Privacy Policy

1. Introduction

FastScribeX ("we," "our," or "us") provides audio and video transcription, AI summarization, AI chat, speaker identification, search, export, and related workflow services (the "Service"). This Privacy Policy explains what information we collect, how we use it, when we share it, how long we keep it, and what choices and rights you may have.

By using the Service, you agree to this Privacy Policy. If you do not agree, you must not use the Service.

2. Our Privacy Commitments

• We collect only the information reasonably needed to provide, secure, support, and improve the Service.
• We do not sell your personal information.
• We do not use your uploaded audio or video files to train our own AI models.
• We process your files and transcripts for the features you request, such as transcription, summaries, AI chat, search, export, support, and compliance review.
• Original uploaded audio and video files are automatically deleted after 24 hours unless we must retain limited data for security, abuse prevention, legal compliance, billing, or dispute resolution.

3. Information We Collect

3.1 Information You Provide

• Account information: name, email address, authentication identifiers, organization information, and settings.
• Payment and subscription information: plan selection, billing status, invoice records, and limited payment metadata. Full card details are handled by our payment processor and are not stored by us.
• Uploaded content: audio files, video files, file names, metadata, transcripts, speaker labels, bookmarks, tags, folders, shares, exported files, and related processing state.
• AI content: prompts, custom templates, AI summaries, AI chat messages, generated responses, and model selections.
• Support and feedback: messages, attachments, logs, surveys, and other information you send to us.

3.2 Information Collected Automatically

• Usage data: pages and features used, upload events, transcription and AI summary usage, timestamps, quota usage, errors, and diagnostic events.
• Device and log data: IP address, browser type, operating system, device identifiers, language settings, referring pages, and crash or performance data.
• Cookies and similar technologies: session cookies, authentication cookies, preference storage, analytics identifiers, and security tools. You can limit cookies through your browser, but some features may stop working.

3.3 Compliance Review Data

We may collect and review account activity, content metadata, usage patterns, prompts, transcripts, summaries, or limited content samples when needed to detect fraud, enforce our Terms, investigate abuse, respond to legal obligations, or conduct random compliance audits.

4. How We Use Information

We use collected information to:

• Provide, operate, maintain, and improve the Service
• Process transcription, speaker identification, AI summary, AI chat, search, share, and export requests
• Create and manage accounts, organizations, subscriptions, usage quotas, invoices, and payments
• Send service notices, security alerts, support responses, product updates, and administrative messages
• Detect, prevent, and respond to fraud, abuse, prohibited content, security incidents, and policy violations
• Conduct random or targeted compliance audits, including checks for NSFW (Not Safe For Work, meaning content not appropriate for workplace or public settings) or other prohibited content
• Debug errors, analyze performance, measure feature usage, and improve reliability
• Comply with laws, enforce agreements, resolve disputes, and protect the rights, safety, and property of users, FastScribeX, and others

5. AI Processing and Third-Party Service Providers

We use third-party providers to operate core parts of the Service, including authentication, hosting, cloud storage, speech-to-text processing, AI processing, analytics, customer support, email delivery, and payment processing. We share information with these providers only as needed for them to perform services for us, and they are expected to protect information and use it only for those purposes.

AI summary and AI chat features may process transcript text, prompts, and related context through third-party AI providers, including OpenAI and Anthropic model services or routing providers. Their processing may be subject to their own terms and privacy commitments.

6. Content Safety, NSFW (Not Safe For Work) Content, and Audits

You must not upload, submit, transcribe, summarize, store, share, or process NSFW (Not Safe For Work) content, including content not appropriate for workplace or public settings, or other prohibited sexual, exploitative, non-consensual, illegal, or abusive content through the Service. You must not use AI summary, AI chat, prompts, templates, or any other feature to generate, transform, expand, translate, or facilitate that content.

We may conduct automated, manual, random, or targeted reviews of content and account activity to verify compliance. If we identify or reasonably suspect prohibited content, we may remove content, preserve limited evidence, suspend or terminate accounts, block future access, refuse refunds, and report activity to law enforcement or other authorities where required or appropriate.

7. How We Share Information

We may share information with:

• Service providers: vendors who help us operate, secure, support, and bill for the Service.
• Organization administrators: if you use the Service through an organization, administrators may access account, usage, billing, and workspace information according to their role.
• AI and transcription providers: providers that process content to deliver transcription, summaries, AI chat, or related features.
• Legal and safety parties: courts, regulators, law enforcement, rights holders, safety organizations, or other parties when required by law or when we believe disclosure is necessary to protect rights, safety, or compliance.
• Business transfer parties: counterparties and advisers in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets.

We do not rent or sell your personal information for advertising.

8. Data Retention and Deletion

• Original audio and video files: automatically and permanently deleted 24 hours after upload unless limited retention is required for security, legal, billing, dispute, or abuse-prevention reasons.
• Transcripts, summaries, AI chat history, folders, tags, shares, and exports: retained until you delete them, close your account, or request deletion, subject to legal and operational exceptions.
• Account and billing records: retained while your account is active and for a reasonable period afterward for tax, accounting, legal, security, and dispute purposes.
• Usage and security logs: generally retained for up to 90 days, unless a longer period is needed for security, fraud prevention, debugging, legal compliance, or investigations.
• Compliance evidence: if content is suspected to violate our policies, we may retain limited records as needed to enforce our Terms, prevent re-registration abuse, respond to claims, or comply with law.

After account deletion, we will delete or anonymize personal data within 30 days where reasonably practicable, except where retention is necessary for legitimate business, security, legal, tax, or compliance purposes.

9. Data Security

We use administrative, technical, and organizational safeguards designed to protect information, including encryption in transit, access controls, authentication requirements, logging, monitoring, and vendor security review. No system can be guaranteed to be fully secure, and you use the Service at your own risk.

10. Your Choices and Rights

Depending on your location, you may have rights to access, correct, delete, export, restrict, or object to processing of personal data, and to withdraw consent where processing is based on consent. You may also opt out of marketing emails by using the unsubscribe link or contacting us.

To exercise rights, contact us at the email address below. We may need to verify your identity and may deny or limit requests where permitted by law.

11. GDPR Privacy

If the GDPR or similar laws apply, our legal bases for processing may include performance of a contract, legitimate interests, consent, legal obligations, vital interests, and public interests. You may have rights to access, rectify, erase, restrict, port, or object to certain processing, and to lodge a complaint with a supervisory authority.

12. California Privacy Notice

California residents may have rights under the CCPA/CPRA to know what categories of personal information we collect, use, disclose, and share; request access or deletion; correct inaccurate personal information; opt out of certain sharing or sales; limit use of sensitive personal information where applicable; and not be discriminated against for exercising privacy rights. We do not sell personal information for money.

13. International Data Transfers

We and our providers may process information in the United States and other countries that may have data protection laws different from those in your location. Where required, we use appropriate safeguards for international transfers.

14. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal information from children. If you believe a child has provided personal information, contact us and we will take appropriate action.

15. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for their privacy practices. Review their privacy policies before providing information to them.

16. Changes to This Policy

We may update this Privacy Policy from time to time. Changes are effective when posted unless a later date is stated. For material changes, we may provide notice through the Service, email, or other reasonable means.

17. Contact Us

If you have questions or requests about this Privacy Policy, contact us at [email protected].