Privacy Policy

1.1 Information You Provide Directly

Account Information

• Email Address: Required for account creation and authentication
• User Role: Category selection during onboarding (e.g., podcaster, YouTuber, researcher, etc.)
• Authentication: We use email verification codes (OTP - one-time passwords) for secure access. No passwords are stored.

User Content & Communications

• Audio Files: Files you upload for transcription (see Transient Data section)
• Customer Support: Information provided when contacting support
• Feedback: Beta feature feedback, cancellation reasons, and other feedback you submit through the app
• Correspondence: Emails and communications sent to us

1.2 Transient Data

Some data temporarily exists on our servers during processing:

• Audio Files: Stored for 3-10 minutes during transcription processing, then automatically deleted
• Transcription Data: Temporarily held in server memory while being processed, never saved to disk
• File Metadata: Upload date and file size (retained for service operation)

1.3 Information Collected Automatically

In the desktop app

• Device Information: Windows or Mac, operating system version, processor architecture
• App Information: Application version and distribution channel (standard, Setapp, or on-premise)
• Usage Data: Credits used, feature interactions, screens viewed, file processing metadata
• Error Logs: Technical logs and crash reports linked to your account ID and user ID (transcript content is removed from logs)
• Approximate Location: Country-level location, worked out from your IP address at the moment an event reaches our analytics provider. The IP address itself is not stored.

We use PostHog, hosted in the European Union, for app analytics. In the app, PostHog stores an analytics profile in local application storage on your device. When you are signed in, that profile is linked to your user ID and account ID, together with your plan type and account role level, so that we can understand how features are used and diagnose errors.

Your name, your email address and your IP address are never stored by our analytics provider. The analytics hold only an account identifier. The record that connects that identifier to your email address is held separately, in our own database, which means the analytics data on its own cannot be linked back to you without it.

On the website

We use PostHog in cookieless mode on our website. It sets no cookies, stores nothing on your device, and does not assign you a persistent identifier.

• How visitors are counted: PostHog derives a temporary identifier on its own servers from your IP address, your browser’s user agent, and a secret value that rotates every day and is then deleted. Because that value changes daily, a returning visitor cannot be recognised from one day to the next.
• Your IP address is not kept. In cookieless mode it is used only to derive that daily identifier and is discarded immediately afterwards. It is not stored alongside the recorded website data.
• What is recorded: Pages viewed, clicks on links and buttons, the website that referred you, browser and operating system, screen and window size, browser language and time zone.

1.4 Advertising Measurement (Website)

We advertise on Google Ads and Microsoft Advertising. To find out which campaigns actually bring us customers, we measure them as follows:

• When you arrive from one of our ads and then click a download or purchase link, we store your campaign information in your browser’s local storage. This includes the click identifier assigned by Google or Microsoft, the campaign parameters contained in the link, the page you were on, and the time. We keep this for 90 days.
• When you then download the app, our servers send that click identifier to Google Ads and Microsoft Advertising, so that the download can be matched to the campaign it came from.
• If you go on to buy a subscription or a credit package, we send the click identifier again, this time together with an estimated customer value.

We place no advertising tags, pixels or scripts on this website. All of this is sent from our own servers after the fact. We do not send your name, your email address, or anything you have transcribed.

Whether we ask you first depends on where you are. If you are in the European Economic Area or the United Kingdom, we show a cookie banner and store nothing for this purpose until you accept it. In other countries we store it without asking, as local law permits, and the measurement described above still takes place. Wherever you are, you can remove this information at any time by clearing your browser’s site data for whispertranscribe.com.

1.5 Affiliate Tracking (Website)

If you reach our website through an affiliate or partner link, our affiliate platform Tolt stores a referral code in two cookies on your device for 30 days, so that the partner who referred you is credited if you buy something. Tolt receives the referral code, the address of the page you landed on, and the website that referred you.

As with advertising measurement, we ask for your permission first if you are in the European Economic Area or the United Kingdom. In other countries these cookies are set without a prompt, as local law permits.

1.6 Payment Information

• Payment Processing: Handled by Stripe. Subscriptions created before our migration to Stripe continue to be billed through LemonSqueezy.
• We never access or store credit card information.
• See Stripe’s Privacy Policy and LemonSqueezy’s Privacy Policy.