Privacy Policy

Last Updated: May 3, 2025

Introduction

This Privacy Policy describes how Transcribe Pro ("we," "us," or "our") collects, uses, stores, and protects your information when you use the Transcribe Pro mobile application (available on iPhone, iPad, and Mac) (the "App") and related services (collectively, the "Service").

We are committed to protecting your privacy. Please read this policy carefully to understand our practices regarding your information. By using the Service, you agree to the collection and use of information in accordance with this policy.

Data Security

The security of your data is paramount. We implement robust technical and organizational measures designed to protect your Personal Data against unauthorized access, alteration, disclosure, or destruction. This includes encryption on your device, encryption during transit (using TLS), and encryption at rest on our servers. Processing of audio data occurs securely on our servers as detailed on our Security Practices page.

For a detailed explanation of our security measures, please visit our Security Practices page.

Information We Collect ("Personal Data")

We collect different types of information for various purposes to provide and improve our Service to you. This includes:

• Account Information (via Sign in with Apple): When you sign in using Apple, we receive a unique user identifier provided by Apple. Depending on your choices during sign-in, we might also receive your email address associated with your Apple ID. We use this information solely to create and manage your Transcribe Pro account, authenticate you, and associate your data (like audio files and subscriptions) with your account. We do not receive your Apple password.
• User Content (Audio Recordings and Transcripts): To provide the core functionality of the App, we collect the audio files you record within the App or import into it. We also generate and store the corresponding text transcripts derived from these audio files. This data is directly provided by you or generated at your request.
• Subscription and Purchase Information: When you subscribe or purchase transcription hours through Apple's In-App Purchase system, we receive transaction confirmation data from Apple (like a purchase token or receipt data). This confirms your purchase status but does not include sensitive payment details like your credit card number, which are handled directly by Apple. We use this information to manage your subscription status and provide access to the purchased services.
• Usage Data: Information on how you interact with the Service. This may include features utilized, session duration, button taps, screens viewed, crash reports, and performance data. We use this to understand usage patterns, improve the App, and diagnose issues. We may collect this using third-party analytics tools.
• Device Information: Information about the device you use (iPhone, iPad, Mac), such as the device model, operating system version, and screen resolution, primarily for optimizing the App display and diagnosing technical issues.
• Unique User Identifier (UUID): We generate a unique identifier linked to your account upon login. This helps us associate your usage data for analytics and store your preferences securely, persisting across app launches.
• Contact Information: If you contact us directly (e.g., for support via email), we collect your name, email address, and the content of your communication to respond to your inquiry.

How We Use Your Information (Purposes of Processing)

We use the collected data for various essential purposes:

• To Provide and Maintain the Service:
  • To authenticate you and manage your user account.
  • To receive, store, and provide you access to your uploaded audio files.
  • To perform audio transcription: Your uploaded audio files are processed on our secure servers using advanced AI speech recognition technology to generate text transcripts as requested by you.
  • To display your transcripts within the App across your signed-in devices (iPhone, iPad, Mac).
  • To manage your subscriptions and purchased transcription hours, verifying access based on information received from Apple's In-App Purchase system.
• To Improve the Service: To monitor app usage, gather analytics (using tools like Amplitude), identify trends, and understand user needs to enhance features and usability.
• For Security and Technical Maintenance: To detect, prevent, and address technical issues, security incidents, or potential fraud. This includes monitoring server performance and logs.
• For Customer Support: To respond to your questions, requests, and feedback when you contact us.
• To Comply with Legal Obligations: To fulfill any applicable legal or regulatory requirements.

Audio Processing and the Whisper Model

To provide transcription services, your Audio Files are securely uploaded to our servers.

We use OpenAI's Whisper model, an advanced AI speech recognition technology, running on our own backend infrastructure to process your audio and generate transcripts. The Whisper model we use is operated under the terms of its MIT license.

Importantly, your audio data is NOT sent to OpenAI or any other third-party transcription service provider for processing. We manage the entire transcription process on servers we control.

Legal Basis for Processing Personal Data under GDPR

If you are from the European Economic Area (EEA) or the UK, our legal basis for collecting and using the Personal Data described depends on the data and context:

• Performance of a Contract: We process your Account Information, User Content (Audio/Transcripts), and Subscription/Purchase Information primarily because it is necessary to provide the Service you requested under our Terms and Conditions. This includes creating your account, performing the transcription, managing your subscription, and allowing you to access your data.
• Legitimate Interests: We process Usage Data, Device Information, and associated UUIDs for analytics, service improvement (e.g., identifying popular features, fixing bugs), security monitoring, and technical maintenance based on our legitimate interest in operating and enhancing a secure and functional service, provided this does not override your fundamental rights and freedoms. Processing Contact Information to respond to your support requests is also based on legitimate interests (ours and yours).
• Consent: For certain optional processing activities not covered above (if any are introduced in the future, e.g., optional feedback surveys), we would rely on your explicit consent, which you could withdraw at any time. Currently, our primary processing relies on Performance of a Contract and Legitimate Interests.
• Legal Obligations: We may process your data where necessary to comply with a legal obligation (e.g., responding to lawful requests from authorities, financial record-keeping related to subscriptions).

Third-Party Services and Data Sharing

We may employ third-party companies and individuals ("Service Providers") to facilitate our Service, provide parts of the Service on our behalf, perform Service-related services, or assist us in analyzing how our Service is used. These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

• Authentication (Sign in with Apple): We use Apple's "Sign in with Apple" service to allow you to create an account and log in. When you use this service, we receive information from Apple as described in the "Information We Collect" section. Your interaction with Sign in with Apple is governed by Apple's Privacy Policy.
  • Apple's Privacy Policy
• Payment Processing (Apple In-App Purchase): All subscriptions and purchases of transcription hours are processed securely by Apple through their In-App Purchase system. We do not collect or store your payment card details. Apple's handling of your payment information is governed by their policies.
  • Apple's Privacy Policy
• Analytics (Amplitude): We use Amplitude to analyze app usage (Usage Data, Device Information, user identifiers) to understand user behavior and improve user experience.
  • Amplitude's Privacy Policy
• Backend Hosting: Our backend infrastructure, including the servers where your Account Information, Audio Files, and Transcripts are stored and processed (including running the Whisper model), is hosted by reputable cloud service providers [Optional: You can name your provider like AWS, Google Cloud, Azure if desired, or keep it general]. These providers act as data processors on our behalf and are contractually bound to maintain the security and confidentiality of your data.

We do **not** share your Audio Files or Transcripts with any other third parties, except as necessary for hosting/storage with our infrastructure provider or if required by law.

We may also disclose your information if required by law or in response to valid requests by public authorities (e.g., a court or a government agency).

Data Retention

We retain your Personal Data only for as long as necessary for the purposes outlined in this Privacy Policy.

• User Content (Audio Recordings and Transcripts): Your audio files and the generated transcripts are stored on our servers as long as your account is active, allowing you to access them across your devices. You can delete individual audio files and their associated transcripts at any time through the App. If you delete your account, your User Content will be permanently deleted from our active servers.
• Account Information: Retained for the duration your account is active. Anonymized or aggregated data derived from account information may be kept longer for statistical purposes.
• Subscription/Purchase Information: Retained as necessary to manage your access and for compliance with financial record-keeping obligations (which may extend beyond account deletion).
• Usage Data/Analytics Data: Necessary for analysis and service improvement, unless needed longer for security or legal reasons. Data sent to Amplitude is subject to their retention policies.
• UUID: Retained while your account is active to link analytics data.

We will retain and use data to the extent necessary to comply with our legal obligations (e.g., tax laws regarding purchases), resolve disputes, enforce our agreements, and maintain secure backups (which are typically kept for a limited time and isolated from active systems).

Your Data Protection Rights

Depending on your location (especially if you are in the EEA or California), you have certain data protection rights. We aim to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.

Your rights may include:

• The right to access, update or delete the information we have on you. You can access and update some of your Account Information directly through your Apple ID settings. You can delete your Audio Files and Transcripts directly within the Transcribe Pro App. To request deletion of your entire account or other information, please contact us via email at [Your Support Email].
• The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete (primarily applicable to Account Information or Contact Information).
• The right to object. You have the right to object to our processing of your Personal Data based on legitimate interests.
• The right of restriction. You have the right to request that we restrict the processing of your personal information under certain conditions.
• The right to data portability. You have the right to be provided with a copy of certain information we have on you (like Account Information and Transcripts) in a structured, machine-readable and commonly used format. You can download your audio files and copy transcripts directly from the App. For other portability requests, please contact us.
• The right to withdraw consent. Where we rely on consent for processing (if applicable), you have the right to withdraw it.

Please note that we may ask you to verify your identity before responding to such requests, especially for account deletion or data access requests made via email.

If you are in the EEA, you have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority.

Children's Privacy

Our Service does not address anyone under the age of 13 ("Children"). We do not knowingly collect personally identifiable information from children under 13. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.

Changes to This Privacy Policy

We may update our 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. We may also provide notice through the App (e.g., a pop-up or notification) or via email if we have your email address and the changes are significant. You are advised to review this Privacy Policy periodically for any changes.

Contact Us

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

By email: [email protected]