Privacy policy

1. Overview

This policy explains what Scribetide LLC ("we") collects when you use Scribetide (the "service"), why, who processes it, how long it is kept, and the choices you have. We are the data controller for the personal data described here. The short version: your recordings and transcripts are yours, they are stored privately, they are shared only with the services needed to transcribe and summarize them, and nothing is used to train models or sold to anyone.Scribetide is not designed for health or other regulated data; see Health and other regulated information in our terms.

2. What we collect

• Account data. Your email address, an optional display name, and a password that is stored only as a salted hash by our authentication provider. If you sign in with Google, we receive the email address of your Google account.
• Content. The audio and video files you upload, the transcripts produced from them, your edits, speaker names, key terms, AI notes, custom prompts and titles.
• Usage and technical data. Upload counts, file sizes and durations, minutes transcribed, number of AI generations, and standard server logs with IP address, browser type and timestamps. Our application log lines never contain transcript text, titles, media links or credentials. The hosting provider's request logs do record the addresses of the pages you open, including library search terms typed into the search box, and are kept for up to 30 days.
• Billing data. Stripe collects and stores your payment details. We keep your Stripe customer id, subscription status, plan, billing interval and renewal date.
• Support messages. Emails you send us and our replies.
• Marketing site analytics. When enabled, Plausible counts page views in aggregate on the public pages and on the sign-in, sign-up, password-reset and email-confirmation pages, and records an event when a sign-up form is submitted or a Google sign-in is started. It sets no cookies and does not identify individuals. On those same pages, Microsoft Clarity records how the page is used — clicks, scrolling, pointer movement and the layout of the page — so we can see which parts confuse people, and sets its own cookies to recognise a returning browser. What you type is masked before it leaves your browser, so passwords and email addresses are not captured in a recording. The signed-in application — your library, editor and settings — has neither: no recording or analytics script runs on any page that can show a transcript.

3. How we use it

• To provide the service: store your files, transcribe them, show and edit transcripts, generate notes when you ask, and export.
• To send transactional email: sign-up verification, password resets, and a message when a transcript is ready. You can turn the transcript-ready email off in Settings.
• To bill subscriptions and apply plan limits.
• To keep the service secure, prevent abuse, and diagnose problems.
• To answer support requests.
• To meet legal obligations, such as tax and accounting rules.

We do not show advertising, sell personal data, or build profiles for marketing.

4. Legal bases

Where the GDPR or UK GDPR applies, we process your data to perform our contract with you (providing the service and billing), for our legitimate interests (security, abuse prevention, service improvement without using your content), to comply with legal obligations, and with your consent where we ask for it. You can withdraw consent at any time.

5. Who processes your data

We use the providers below. Each receives only what its role needs, under agreements that restrict it to acting on our instructions.

No other third party receives your recordings, transcripts or notes. We disclose data beyond this list only if the law requires it, or to protect the rights and safety of users or the public.

6. No training on your data

We never use your recordings, transcripts or notes to train or improve machine-learning models. Our AssemblyAI account is opted out of AssemblyAI's Model Improvement Program, so the audio and transcripts we send it are not used to train its models. Anthropic and OpenAI do not use API inputs or outputs to train their models by default, and we have not opted in. AssemblyAI deletes its own copy of the audio and transcript after one day; we store the words and segments in our database at the end of transcription and never read them back from AssemblyAI.

7. How long we keep it

• Original audio and video: deleted according to your retention setting: immediately after transcription, after 24 hours, 7 days (the default), 30 days, or never. You can also delete the media of any recording at once from its page.
• Transcripts, edits and notes: until you delete them or close your account.
• Account data: until you close your account. We delete account data and content within 30 days of closure; encrypted backups are purged within a further 30 days.
• Server logs: 30 days.
• Billing records: as long as tax and accounting law requires, typically seven years.
• Support email: up to two years after the conversation ends.

8. Security

Data is encrypted in transit and at rest. Every table is protected by row-level security tied to your account, files live in a private bucket and are served only through short-lived signed links, and server credentials never reach the browser. Webhooks from our providers are verified before they are acted on. No method is perfect; if you believe there is a security problem, email support@scribetide.ai and we will respond quickly.

9. Your rights and choices

• Access and export: transcripts and notes can be exported from the app at any time.
• Correction: change your name in Settings; email us to correct anything else.
• Deletion: delete recordings, transcripts and media in the app. To close your account and delete everything, use Delete account in Settings, or email support@scribetide.ai from the account address.
• Notifications: turn the transcript-ready email off in Settings. Account emails such as verification and password resets are sent only when you request them.
• Objection, restriction and portability: where the GDPR, UK GDPR or CCPA/CPRA applies you also have these rights, and the right not to be discriminated against for exercising them. You may complain to your local data protection authority.

We answer requests within 30 days and may ask you to confirm your identity first.

10. Cookies

Inside the service — every page you see once signed in — the only cookies are strictly necessary ones: the session cookie that keeps you signed in and a local preference for light or dark theme. No analytics, advertising or session-recording script runs on any page that can show a recording or a transcript.

The public and sign-in pages are different, because Microsoft Clarity runs there. Clarity sets its own analytics cookies (_clck, _clsk and CLID) to tell one visit from the next, and, as part of loading, Microsoft also sets identifier cookies of its own on its domains (MUID, ANONCHK, MR, SRM_B and SM) that it uses across its services including advertising. We have told Clarity that this site's data must not be used for advertising, and we place no advertising of our own anywhere, but we would rather name those cookies than pretend they are not set. They expire between one day and just over a year. Clearing your browser's cookies removes them, and any tracker-blocking extension stops Clarity loading at all — nothing about the service breaks if you block it. Plausible, on the same pages, sets no cookies.

11. International transfers

The service is hosted in the United States, and most of our providers process data there. If you use the service from outside the United States, your data is transferred to and processed in the United States. Where the GDPR applies, transfers rely on the EU-US Data Privacy Framework or standard contractual clauses.

12. Children

The service is not directed to anyone under 18, and we do not knowingly collect personal data from children. If you believe a child has created an account, email us and we will delete it.

13. Changes to this policy

We may update this policy. For material changes we will notify you by email or in the app before they take effect. The date at the top shows when it was last revised.

14. Contact

Scribetide LLC
2406 Secor Rd, Toledo, OH 43606
support@scribetide.ai

See also the terms of service.