Privacy Policy

1. Introduction

Audio Chatly ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our audio transcription and chat service.

By using the Service, you consent to the data practices described in this Privacy Policy. If you do not agree with the practices described, please do not use the Service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address (required for account creation and authentication)
• Name (optional, for personalization)
• Password (hashed and encrypted)
• Subscription tier and status

2.2 Audio Files and Transcripts

We collect and store:

• Audio files you upload for transcription
• Transcribed text generated from your audio files
• Metadata about your transcripts (title, duration, creation date)
• Chat conversations related to your transcripts

2.3 Usage Data

We automatically collect usage information:

• Audio minutes used per month
• Number of messages sent per day/month
• Feature usage patterns
• Device and browser information
• IP address and location data (general region only)

2.4 Payment Information

Payment processing is handled by Stripe. We do not store your credit card information. We only store:

• Stripe customer ID
• Subscription status and tier
• Billing history (amounts and dates only)

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Process your audio files and generate transcriptions
• Enable AI chat functionality with your transcripts
• Process payments and manage subscriptions
• Send you service-related notifications (transcription complete, payment reminders)
• Send you marketing communications (with your consent, opt-out available)
• Monitor usage limits and enforce subscription tiers
• Detect and prevent fraud or abuse
• Comply with legal obligations

4. Data Sharing and Third-Party Services

4.1 Service Providers

We share data with trusted third-party service providers:

• Azure OpenAI Service: For audio transcription (Whisper model) and chat functionality (GPT-4 model). Your audio files and transcripts are processed by Azure OpenAI Service in accordance with their privacy policy and data processing agreement.
• Stripe: For payment processing. Stripe handles all payment information in accordance with PCI DSS standards.
• Resend: For sending transactional and marketing emails.
• Cloud Infrastructure Providers: For secure data storage and hosting.

4.2 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities (e.g., court orders, government agencies).

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

5. Data Retention

Active Accounts: We retain your data for as long as your account is active. Data retention periods vary by subscription tier:

• Free Trial: Transcripts are retained for 7 days of activity
• Starter: Transcripts are retained for 30 days
• Plus: Transcripts are retained for 60 days
• Professional: Transcripts are retained for 90 days

Cancelled Accounts: After subscription cancellation, you have a 30-day grace period to export your data before permanent deletion, regardless of your subscription tier.

Legal Requirements: We may retain certain data longer if required by law or for legitimate business purposes (e.g., fraud prevention, tax records).

6. Your Rights

You have the following rights regarding your personal data:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data
• Portability: Export your data in a machine-readable format
• Objection: Object to processing of your data for certain purposes
• Withdrawal of Consent: Withdraw consent for marketing communications

To exercise these rights, please contact us at audio.chatly@gmail.com

7. Privacy Act 2020 (New Zealand Users)

If you are located in New Zealand, you have additional rights under the Privacy Act 2020:

• Right to be informed: You have the right to know what personal information we collect and how we use it
• Right of access: You can request access to your personal information we hold
• Right to correction: You can request correction of inaccurate or incomplete information
• Right to complain: You have the right to make a complaint to the Privacy Commissioner if you believe we have breached your privacy rights

We comply with the Privacy Act 2020 and the Information Privacy Principles (IPPs). We process your personal information for the purposes of providing our services, managing your account, and complying with legal obligations.

To exercise your rights under the Privacy Act 2020, please contact us at audio.chatly@gmail.com. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at www.privacy.org.nz.

8. GDPR Compliance (EU Users)

If you are located in the European Union, you have additional rights under the General Data Protection Regulation (GDPR):

• Right to be informed about data collection and processing
• Right of access to your personal data
• Right to rectification of inaccurate data
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object to processing
• Rights related to automated decision-making

Our lawful bases for processing your data include: contract performance (subscription services), legitimate interests (service improvement), and consent (marketing communications).

9. CCPA Compliance (California Users)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You have the right to know what personal information we collect, use, disclose, or sell
• Right to Delete: You can request deletion of your personal information that we have collected
• Right to Opt-Out: You have the right to opt-out of the sale of your personal information (we do not sell your personal information)
• Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

We do not sell your personal information to third parties. We may share your information with service providers as described in Section 4, but this does not constitute a "sale" under the CCPA.

To exercise your CCPA rights, please contact us at audio.chatly@gmail.com. We will respond to your request within 45 days, as required by law.

10. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

• Maintain your session and authentication state
• Remember your preferences
• Analyze usage patterns (if analytics are enabled)

You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of the Service.

11. Security Measures

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

• HTTPS encryption for all data in transit
• Encryption at rest for sensitive data
• Secure password hashing (bcrypt)
• Regular security audits and updates
• Access controls and authentication

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

12. Children's Privacy

The Service is not intended for children under 18 years of age. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us and we will delete such information.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Email notification to the address associated with your account
• Posting a notice on the Service

Your continued use of the Service after such changes constitutes acceptance of the updated Privacy Policy.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Email: audio.chatly@gmail.com

Support Email: audio.chatly@gmail.com