Privacy Policy
Last Updated: 11th of June 2025
WhisperTranscribe B.V. ("we," "us," or "our") operates the WhisperTranscribe application (available for Windows and Mac) and the website whispertranscribe.com (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.
We are committed to protecting your privacy and complying with applicable data protection laws. Our company is registered in the Netherlands, and we serve users worldwide.
By using our Service, you agree to the collection and use of information in accordance with this Privacy Policy. If you do not agree with the terms of this Privacy Policy, please do not access the Service.
1. INFORMATION WE COLLECT
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
Device & Usage Information
Device Platform: Windows or Mac
Usage Data:
Number of credits used
Button clicks and feature interactions within the app
File processing metadata
Error Logs: Technical logs linked to your account ID and user ID (transcript content is removed from logs)
Website Analytics
We use Plausible.io for privacy-friendly, cookieless website analytics
Coarse Location: Country-level geographic data
Website Interaction: Page views and referrer information
1.4 Payment Information
Payment Processing: Handled entirely by LemonSqueezy
We never access or store credit card information
2. HOW WE USE YOUR INFORMATION
We use the collected information for the following purposes:
2.1 Service Provision (App Functionality)
Process email verification codes for authentication
Process your audio files for transcription
Track and manage your usage credits
Store transcriptions locally on your device only
Provide customer support
2.2 Communication
Send transactional emails (verification codes, service notifications)
Send onboarding emails via MailerLite
Send marketing communications (with your consent and easy opt-out options)
Respond to your inquiries and feedback
2.3 Analytics and Improvement
Analyze usage patterns and feature interactions
Debug technical issues using error logs
Improve service performance and features
Process user feedback for product development
2.4 Security and Legal
Ensure service security and prevent fraud
Comply with applicable laws and regulations
Respond to valid legal requests
3. DATA SHARING AND DISCLOSURE
We do not sell, trade, or rent your personal information.
3.1 Service Providers
We work with trusted third-party processors with whom we have DPAs:
OVH Cloud (Frankfurt, Germany) - Server infrastructure
OpenAI - Audio transcription (Enterprise agreement, no model training)
AssemblyAI - Audio transcription (Enterprise agreement, no model training)
Google Gemini - Audio transcription (Enterprise agreement, no model training)
MailerLite - Email services and marketing
LemonSqueezy - Payment processing and affiliate tracking
Plausible.io - Website analytics only
3.2 No Third-Party Advertising
We do not share data with advertising networks
We do not use tracking pixels or retargeting
We do not share data with data brokers
3.3 Legal Requirements
We may disclose information only when required by law or to:
Comply with legal obligations
Protect rights, property, or safety
Detect, prevent, or address fraud
Respond to government requests
3.4 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before any such transfer.
4. DATA RETENTION
Account Information: Retained while your account is active
Transient Data:
Audio files: Automatically deleted after 3-10 minutes
Transcription processing: Held in memory only during processing
Transcriptions: Stored only on your local device, never saved on our servers
Usage Data & Metadata: Retained while account is active
Error Logs: Automatically deleted after 3 months
Email Suppression List: Maintained indefinitely to honor unsubscribe preferences
Feedback: Retained until account deletion
Account Deletion: All personal data is deleted within 24 hours of account deletion request, except email addresses on suppression lists.
5.TRACKING
We do not track users across apps or websites.
Specifically:
We do not link your data with third-party data for advertising
We do not share data with advertising networks
We do not use tracking cookies, pixels, or device fingerprinting
We do not create advertising profiles
We respect Do Not Track browser signals
6. DATA SECURITY
We implement industry-standard security measures:
Email verification code authentication (no password storage)
Encrypted data transmission (HTTPS/TLS)
Secure European data centers (OVH Frankfurt)
Regular security assessments
Access controls on need-to-know basis
Enterprise agreements with AI providers ensuring no model training
Automatic deletion of transient data
However, no method of electronic transmission or storage is 100% secure.
7. YOUR RIGHTS AND CHOICES
7.1 Managing Your Information
To access, update, or delete your information, please contact us at support@whispertranscribe.com. We will respond to your request within a reasonable timeframe.
7.2 Email Communications
Marketing Emails: Unsubscribe using the link at the bottom of any marketing email
Transactional Emails: Required for service operation (verification codes, important notices)
Suppression List: We maintain a list of unsubscribed emails to honor your preferences
7.3 Regional Privacy Rights
European Union (GDPR) Rights
Access: Request a copy of your personal data
Rectification: Request correction of inaccurate data
Erasure: Request deletion of your data
Restriction: Request limited processing
Portability: Receive your data in a structured format
Objection: Object to certain processing activities
Automated Decision-Making: We do not engage in automated decision-making
California (CCPA) Rights
Know what personal information we collect and share
Request deletion of personal information
Opt-out of sale (we do not sell personal information)
Non-discrimination for exercising privacy rights
8. CHILDREN'S PRIVACY
Our Service is not intended for individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected information from a child under 13, we will delete it promptly.
Parents or guardians who believe we have information about a child under 13 should contact us immediately.
9. COOKIES AND SIMILAR TECHNOLOGIES
We do not use cookies. Our service operates without placing any cookies on your device.
For website analytics, we use Plausible.io, which is cookieless and privacy-friendly.
10. INTERNATIONAL DATA TRANSFERS
Server Location: Frankfurt, Germany (European Union)
Global Service: We serve users worldwide
Data Transfers: By using our Service outside the EU, you consent to transfer of your data to the EU
Safeguards: We ensure appropriate protections for all international transfers
11. LEGAL BASIS FOR PROCESSING (EU USERS)
Under GDPR, we process your personal data based on:
Contract Performance: To provide the Service you've requested
Consent: For marketing communications
Legitimate Interests: For service improvement, security, and fraud prevention
Legal Obligations: When required by law
12. DATA PROTECTION COMPLIANCE
We maintain records of our processing activities as required under Article 30 of the GDPR. While we are not required to appoint a Data Protection Officer as a small company, we have designated team members responsible for privacy compliance.
13. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time. We will notify you of changes by:
Updating the "Last Updated" date
Sending email notifications for material changes
Displaying notices within the Service when appropriate
Continued use after changes constitutes acceptance of the updated Privacy Policy.
14. CONTACT INFORMATION
For questions, concerns, or requests regarding this Privacy Policy:
Data Controller:
WhisperTranscribe B.V.
Heiman Dullaertplein 38B
3024CC Rotterdam
The Netherlands
Business Registration:
KvK (Chamber of Commerce): 92149995
VAT Number: NL865906075B01
EU Users: You have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or your local supervisory authority.
This Privacy Policy is effective as of 11th of June 2025 and supersedes all previous versions.
