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Privacy Policy

Last updated: September 4, 2026

1. Introduction

OakyScribe ("we", "our", "us") is an AI transcription service. We operate the website oakyscribe.ai and provide AI-powered transcription, speaker diarization, summarization, and translation services. This Privacy Policy explains how we collect, use, and protect your information.

2. Information We Collect

Account Information

  • Email address (via Google OAuth or magic link sign-in)
  • Display name and profile picture (from Google, if provided)

Usage Data

  • Transcription job metadata (duration, language, format selected)
  • Credit balance and purchase history

Content You Provide

  • Audio and video files uploaded for transcription
  • URLs submitted for download and transcription

3. How We Use Your Information

  • To provide and improve our transcription services
  • To authenticate your identity and manage your account
  • To process payments and maintain credit balances
  • To send transactional emails (job completion notifications, magic link login)
  • To monitor service health and prevent abuse

4. Data Processing and Retention

Audio/video files are processed on our secure servers and then kept in your account, together with their transcripts, until you delete them. The audio stays available so you can play it back alongside the transcript.

Transcription results are stored in cloud storage and available for download and playback until you delete them. You can delete any transcription from the app at any time (it is removed from your account immediately); you can also request full erasure of the underlying files by contacting us.

We never use your content to train models. Transcription and speaker identification run with pre-trained open-source models (WhisperX, pyannote.audio) and nothing is fed back into any training pipeline of ours. When you ask for a summary or a translation (or, where enabled, when we suggest a title for a recording whose file name does not describe it), the transcript text is sent to a third-party AI API (Google Gemini) that acts as a data processor for that request only. See section 5.

5. Data Sharing

We do not sell, rent, or share your personal information with third parties, except:

  • Payment processing: Mercado Pago processes payments on our behalf. We do not store credit card details.
  • Cloud infrastructure: Google Cloud Platform hosts our services. Data is stored in the US (us-central1 region).
  • Email delivery: Resend handles transactional emails.
  • AI summaries, translations and automatic titles: Google Gemini API processes transcript text to generate summaries and translations when you request them, and to suggest a title when the file name does not describe the recording.
  • GPU processing: Modal runs the transcription workload on our behalf.
  • Legal requirements: We may disclose information if required by law.

6. Security

We implement industry-standard security measures including:

  • HTTPS encryption for all communications
  • Files encrypted at rest in Google Cloud Storage (Google-managed keys)
  • Secure session management with signed JWT tokens
  • API key authentication for programmatic access
  • Infrastructure hosted on Google Cloud with managed security

7. Cookies

We use a small set of first-party cookies. None of them are sold, shared with advertisers, or used to track you across other websites:

  • vtd_session: keeps you signed in.
  • vtd_lang: remembers your language.
  • vtd_next: returns you to the page you came from after signing in.
  • vtd_new_user: short-lived signal that an account was just created.
  • vtd_attr: records how you first reached the site (for example "search" or the site that linked to us), so we know which channels bring people here. It stores a channel label only, never your browsing history or the pages you visit elsewhere.

Analytics

We use Google Analytics 4 (GA4) to understand how our service is used and to improve the user experience. GA4 may collect:

  • Pages visited and time spent
  • Device type, browser, and operating system
  • Referral source (how you found us)
  • General geographic region (country/city level)

GA4 does not collect your name, email, or any content from your transcriptions. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on or by using your browser's built-in cookie controls.

8. Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your account and associated data
  • Export your transcription results

To exercise these rights, contact us at sebastian@oakyscribe.ai.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated revision date. Continued use of the service after changes constitutes acceptance.

10. Contact

For questions about this Privacy Policy, contact us at:

Email: sebastian@oakyscribe.ai
Website: oakyscribe.ai