Privacy policy

1. Who we are

Audicite is operated by Audicite Technologies, Toronto, Canada (“Audicite”, “we”). For privacy questions or requests, email privacy@audicite.com.

When a workspace records or uploads content, the organisation or person who owns that workspace decides why it is processed and is the controller of that content. We process it on their behalf, under their instructions and this policy. For account and billing data, Audicite is the controller.

2. What we collect

Account data

• Your email address and name, and your Google profile if you sign in with Google.
• Workspaces you belong to and your role in each.
• Sign-in records: the device's browser type, IP address and times, so you can see and end your sign-ins and we can stop abuse.
• If you turn on two-step sign-in: an encrypted authenticator seed and hashed backup codes.

Content

• Audio you record or upload, and the transcripts made from it.
• Claims found in transcripts, their ratings, and copies of the public sources cited.
• Your edits, speaker names, quotes, comments, stories, documents and dictionary terms.
• Links you ask us to transcribe from. We fetch only what the link points to, and only from public pages whose robots.txt allows it.

Technical data

• Service logs (errors, timings, request metadata). Logs never contain transcript text.
• Cookies that keep you signed in. Your theme and layout choices are kept in your browser only. We use no advertising cookies.
• Website analytics. We use Google Analytics to see which pages people visit and whether sign-ups and payments go through. It sets cookies only if you choose Allow (change your choice any time with Cookie settings at the foot of every page). Without that, Google receives only cookieless counts. Advertising features are off. Google never receives your recordings, transcripts, their titles, your name or your email: links inside the app are sent with their ids removed.

3. Why we use it

• To provide the service you asked for: transcription, fact-checking, search, export, sharing.
• To secure accounts and the service, and to prevent abuse (legitimate interests).
• To email you sign-in links and essential notices about your account.
• To meet legal obligations.

We do not sell personal data, use your content for advertising, or use your content to train AI models.

4. Recording other people

Before every recording, Audicite asks you to confirm you have the consent the law requires from the people you record. You are responsible for that consent. People recorded who want their data removed can contact the workspace owner, or us, and we will help.

5. Who else processes it

We use a small number of providers to run Audicite: hosting, storage, speech-to-text, an AI model provider, web search, and email. Each receives only what its job needs and is bound by a data processing agreement. Customers can ask for the current list at privacy@audicite.com. We tell our speech provider not to use your audio for model improvement, and our AI provider does not train on data sent through its commercial API.

We disclose data to authorities only when the law compels us. Where we lawfully can, we will tell the affected workspace first and challenge requests that are overbroad. For journalists this matters: we will not hand over a newsroom's material voluntarily.

6. Where it is stored

Data is stored and processed in the United States. Where data moves across borders we rely on appropriate safeguards, such as the European Commission's standard contractual clauses with our providers. [Confirm the transfer mechanism with counsel.]

7. How long we keep it

• Content stays until you delete it, or until the workspace's retention period ends (owners can set 7 days to 2 years), whichever is first.
• Deleting a session removes its audio, transcript, claims and ratings. Our evidence ledger keeps only fingerprints of deleted entries, never their content.
• Closing your account deletes the sessions you recorded, workspaces where you were the only member, and your account data.
• Deleted data can remain in our database provider's encrypted backups until they expire on their regular cycle.
• The security audit log is kept to protect accounts; it records actions, not content.

8. Your rights

Depending on where you live (for example under the GDPR, the UK GDPR, Canada's PIPEDA or Quebec's Law 25, or US state laws such as the CCPA), you can:

• get a copy of your data: Account › Download my data gives it to you at once, in a machine-readable file;
• correct it: edit transcripts and your profile directly;
• delete it: delete sessions, or Account › Close your account;
• object to or restrict some processing, and withdraw consent;
• complain to your data protection authority.

For anything you cannot do in the app, email privacy@audicite.com. We answer within 30 days. If your content sits in someone else's workspace, we will pass your request to them.

9. Security

Data is encrypted in transit and at rest, sign-in is passwordless with optional two-step verification, and access is limited by role. Details are on the security page. If a breach affects your data, we will tell you and the relevant authorities as the law requires.

10. Children

Audicite is for professional use and is not meant for anyone under 16.

11. Changes

We will post changes here with a new date. If a change materially affects how we use your data, we will tell account owners by email before it takes effect.