Privacy Notice

This Privacy Notice explains how TranscribeAny collects, uses, stores, and shares your personal data when you use our website and transcription service. It also describes your privacy rights.

1. Who we are

TranscribeAny is the data controller for the personal data described in this notice. You can contact us through our contact form.

2. What data we collect

We collect the personal data you provide directly, such as your name, email address, and account credentials. We also collect data automatically, including device and browser information, IP address, usage data, and error or performance logs. When you use the service, we process the audio, video, and transcript content you upload so we can deliver the transcription and related features. If you transcribe from a link, we request the media at that address on your behalf and process the audio we retrieve in the same way as an upload. Where supported, we download and store a copy of that media so you can play and download it with the finished transcript; the source link is also stored with the recording so you can open the original.

To keep free allowances fair, we store a random anonymous marker in your browser and link it to the accounts that sign in from it. Free accounts sharing that marker share one daily allowance. The marker holds no personal information and is used only for abuse prevention.

Where your browser supports it, large video and audio files are converted to a compact audio track on your own device before upload, so less of your media leaves your computer. Live recordings are streamed to our speech provider while you record so text appears in real time, and are transcribed automatically when you stop recording. We also record limited operational events — such as a permanent usage entry for each completed transcription, checkout and seat-change steps you reached, invitation emails sent, and receipts issued for your payments — to enforce plan and invitation limits, place jobs in the processing queue, and diagnose delivery or payment problems.

3. How we use your data, and why we are allowed to

We use your data to create and manage your account, deliver transcription and the features you request, keep the service secure, respond to support requests, and send service-related notices. The table below sets out each purpose and the legal basis we rely on.

4. How we share your data

We share data only with the categories of recipient below, and only as far as each one needs it:

• Hosting, database, file storage, authentication and transactional email providers that run the platform on our behalf.
• Speech-to-text and language-model providers that generate your transcripts, translations, summaries, chapters, action items and Q&A answers. Live recordings are streamed to the speech provider while you record so text appears in real time.
• Paddle, our Merchant of Record, for orders, subscription management, payments, tax compliance and invoicing.
• Professional advisers, such as legal and accounting advisers, where necessary.
• Authorities and regulators where we are compelled by law.

AI providers process your audio and transcript text only to return a result to you, under contractual terms that prohibit using it for their own model training. If you share a recording or folder with one or more workspaces, members of those workspaces can see it and its transcript. If you choose a workspace as the destination before recording or uploading, that file runs on the workspace's paid plan and is added to the workspace's shared library automatically, so its owner can always see what was produced on their plan. Business seats are managed across all workspaces owned by the same account: each distinct member or pending invite is counted once, even if that person appears in several workspaces. We use membership and invitation-email records across those workspaces to calculate available seats, lock workspaces when necessary, and limit invitation email frequency. The owner of a workspace you belong to can also open recordings you made while you were a member even if you never shared them, and each of those views is recorded in the workspace content log along with other actions taken on workspace content. If you create a public read-only link for a transcript, anyone holding that link can read the transcript text until you revoke it.

We do not sell your personal data. We do not use your recordings or transcripts to train machine-learning models.

5. International transfers

Some of our service providers operate outside the country where you are located. When we transfer personal data internationally, we use appropriate safeguards, such as standard contractual clauses or adequacy decisions, to protect your data.

6. Data retention

We keep your account data for as long as your account is active. Uploaded recordings and transcripts are retained while your account is active. You can delete any single recording — or several at once — from your library at any time. For a recording that is private to you, deletion permanently removes the stored media file together with its transcript, edits, AI insights, translations and saved questions. A recording that is part of a team workspace goes to that workspace's recycle bin for 30 days first, where the workspace owner can restore it, and is then erased automatically; they can also erase it sooner. The minimal usage record for a completed transcription (its date and length) is kept after deletion so daily limits and fair use stay accurate; it contains no recording content.

You can delete your whole account from Account settings once your account is on the Free plan. While a paid, past-due or paused subscription is still running, deletion is blocked: cancel the plan first and delete the account after the paid period ends, so no subscription is left billing an account that no longer exists. Deleting the account permanently erases your remaining recordings, transcripts, translations, AI insights, saved questions, workspaces you own and your profile data. Deleted workspaces can be restored by their owner for 7 days before they are removed for good. We may retain limited records longer where required for legal, tax, or security purposes, and Paddle keeps its own order and invoice records as Merchant of Record.

7. Your rights

Depending on where you live, you may have the right to access, correct, delete, or restrict processing of your personal data, to object to processing, to withdraw consent, and to receive your data in a portable format. If you are in the UK or EEA, you also have the right to complain to your local supervisory authority. We aim to respond to requests within one month. You can also export selected recordings and available transcript formats together as a ZIP file from your library.

8. Security

We use technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security reviews. No service is completely secure, and we cannot guarantee absolute security.

9. Cookies and analytics

We use essential cookies to keep you signed in and maintain service security. We may use analytics cookies to understand how the site is used, where permitted. You can manage non-essential cookies through your browser settings.

10. Children

The service is not intended for children under 16, and we do not knowingly collect personal data from children under 16. If you believe we have collected such data, please contact us so we can delete it.

11. Changes to this notice

We may update this Privacy Notice from time to time. We will post the revised notice on this page with a new “last updated” date. Material changes will be communicated through the service or by email.

12. Contact us

If you have questions or requests about this notice or your data, contact us through our contact form.