Privacy Policy

1. Introduction

Welcome to TextOps ("we," "our," or "us"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our transcription service platform, including our website and API services (collectively, the "Service").

We are committed to protecting your privacy and ensuring transparency about how we handle your data. By using our Service, you consent to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Personal Information

We collect the following types of personal information:

• Account Information: Name, email address, and profile information from Google authentication
• Contact Information: Email address for service communications and transcription delivery
• Usage Data: Minutes consumed, transcription history, API usage statistics
• Payment Information: Billing details and transaction history (processed by secure third-party payment processors)

2.2 Media Files and Content

We process the following content:

• Audio and Video Files: Files you upload for transcription
• YouTube Links: URLs and metadata of YouTube videos you submit
• Google Drive Files: Files accessed through Google Drive integration (with your permission)
• Transcription Results: Generated text, summaries, translations, and formatted outputs

2.3 Technical Information

• Device Information: Browser type, operating system, device identifiers
• Log Data: IP addresses, access times, pages viewed, and actions taken
• Cookies and Analytics: Data collected through Google Analytics and similar services
• API Usage: API keys, request logs, and usage patterns

3. How We Use Your Information

3.1 Service Provision

• Process your audio/video files for transcription
• Generate accurate text transcripts using AI technology
• Provide summary and translation services
• Deliver results to your email address
• Maintain your account and usage history

3.2 Service Improvement

• Analyze usage patterns to improve transcription accuracy
• Develop new features and enhance existing ones
• Monitor system performance and troubleshoot issues
• Conduct research to advance transcription technology

3.3 Communication

• Send transcription results and status updates
• Provide customer support and technical assistance
• Send account notifications and service updates
• Share promotional offers and feature announcements (with consent)

4. AI and Machine Learning

We use AI technology to:

• Convert speech to text with high accuracy
• Enhance readability and formatting
• Generate summaries and key points
• Translate content between languages
• Improve service quality through machine learning

5. Data Sharing and Disclosure

5.1 Third-Party Services

We may share your information with trusted third-party providers:

• Google Services: Authentication, cloud storage, and analytics
• Firebase: Database and hosting services
• Payment Processors: Secure payment processing (LemonSqueezy, etc.)
• AI Service Providers: Transcription and language processing
• Email Services: Delivery of transcription results

5.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations and court orders
• Protect our rights, property, and safety
• Investigate potential violations of our terms
• Respond to government requests and regulatory inquiries

5.3 Business Transfers

In the event of a merger, acquisition, or sale of our business, your information may be transferred as part of that transaction.

6. Data Storage and Security

6.1 Storage Duration

• Media Files: Stored temporarily during processing, then deleted within a few days
• Transcription Results: Stored for up to 1 year for service delivery and support
• Account Information: Retained while your account is active
• Usage Logs: Retained for up to 24 months for analytics and improvement

6.2 Security Measures

We implement comprehensive security measures:

• Encryption in transit and at rest
• Secure authentication through Google OAuth
• Regular security audits and updates
• Access controls and user permissions
• Firebase security rules and monitoring

6.3 Data Protection

We ensure that:

• Only authenticated users can access their own files
• Organization members can only access shared organization content
• API keys are securely managed and can be revoked
• Regular backups protect against data loss

7. Your Rights and Choices

7.1 Account Control

You can exercise the following rights regarding your personal data:

• Access: View and download your transcription history through your account dashboard
• Update: Modify your account preferences and settings in your profile
• Delete: Request account deletion and complete data removal by contacting us at support@text-ops-subs.com
• Export: Download your data in standard formats from your account or request it via email

7.2 Privacy Settings

• Manage email notification preferences
• Control data sharing within organizations
• Revoke API key access at any time
• Opt out of non-essential communications

7.3 Regional Rights

Depending on your location, you may have additional rights under laws such as GDPR, CCPA, or other privacy regulations. These may include:

• Right to information about data processing
• 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

8. Cookies and Tracking

We use cookies and similar technologies to:

• Essential Cookies: Enable core functionality and user authentication
• Analytics Cookies: Understand service usage through Google Analytics
• Preference Cookies: Remember your language and interface settings
• Security Cookies: Protect against fraud and unauthorized access

You can manage cookie preferences through your browser settings, though disabling certain cookies may affect service functionality.

9. International Data Transfers

Your data may be processed and stored in various countries where our service providers operate, including the United States and European Union. We ensure appropriate safeguards are in place for international transfers through:

• Adequacy decisions by competent authorities
• Standard contractual clauses
• Certification schemes and codes of conduct
• Binding corporate rules where applicable

10. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us, and we will take steps to remove such information.

11. Service Limitations

11.1 Operating Hours

Our service is not available on Saturdays and Jewish holidays in accordance with our operational schedule.

11.2 Content Restrictions

We prohibit the upload of:

• Sexual or explicit content
• Violent or disturbing material
• Content that may offend individuals or groups
• Copyrighted material without proper authorization
• Illegal or harmful content

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on our website
• Update the "Last Updated" date
• Notify users of material changes via email
• Obtain consent for significant changes where required

Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.

13. Contact Information