Privacy Policy for TalkToText AI

Effective Date: October 24, 2025 Last Updated: October 24, 2025

1. Introduction

Welcome to TalkToText AI, an AI-powered audio and video transcription service. At TalkToText AI, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you use our services.

By using TalkToText AI, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

We collect various types of information to provide and improve our transcription services:

2.1 Audio and Video Files

• What We Collect: Audio and video files you upload for transcription
• File Metadata: File name, size, duration, format, and upload timestamp
• Purpose: To process your files and generate accurate text transcripts

2.2 Transcription Data

• Generated Transcripts: The text content produced from your audio/video files
• Speaker Identification: Data identifying different speakers in multi-speaker content
• Timestamps: Time markers associated with transcribed segments
• Purpose: To deliver transcription results and enable features like speaker identification

2.3 Account Information (Optional)

• Email Address: If you create an account for advanced features
• Account Credentials: Username and encrypted password
• Profile Information: Any additional information you provide
• Purpose: To manage your account, provide customer support, and send service-related notifications

2.4 Payment Information

• Billing Data: Information required to process payments (handled by Stripe)
• Purchase History: Records of your credit purchases and usage
• Purpose: To facilitate billing and payment processing

Note: We do not store your full credit card information. Payment processing is handled securely by Stripe, our payment processor.

2.5 Usage Information

• Transcription History: Records of your past transcriptions
• Service Usage: Features accessed, transcription duration, and frequency of use
• Credits Usage: Tracking of your credit balance and consumption
• Purpose: To provide service analytics, manage your credits, and improve our services

2.6 Technical Information

• Device Information: Device type, operating system, browser type and version
• IP Address: Your Internet Protocol address
• Cookies and Tracking: Data collected through cookies and similar technologies
• Log Data: Server logs including access times, pages viewed, and errors
• Purpose: To optimize our services, ensure compatibility, and troubleshoot issues

3. How We Use Your Information

We use the collected information for the following purposes:

3.1 Provide Core Services

• Process your audio and video files to generate text transcripts
• Deliver transcription results in multiple formats (TXT, DOCX, SRT)
• Provide speaker identification and timestamp features
• Enable secure sharing of transcripts via links

3.2 Service Management

• Manage your account and credits
• Process payments and maintain billing records
• Send service-related notifications (e.g., transcription completion, credit usage)
• Provide customer support and respond to inquiries

3.3 Service Improvement

• Analyze usage patterns to improve our AI models and services
• Monitor system performance and troubleshoot issues
• Develop new features and enhance existing functionality

Important Note: We DO NOT use your uploaded audio/video content or generated transcripts to train our AI models without your explicit consent. Your content remains private and is used solely to provide you with transcription services.

3.4 Legal Compliance

• Comply with legal obligations and regulations
• Protect our rights, property, and safety
• Prevent fraud, abuse, and illegal activities

4. Data Retention

We retain your data for different periods based on its type and purpose:

4.1 Audio and Video Files

• Retention Period: Automatically deleted 30 days after upload
• User Control: You can manually delete files at any time through your account

4.2 Transcription Results

• Light Plan Users: Transcripts retained for 30 days
• Power Plan Users: Transcripts retained for 30 days
• Unlimited Plan Users: Transcripts retained for 90 days
• User Control: You can download and delete transcripts at any time

4.3 Account Information

• Retention Period: Retained until you delete your account
• Deletion: Upon account deletion, all associated data is permanently removed within 30 days

4.4 Payment Information

• Retention Period: Retained for accounting and tax purposes (typically 7 years as required by law)

4.5 Log Data

• Retention Period: Retained for 90 days for security and troubleshooting purposes

5. Data Security

We implement comprehensive security measures to protect your information:

5.1 Encryption

• In Transit: All data transmitted between your device and our servers is encrypted using TLS/HTTPS
• At Rest: Audio files, transcripts, and sensitive data are encrypted in storage

5.2 Access Controls

• Authentication: Secure login with encrypted passwords
• Authorization: Role-based access controls limit who can access your data
• Monitoring: Regular security audits and access logging

5.3 Security Practices

• Regular security assessments and vulnerability scanning
• Secure development practices and code reviews
• Incident response procedures for security breaches
• Employee training on data protection

Important: While we implement industry-standard security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to protecting your data.

6. Data Sharing and Disclosure

We respect your privacy and do not sell, trade, or rent your personal information to third parties. We may share your information only in the following limited circumstances:

6.1 Service Providers

We work with trusted third-party service providers who assist us in operating our services:

• Cloud Storage Providers: For secure file and data storage
• AI Service Providers: For audio processing and transcription (your content is processed securely and not used for training)
• Payment Processors: Stripe for secure payment processing
• Email Service Providers: For sending service-related notifications

All service providers are bound by confidentiality agreements and are prohibited from using your data for any purpose other than providing services to us.

6.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal processes (subpoenas, court orders, warrants)
• Governmental or regulatory requests
• Investigations of potential violations of our Terms of Service
• Protection of our rights, property, or safety, or that of our users or the public

6.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website before your data is transferred and becomes subject to a different privacy policy.

6.4 With Your Consent

We may share your information with your explicit consent for purposes not covered in this policy.

7. Your Rights and Choices

You have the following rights regarding your personal information:

7.1 Access Rights

• View and access all personal data we hold about you
• Request a copy of your data in a portable format

7.2 Correction Rights

• Update or correct inaccurate or incomplete personal information

7.3 Deletion Rights

• Request deletion of your personal information
• Delete your account and all associated data
• Manually delete uploaded files and transcripts

7.4 Objection Rights

• Object to certain types of data processing
• Opt-out of marketing communications

7.5 Data Portability

• Export your transcripts in multiple formats (TXT, DOCX, SRT)
• Download all your data before account deletion

7.6 Withdraw Consent

• Withdraw your consent for data processing at any time

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

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience:

8.1 Types of Cookies

• Essential Cookies: Required for basic site functionality
• Analytics Cookies: Help us understand how you use our services
• Preference Cookies: Remember your settings and preferences

8.2 Cookie Management

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our services.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws.

We ensure appropriate safeguards are in place when transferring data internationally, including:

• Standard contractual clauses approved by regulatory authorities
• Data processing agreements with service providers
• Compliance with applicable data protection regulations

10. Children's Privacy

TalkToText AI is not intended for children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately, and we will delete such information.

11. GDPR Compliance (For EU Users)

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to be informed about data processing
• Right to access your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Rights related to automated decision-making

Legal Basis for Processing: We process your data based on:

• Your consent
• Performance of our contract with you
• Compliance with legal obligations
• Our legitimate interests

Data Protection Officer: For GDPR-related inquiries, contact [email protected]

12. CCPA Compliance (For California Residents)

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

• Right to know what personal information is collected
• Right to know whether personal information is sold or disclosed
• Right to opt-out of the sale of personal information (we do not sell your information)
• Right to deletion of personal information
• Right to non-discrimination for exercising your rights

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

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

Notification of Changes:

• We will post the updated policy on this page
• We will update the "Last Updated" date at the top
• For material changes, we may notify you via email or prominent notice

Your Continued Use: Your continued use of TalkToText AI after changes are posted constitutes acceptance of the updated policy.

We encourage you to review this Privacy Policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Email: [email protected] Website: https://talktotextai.net

We will respond to your inquiry within a reasonable timeframe, typically within 30 days.

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Thank you for trusting TalkToText AI with your audio transcription needs. Your privacy and security are our top priorities.