Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Name and email address from your sign-in provider
• Profile picture (if provided by your sign-in provider)
• Organization or workspace name

1.2 Content You Upload

When you use Dictatio, we store:

• Video files you upload
• Video metadata (titles, descriptions, tags)
• Transcripts generated from your videos
• Comments and annotations you add
• AI-generated summaries and chapters

1.3 Usage Information

We automatically collect certain information about your use of the service:

• Log data (IP address, browser type, device information)
• Feature usage analytics
• Video viewing statistics
• Search queries within the platform

1.4 Payment Information

Payment processing is handled by a secure third-party payment processor. We do not store your complete credit card numbers on our servers. We only receive limited information such as the last four digits of your card, card type, and billing address.

2. User-Uploaded Data

2.1 Processing of User Data

The Service processes and stores data uploaded by users at their direction. The Company does not independently review, verify, validate, or control the content of user-uploaded data.

The Company acts solely as a data processor with respect to user-uploaded data and processes such data only in accordance with user instructions and applicable contractual obligations.

2.2 Data Accuracy and Responsibility

Users are solely responsible for the accuracy, quality, integrity, legality, and appropriateness of user-uploaded data. The Company does not assume responsibility for the content or accuracy of such data.

2.3 HIPAA and Regulated Data

The Service is not intended to receive or process protected health information ("PHI") unless expressly agreed to in writing through a Business Associate Agreement. Users are responsible for determining whether their uploaded data includes PHI or other regulated data and for ensuring compliance with applicable healthcare and data protection laws.

3. How We Use Your Information

We use the information we collect to:

• Provide and maintain the Dictatio service
• Process and transcode your video uploads
• Generate transcriptions using AI-powered speech recognition
• Create AI-powered summaries and smart chapters for your videos
• Enable search functionality across your video library
• Process payments and manage your subscription
• Send you service-related communications
• Improve our products and develop new features
• Detect, prevent, and address technical issues or abuse

4. AI and Machine Learning

Dictatio uses artificial intelligence and machine learning to provide features such as:

• Transcription: Automatic conversion of speech to text
• Semantic Search: Intelligent search across your video content
• Smart Chapters: AI analysis identifies topic boundaries and key moments
• Summaries: AI-generated summaries help you quickly understand video content

Your content is processed solely to provide the requested features. We do not use your content to train machine learning models for other customers or third parties.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share your information with:

4.1 Service Providers

We work with trusted third-party service providers who assist us in operating our platform, including providers of cloud infrastructure, payment processing, transcription services, AI capabilities, and authentication services. These providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Team Members

If you use Dictatio as part of a team or organization, your content may be visible to other members of your workspace based on permission settings.

4.3 Legal Requirements

We may disclose your information if required by law, court order, or government request, or to protect the rights, property, or safety of Dictatio, our users, or others.

6. Data Security

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

• All data is encrypted in transit using TLS 1.2+
• Videos and files are stored with encryption at rest
• Access controls and authentication for all systems
• Regular security audits and monitoring
• Secure authentication via trusted identity providers

The Company implements administrative, technical, and physical safeguards designed to protect user-uploaded data in accordance with industry-standard security practices and applicable compliance frameworks, including SOC 2. However, the Company does not assume responsibility for the nature or content of data uploaded by users.

7. Data Retention

We retain your data for as long as your account is active or as needed to provide you services. When you delete your account:

• Your videos and files are permanently deleted from our storage
• Your account information is removed from our databases
• Transcripts and AI-generated content are deleted
• This process is typically completed within 30 days

Some information may be retained for longer periods if required for legal compliance, dispute resolution, or fraud prevention.

8. Your Rights and Choices

You have the following rights regarding your personal information:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Delete your account and all associated data
• Export: Download your data in a portable format
• Opt-out: Unsubscribe from marketing communications

To exercise these rights, visit your Account Settings or contact us at [email protected].

9. International Data Transfers

Dictatio is based in the United States. Your information may be transferred to and processed in the United States and other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

10. Children's Privacy

Dictatio is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

12. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at: