Privacy Policy

1. Introduction

Welcome to MindTranscript ("we," "our," or "us"). We are committed to protecting your privacy and handling your data in an open and transparent manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-to-text transcription service.

By using MindTranscript, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

• Account Information: When you register, we collect your name, email address, and encrypted password.
• Audio Recordings: Voice recordings you create using our service.
• Transcribed Content: The text transcriptions and enhanced versions of your audio.
• Notes and Organization: Your saved notes, folder names, and organizational preferences.

2.2 Automatically Collected Information

• Usage Data: Information about how you interact with our service, including features used and time spent.
• Device Information: Browser type, operating system, IP address, and device identifiers.
• Cookies: We use session cookies for authentication and functionality.

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain our transcription service
• Process your audio recordings using OpenAI's Whisper API for transcription
• Enhance your transcribed text using AI to improve grammar and clarity
• Store your notes securely in your personal account
• Authenticate your account and prevent unauthorized access
• Send you service-related notifications and updates
• Improve our service based on usage patterns and feedback
• Comply with legal obligations and enforce our Terms of Service

5. Third-Party Services

We use the following third-party services to provide our functionality:

6. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: Passwords are hashed using bcrypt. Data is encrypted in transit using HTTPS/TLS.
• Secure Authentication: We use NextAuth.js for secure session management.
• Database Security: Your notes are stored in a secure, access-controlled database.
• Limited Access: Only you can access your personal notes and recordings.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

7. Your Data Rights

Under GDPR and other privacy laws, you have the following rights:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your account and all associated data.
• Data Portability: Request a copy of your data in a machine-readable format.
• Withdraw Consent: Withdraw consent for data processing at any time.
• Object: Object to certain types of data processing.

To exercise these rights, please contact us at:legal@mindtranscript.com

8. Data Retention

• Audio Files: Automatically deleted after 10 minutes.
• Account Data: Retained until you delete your account.
• Notes: Retained until you manually delete them or close your account.
• Backup Data: May be retained for up to 30 days in backup systems after deletion.

9. Children's Privacy

Our service is not intended for users under the age of 13 (or 16 in the EU). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately, and we will delete such information.

10. International Data Transfers

Your data may be processed across multiple secure regions through our trusted cloud service providers. We ensure appropriate safeguards are in place for all data transfers in compliance with GDPR and other applicable laws.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically for any changes.