Security And Privacy In TranscribeAny: How Your Recordings Stay Protected

Recordings often contain private conversations, customer details, interviews or internal plans. Knowing exactly who can open a file, how long it stays, and what happens when you share or delete it helps you use transcription with confidence. This guide explains the protections built into TranscribeAny and the simple choices that keep your work private.

Protection for every upload and playback

Uploads, playback and account requests travel over encrypted connections, and stored files are encrypted at rest. Media is kept in private storage, so recordings cannot be browsed or listed publicly.

Playback uses a stable address together with a short-lived access cookie tied to your account. Every request for the media checks your permission again. Copying the address on its own does not give someone else access.

Before upload, videos, large audio files and formats that browsers cannot play are converted to a compact audio track on your device. If you turn on audio cleanup, that cleanup also happens on your device before upload. The converter may be downloaded from a public code library the first time it is needed, but your media is never sent there.

Who can see a recording

If you do not own or belong to any workspace or team, recordings are private automatically: neither “Myself (private)” nor workspace choices are shown. Once you own or join a workspace, the destination choices appear before recording or uploading. That choice controls who can see the recording.

• Myself (private): only you can open the recording, transcript, edits, AI insights, questions and translations. Workspace owners and teammates cannot open it.
• A workspace: the recording runs on that workspace plan and appears in its shared library for the workspace owner and verified members.
• Shared later: you can share a private recording or folder into a workspace. Members of that workspace can then see it and its transcript.
• Folder names: when recordings in your private folder are shared, teammates see a generic label instead of your folder name.

These rules are enforced by the stored data itself, not only by hiding buttons in the app. A teammate cannot reach a private recording by typing its address.

Team permissions and invitations

Workspace owners manage seats, invitations and workspace rules. An invitation can only be accepted by an account with a verified email address matching the invited address, so a forwarded invite cannot be used from a different mailbox.

• Removing a member ends their access to shared workspace recordings right away.
• Recordings made for a workspace stay with that workspace after a member leaves.
• Actions on workspace recordings, such as edits, sharing and deletion, appear in the workspace activity history.
• Members can read teammates’ workspace recordings, but some actions, such as translating a teammate’s recording or managing public links, are limited.

Public read-only links

A public link is useful when someone outside your account needs to read a transcript. Anyone holding the link can read the transcript text until sharing is stopped. A public link does not give access to the media file or the account that made it.

1. Share a public link only with people who should read the transcript.
2. Avoid posting links to sensitive transcripts in public places.
3. Stop sharing as soon as the link is no longer needed.
4. For workspace recordings, the workspace owner controls public links.

AI processing without model training

To create transcripts, translations, summaries, chapters, action items and answers, audio or transcript text is sent to specialist speech and language services. They process it only to return the result you asked for, under contract terms that prohibit using it to train their own models.

TranscribeAny never uses your recordings or transcripts to train machine-learning models, and we do not sell your personal data. Live recordings are sent while you speak so text can appear in real time.

Deleting recordings and accounts

You can delete one recording or several at once from your library. For a private recording, deletion permanently removes the stored media file, transcript, edits, AI insights, translations and saved questions.

A workspace recording goes to the workspace recycle bin for 30 days first, so its owner can restore a mistaken deletion. After that, it is erased automatically, and the owner can erase it sooner. If you cancel a file while it is still uploading or waiting in line, it is removed permanently right away.

You can delete your whole account from Account settings when it is on the Free plan. Deletion erases your remaining recordings, transcripts, translations, AI insights, saved questions, owned workspaces and profile details. If a paid subscription is still running, cancel it and delete the account after the paid period ends.

A small usage record for each completed transcription, containing its date and length but no recording content, is kept so daily limits and fair use stay accurate. Some billing and legal records may also need to be kept.

Cookies and email choices

Essential cookies and browser storage keep you signed in, protect your account, play recordings and remember settings. Optional analytics and advertising load only after you choose “Accept optional”. Choosing “Decline optional” keeps them off and does not limit the app.

In Settings, you can turn off each type of marketing email or unsubscribe from all marketing email at once. Important account, security, billing and workspace emails are still sent when needed.

Good habits for sensitive recordings

• Record or upload only when you have permission from the people involved.
• Without a workspace, recordings are private automatically. When destination choices are shown, use “Myself (private)” unless your team needs the recording.
• If you own or belong to a workspace, check the destination before starting a transcription.
• Use a strong password or sign in with a trusted account, and sign out on shared devices.
• Download only the formats you need, and store exported files securely.
• Review public links and workspace members regularly.
• Delete recordings you no longer need.

No online service can promise absolute security. TranscribeAny combines encryption, private storage, account-based permissions and clear deletion choices to reduce risk, while you stay in control of what you upload and share.