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Transcribe.so – Privacy Policy

Last updated: 20 February 2026

Transcribe.so is a product of Sunmoon.co Pte. Ltd. (UEN: 202432099D), a company registered in Singapore at 20A Tanjong Pagar Road, Singapore 088443 ("Transcribe.so," "we," "us," "our"). We are committed to protecting your privacy. This Privacy Policy explains what data we collect, how we use and protect it, and what choices and rights you have regarding your personal information and content.

1. Overview

Transcribe.so is an AI-powered transcription service that processes audio and video content. We collect personal information to operate your account and process content data (audio, video, transcripts, AI-generated outputs) to provide our transcription services.

Important: We do not use your content or AI-generated outputs to train AI models unless you explicitly opt into a data sharing program.

2. Data We Collect

2.1 Account & Identity Data

| Data Type | Examples | Purpose | | --------- | -------- | ------- | | Account Information | Email address, name, password hash, user ID | Create and authenticate your account | | Profile Data | Display name, preferences, settings | Personalize your experience | | Authentication Tokens | Session tokens, OAuth tokens (if using Google/social login) | Keep you securely logged in |

2.2 Payment & Billing Data

| Data Type | Examples | Purpose | | --------- | -------- | ------- | | Payment Information | Credit card last 4 digits, billing address (processed by Stripe) | Process subscription and wallet top‑up payments | | Subscription Data | Active plan tier (Basic/Plus/Pro), billing cycle dates, monthly credit balance, Stripe subscription ID | Manage your subscription and monthly credit pool | | Transaction Records | Purchase amounts, wallet credit balance, subscription invoices, transaction history | Manage your account credits and billing | | Wallet & Billing Data | Wallet top‑ups, credit holds, charges, refunds, plan credit deductions, wallet credit deductions | Track usage and billing across plan credits and wallet credits |

2.3 Content Data

| Data Type | Examples | Purpose | | --------- | -------- | ------- | | Input Content | YouTube URLs, uploaded audio/video files, original filenames | Process transcription requests | | Downloaded Media | Audio files extracted from YouTube via yt‑dlp through proxy infrastructure, or uploaded directly | Generate transcripts | | Processed Files | Audio files (.mp3), text files (.txt), metadata | Store your processed content | | Transcripts | Raw transcription text, timestamped utterances | Provide transcription service | | AI-Generated Outputs | Topics, chapters, summaries, embeddings, Q&A responses, entity extractions, speaker identifications | Provide enhanced features | | Metadata | Video titles, descriptions, channel names, durations, languages, timestamps | Organize and display your content |

2.4 Usage & Technical Data

| Data Type | Examples | Purpose | | --------- | -------- | ------- | | Usage Data | Pages visited, features used, transcription requests, search queries | Improve the Service, analytics | | Device Information | Browser type, operating system, device identifiers, screen resolution | Optimize performance, troubleshooting | | IP Address & Location | IP address, approximate geographic location | Security, fraud prevention, analytics | | Log Data | Access logs, error logs, performance metrics | Debugging, security monitoring | | Cookies & Similar | Session cookies, local storage, preference cookies | Maintain sessions, remember preferences |

2.5 AI Processing Data

| Data Type | Examples | Purpose | | --------- | -------- | ------- | | Embeddings | 2048-dimensional semantic vectors | Enable semantic search | | Search Queries | Text queries submitted to search/Q&A | Provide search and Q&A functionality | | Q&A History | Questions asked, answers generated, citations | Maintain Q&A history and improve accuracy | | Processing Metrics | API costs, token usage, processing times, model versions | Track costs, optimize performance |

3. Legal Bases for Processing

Depending on your jurisdiction (especially if you're in the EU/EEA/UK), we process your data based on:

  • Contract Performance – Processing necessary to provide the transcription services you've requested
  • Consent – Where you've explicitly agreed (e.g., optional marketing emails, data sharing programs)
  • Legitimate Interests – Service improvement, security, fraud prevention, analytics (balanced against your rights)
  • Legal Obligation – Compliance with tax, accounting, and regulatory requirements

4. How We Use Your Data

4.1 Core Service Operations

  • Create, maintain, and secure your account
  • Process your transcription requests using AI models
  • Store your content and outputs in cloud storage (Amazon S3)
  • Generate transcripts, timestamps, topics, chapters, summaries, and embeddings
  • Provide search and Q&A functionality
  • Manage your credit balance and billing
  • Send service-related notifications (job completion, errors, billing updates)

4.2 Service Improvement

  • Analyze usage patterns to improve features and performance
  • Debug errors and optimize processing pipelines
  • Conduct aggregated analytics (anonymized where possible)
  • Test and develop new features

4.3 Security & Fraud Prevention

  • Detect and prevent fraudulent transactions
  • Monitor for abuse, spam, or violations of our Terms of Service
  • Protect against security threats and unauthorized access

4.4 Communications

  • Send transactional emails (account creation, password resets, billing)
  • Notify you of service updates or changes
  • Respond to your support requests
  • Send marketing communications (only if you've opted in; you can unsubscribe anytime)

4.5 Legal & Compliance

  • Comply with legal obligations (tax reporting, law enforcement requests)
  • Enforce our Terms of Service
  • Resolve disputes

5. Third-Party Services & Data Sharing

We do not sell your personal data or content. We share data with trusted third-party service providers who help us operate the Service:

5.1 AI Service Providers

| Provider | Data Shared | Purpose | Privacy Policy | | -------- | ----------- | ------- | -------------- | | OpenAI | Audio files, transcripts, text for summarization/embeddings/Q&A | Transcription (GPT‑4o Transcribe, Whisper Large V3), summarization (GPT‑4.1), embeddings (text‑embedding‑3‑large), Q&A responses | OpenAI Privacy Policy | | AssemblyAI | Audio files | Transcription (Universal, Universal‑3 Pro) | AssemblyAI Privacy Policy | | ElevenLabs | Audio files | Transcription (Scribe v2) | ElevenLabs Privacy Policy | | Google | Audio files | Transcription (Gemini) | Google Privacy Policy | | Mistral AI | Audio files | Transcription (Voxtral Mini) | Mistral AI Privacy Policy |

Note: We send your content to these AI providers solely to generate outputs for you. Per our Terms and this policy, we do not authorize these providers to use your content for their own AI training unless you explicitly opt into a data sharing program.

5.2 Infrastructure & Storage Providers

| Provider | Data Shared | Purpose | | -------- | ----------- | ------- | | Amazon Web Services (S3) | Audio files, text files, processed outputs, metadata | Cloud storage for your content | | Supabase / PostgreSQL | Account data, metadata, transcription records, credits, billing records | Database hosting and management | | Redis Labs / Upstash | Cached data, session data, temporary processing data | Caching and performance optimization | | Proxy infrastructure providers | YouTube URLs, video metadata | Route yt‑dlp download requests on your behalf; your IP address is not forwarded to YouTube |

5.3 Payment Processors

| Provider | Data Shared | Purpose | | -------- | ----------- | ------- | | Stripe | Email, billing address, payment method details | Process credit purchases and payments |

5.4 Analytics & Monitoring

| Provider | Data Shared | Purpose | | -------- | ----------- | ------- | | Analytics tools (e.g., Vercel Analytics, PostHog, etc.) | Usage data, device info, anonymized metrics | Site analytics and performance monitoring |

5.5 Other Disclosures

We may share data when:

  • Required by law – Court orders, subpoenas, legal processes
  • Protecting rights – Investigating fraud, violations, or threats to safety
  • Business transfers – Mergers, acquisitions, or asset sales (you'll be notified)
  • With your consent – When you explicitly authorize sharing

6. Third-Party Content & YouTube

When you submit YouTube URLs:

  • The Service uses yt‑dlp, an open‑source media downloader, routed through proxy servers operated or contracted by Transcribe.so, to download the audio track from the YouTube video you specify
  • The download is performed at your direction and on your behalf — Transcribe.so acts as a technical intermediary executing your request
  • The YouTube URL you submit and associated metadata (video ID, title, duration) are processed and stored as part of your transcription record
  • Your IP address is not shared with YouTube during the download; the proxy infrastructure makes the request on your behalf
  • You are solely responsible for ensuring you have the legal right to download and process the content (see our Terms of Service, Section 5.2)
  • You acknowledge that your use of this feature must comply with YouTube's Terms of Service, copyright laws, and all applicable regulations
  • YouTube may collect its own data when you interact with videos directly; see YouTube's Privacy Policy

7. Data Storage & International Transfers

7.1 Storage Locations

Your data is stored on servers located in:

  • United States – Primary AWS S3 storage, database servers
  • Singapore – Application servers (may vary)
  • Other locations – As required by cloud providers and AI services

7.2 Cross-Border Transfers

If you're located in the EU/EEA, UK, or other jurisdictions with data protection laws, your data may be transferred to countries that don't have equivalent data protection laws. We rely on:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Adequacy decisions where applicable
  • Your consent where required
  • Contractual necessity to provide the services you've requested

7.3 Data Security in Transit & At Rest

  • All data transmitted over the internet is encrypted using TLS/SSL
  • Data stored in databases and S3 is encrypted at rest
  • We implement access controls, authentication, and monitoring

8. Data Retention

| Data Type | Retention Period | Reason | |-----------|------------------|--------- | | Account data | While account is active + 30 days after deletion | Allow account recovery; legal requirements may extend retention | | Content & transcripts | While account is active + 30 days after deletion | Provide "forever access" as promised; deletion grace period | | Backups | Up to 30 days after deletion | Disaster recovery | | Payment & tax records | 7 years after transaction | Legal and accounting requirements | | Usage logs & analytics | Up to 24 months, then aggregated or anonymized | Service improvement, security monitoring | | AI outputs (embeddings, summaries) | While account is active + 30 days after deletion | Linked to transcripts; deleted together | | Q&A history | While account is active + 30 days after deletion | Provide access to your Q&A records |

When you delete your account or individual transcripts:

  • Files are marked for deletion and removed from active storage within 30 days
  • Backups may retain data for up to 30 additional days
  • Some data may be retained longer if required by law, for fraud prevention, or to resolve disputes

9. Your Privacy Rights

Depending on your location, you may have the following rights:

9.1 Access & Portability

  • Right to Access – Request a copy of your personal data
  • Right to Portability – Receive your data in a structured, machine-readable format (JSON, CSV)
  • You can download your transcripts and processed files directly from the Service

9.2 Correction & Deletion

  • Right to Rectify – Correct inaccurate personal data
  • Right to Delete ("Right to be Forgotten") – Request deletion of your personal data and content
  • You can delete individual transcripts or your entire account through the Service

9.3 Control & Objection

  • Right to Restrict – Limit how we process your data
  • Right to Object – Object to processing based on legitimate interests (e.g., marketing)
  • Right to Withdraw Consent – Withdraw consent at any time (where processing is based on consent)

9.4 Automated Decision-Making

  • We do not make solely automated decisions that significantly affect you without human involvement
  • AI-generated outputs are tools for your use; you retain control over how to use them

9.5 How to Exercise Your Rights

  • Email us at [email protected] with your request
  • Through the Service – Use account settings to download, delete, or modify data
  • We may verify your identity before fulfilling requests
  • We will respond within the timeframe required by applicable law (typically 30 days)

10. Security Measures

We implement industry-standard security measures:

10.1 Technical Safeguards

  • Encryption in transit – TLS/SSL for all data transmission
  • Encryption at rest – Database and S3 storage encryption
  • Access controls – Role-based access, authentication, authorization
  • Network security – Firewalls, intrusion detection, DDoS protection
  • Secure infrastructure – Hosting on trusted cloud providers (AWS, Supabase)

10.2 Operational Safeguards

  • Regular security audits and monitoring
  • Incident response procedures
  • Employee access restrictions and training
  • Vendor security assessments

10.3 Limitations

  • No security system is 100% secure
  • You are responsible for keeping your login credentials secure
  • Report security vulnerabilities to [email protected] immediately

11. Cookies & Tracking Technologies

11.1 Types of Cookies

| Cookie Type | Purpose | Duration | |-------------|---------|----------| | Essential/Session | Keep you logged in, maintain session state | Session or up to 30 days | | Functional | Remember your preferences (theme, settings) | Up to 1 year | | Analytics | Understand usage patterns, page views | Up to 2 years | | Performance | Optimize loading times, caching | Varies |

11.2 Your Choices

  • Browser settings – Most browsers allow you to block or delete cookies
  • Do Not Track – We currently do not respond to DNT signals (industry standard is unclear)
  • Opt-out – You can opt out of analytics cookies through your account settings (if available)

Note: Blocking essential cookies may prevent you from using certain features of the Service.

12. AI Training & Data Sharing

Default Policy: We do not use your content (audio, video, transcripts) or AI-generated outputs (summaries, embeddings, Q&A responses) to train AI models or share with third parties for their AI training purposes.

Optional Data Sharing Program: We may offer an opt-in program where you can choose to contribute anonymized data to improve AI models. Participation is entirely voluntary, and you can opt out at any time.

13. Children's Privacy

The Service is not directed to individuals under 18 (or under 16 in the EU/EEA). We do not knowingly collect personal data from children.

  • If you are under 18, you must have parental or guardian consent to use the Service
  • If we discover we've collected data from a child without proper consent, we will delete it
  • Parents/guardians: if you believe your child has provided data, contact us at [email protected]

14. California Privacy Rights (CCPA/CPRA)

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

14.1 Right to Know

You can request:

  • Categories of personal information we collect
  • Categories of sources from which we collect personal information
  • Our business or commercial purpose for collecting personal information
  • Categories of third parties with whom we share personal information
  • Specific pieces of personal information we've collected about you

14.2 Right to Delete

Request deletion of your personal information, subject to certain exceptions.

14.3 Right to Opt-Out of Sale or Sharing

We do not sell personal information as defined by the CCPA. We do not share personal information for cross-context behavioral advertising.

14.4 Right to Correct

Request correction of inaccurate personal information.

14.5 Right to Limit Use of Sensitive Personal Information

We do not use or disclose sensitive personal information for purposes other than providing the Service.

14.6 Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

14.7 How to Exercise Rights

Email [email protected] or use our account settings. We will verify your identity and respond within 45 days (extendable by 45 days if necessary).

15. European Privacy Rights (GDPR)

If you are in the EU/EEA/UK, you have rights under the General Data Protection Regulation (GDPR):

15.1 Legal Bases

We process your data based on contract performance, consent, legitimate interests, or legal obligations (see Section 3).

15.2 Data Protection Officer

For GDPR-related inquiries, contact [email protected].

15.3 Supervisory Authority

You have the right to lodge a complaint with your local data protection authority if you believe we've violated your privacy rights.

15.4 International Transfers

See Section 7.2 for information about cross-border data transfers and safeguards.

16. Changes to This Privacy Policy

16.1 Updates

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices
  • Changes in applicable laws
  • New features or services
  • User feedback

16.2 Notice of Changes

When we make material changes, we will:

  • Update the "Last updated" date at the top of this policy
  • Post a notice on the Service
  • Send an email to the address associated with your account (for significant changes)
  • Provide at least 7 days' notice before changes take effect (for material changes that reduce your rights)

16.3 Your Acceptance

Continued use of the Service after the effective date constitutes acceptance of the updated policy. If you don't agree, you must stop using the Service and may delete your account.

17. Contact Us

Privacy Questions or Concerns

Email: [email protected]

Data Subject Requests

To exercise your privacy rights (access, deletion, correction, etc.), email [email protected] with:

  • Your name and email address associated with your account
  • The specific right you wish to exercise
  • Any additional information to help us verify your identity

Security Vulnerabilities

Report security issues to [email protected] immediately.

Mailing Address

Sunmoon.co Pte. Ltd. 20A Tanjong Pagar Road, Singapore 088443

This Privacy Policy is effective as of the "Last Updated" date above and applies to all users of Transcribe.so.