become immediately inaccessible and will be purged from our systems in full within 60 days.

Data retention

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected and use it and your choices:

  • Account information: We retain your account information for as long as your account is active
  • Transcriptions and files: We keep these for as long as your account is active, unless you delete them
  • Billing information: We retain billing-related information as required for tax and accounting purposes
  • Support correspondence: We may retain support-related communications to provide better service
  • Analytics data: We typically retain analytics data for 24 months

Location of site and data

Our products and other web properties are operated in the United States. If you are located in the European Union, UK, or elsewhere outside of the United States, please be aware that any information you provide to us will be transferred to and stored in the United States. By using our websites or Services and/or providing us with your personal information, you consent to this transfer.

When transferring personal data from the EU

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. Accordingly, AudioScribe has implemented appropriate safeguards to protect personal data, including the use of Standard Contractual Clauses where applicable.

We process your information for the purposes described in this Policy, based on the following legal grounds:

When we're performing our contract with you

  • Providing transcription and AI services you've requested
  • Processing payments and sending invoices
  • Providing customer support
  • Enabling access to your account and content

When we're pursuing legitimate interests

  • Improving and developing our services
  • Ensuring platform security and preventing fraud
  • Sending service updates and technical notices
  • Analyzing usage patterns to enhance user experience
  • Marketing our services (where we don't need consent)

When we're complying with legal obligations

  • Maintaining records for tax and accounting purposes
  • Responding to legal requests and court orders
  • Enforcing our Terms of Service
  • Protecting rights and safety

With your consent

  • Sending marketing emails and newsletters
  • Using cookies for analytics and advertising
  • Recording customer interviews or testimonials
  • Processing any special categories of data

California Privacy Rights

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

  • Right to know what personal information we collect, use, disclose, and sell
  • Right to delete personal information held by us and our service providers
  • Right to opt-out of the sale of personal information (we do not sell personal information)
  • Right to non-discrimination for exercising your privacy rights

To exercise these rights, please contact us at [email protected].

Business Transactions

If AudioScribe is involved in a merger, acquisition, or sale of all or a portion of its assets, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website of any change in ownership or uses of your Personal Information, as well as any choices you may have regarding your Personal Information.

We will require any successor entity to honor the terms of this Privacy Policy as it relates to your Personal Information. If they cannot, they must provide you with notice and an opportunity to delete your information.

Changes and questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. Whenever we make a significant change to our policies, we will refresh the date at the top of this page and take any other appropriate steps to notify users.

Have any questions, comments, or concerns about this privacy policy, your data, or your rights with respect to your information? Please get in touch by emailing us at [email protected] and we'll be happy to answer them!