Legal
Privacy Policy
Last updated 2026-10-30
Draft, pending legal review
This document is a draft template and has not yet been reviewed by a lawyer. It may change before Transcript Audio launches.
Summary
Your recordings, transcripts and notes are stored on your computer, not by us. When you use cloud transcription or AI summaries, the audio or transcript passes through our AI service to our AI subprocessors, is processed under zero-retention settings and is then discarded. We never store it. Otherwise we only hold what we need to run your account and licence.
Cloud processing may take place in the UK or the EU, depending on the model.
In privacy optimised mode, available on every plan, transcription and AI notes run on your computer and nothing leaves it, unless you switch on the optional zero-retention cloud fallback.
Harvie Software Solutions Ltd is the controller of the personal data described here. Contact us at privacy@transcript.audio.
Meeting content
- On your device: recordings, transcripts, notes, consent logs and Questions as you go history are saved locally. Transcription on your computer never leaves your device.
- Cloud AI processing: when you choose cloud transcription, AI summaries or Questions as you go in the cloud, only the audio or text needed for that task is sent, encrypted in transit, through our AI service to the AI provider that performs it. Providers are bound by data processing terms and zero-retention settings where available, and do not use your content to train their models. Our AI service processes the request and discards the content; it is not stored or logged by us.
- We record usage amounts (such as minutes transcribed) to apply plans and fair use, never the content.
We never see full card numbers: Stripe handles card details.
What we hold
| Data | Why | Lawful basis |
|---|---|---|
| Account email address and sign-in provider identifier | To create and secure your account and contact you about it | Contract |
| Plan, subscription status and billing records (from Stripe: customer id, invoices, amounts, country) | To provide your plan and keep accounting records | Contract; legal obligation (tax records) |
| Devices: a name, platform and app version for each device you activate | To apply your plan’s device limit and let you manage devices | Contract |
| Meeting counts: a random meeting id, start time, duration and platform (no content) | To apply your plan’s meeting allowance | Contract |
| Usage amounts (minutes transcribed, number of AI requests; no content) | To apply plans and the fair-use policy | Contract |
| Hashed IP addresses | Rate limiting and preventing abuse; we do not store raw IP addresses | Legitimate interests (security) |
| Emails you send to support | To answer you | Legitimate interests |
We do not use analytics, advertising or tracking tools. The website only uses strictly necessary cookies (see the cookie policy).
Who we share data with
- AI subprocessors (transcription and language model providers), only for the meeting content you send for cloud processing, as described above. A current list is available on request and in our DPA.
- Vercel Inc.: hosting for this website and its server functions, which run in the London region.
- Amazon Web Services, London region (eu-west-2): our account database (DynamoDB), account emails (Amazon SES, sent from noreply@transcript.audio) and our AI service, which passes meeting content to the AI providers and returns the result without storing it.
- Stripe: payments. Stripe processes payment details under its own privacy policy.
- Authorities, where the law requires it.
We do not sell your data or share it for advertising.
International transfers
Some of our subprocessors, including Stripe, Vercel and some AI providers, may process data outside the UK, including in the United States. Where they do, we rely on UK adequacy regulations or the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or equivalent safeguards.
How long we keep it
- Account, device, meeting count and usage data: while your account is open, and deleted within 30 days of closing it.
- Billing and invoice records: 6 years after the end of the financial year, as UK tax law requires.
- Hashed IP addresses for rate limiting: up to 30 days.
- Support emails: up to 2 years after the conversation ends.
Your rights
Under UK GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data deleted;
- restrict or object to some processing, including processing based on legitimate interests;
- receive your data in a portable format.
To use any of these rights, email privacy@transcript.audio. We will reply within one month.
Complaints
Please contact us first so we can try to help. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Children
The Service is not intended for children under 16 and we do not knowingly collect their data.
Changes
We will update this policy when our practices change and show the date at the top.
Contact
Harvie Software Solutions Ltd, a company registered in England and Wales (company number [company number]), registered office: [registered office address]. Email: support@transcript.audio.