Privacy Policy

Scribez helps you transform audio recordings into organized notes and study materials using AI. This policy explains how we handle your data.

Last updated: January 2025

1. Information We Collect

Account Information

When you create a Scribez account, we collect:

  • Username: Your chosen username for login
  • Email (optional): Only if you provide it or sign up with Google
  • Password: Securely hashed using industry-standard encryption
  • Google ID: If you choose to sign in with Google

Learning Content

To provide AI-powered note-taking services, we process:

  • Audio files: Recordings you upload for transcription (MP3, WAV, etc.)
  • PDF documents: Study materials you upload
  • Transcripts: AI-generated text from your audio files
  • Course organization: How you categorize your content
  • Generated content: AI-created flashcards, study guides, and notes
  • Chat history: Your conversations with the AI tutor
  • Progress tracking: Your study session data and quiz results

Technical Information

For service functionality and security:

  • Session data: Login sessions and authentication tokens
  • Usage logs: Access patterns for security and debugging
  • File metadata: Upload timestamps and file sizes
  • Subscription info: Plan type and usage limits
Important: Your files are stored locally on our servers. We never share your personal study content with third parties.

2. How We Use Your Information

Core AI Services

We use your data to provide Scribez's main features:

  • Audio Transcription: Converting your recordings to text using OpenAI's Whisper API
  • AI Note Generation: Creating organized notes, summaries, and study guides
  • Flashcard Creation: Automatically generating study flashcards from your content
  • AI Tutoring: Providing personalized learning assistance through chat
  • Content Organization: Managing your courses and study materials

Account Management

  • Authenticate your login sessions
  • Track your subscription and usage limits
  • Manage your course organization
  • Store your preferences and settings

Communication

  • Send service-related notifications
  • Provide customer support
  • Share important updates and changes
AI Processing: When you upload audio or use AI features, your content is processed by OpenAI's services to provide transcriptions and intelligent responses.

3. Data Sharing and Third Parties

AI Service Providers

To provide AI-powered features, we work with:

  • OpenAI: Your audio files are sent to OpenAI's API for transcription and your text content for AI chat responses. OpenAI does not use your data for model training.
  • Local Storage: Your files are stored on our secure servers, not with third parties
  • Analytics: For usage insights (anonymized)

We Never Share

  • Your personal content with advertisers
  • Individual user data for marketing
  • Unencrypted sensitive information
  • Data with unauthorized third parties

Legal Requirements

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

  • Protect our rights and property
  • Ensure user safety
  • Comply with legal processes

4. Data Security

How We Protect Your Data

  • Secure Storage: Your files are stored in isolated directories on our servers
  • Password Security: Account passwords are securely hashed, never stored in plain text
  • File Organization: Each user's files are completely separate (storage/user_ID/course_ID/)
  • Session Security: Login sessions use secure tokens with expiration
  • Rate Limiting: Protection against abuse with upload and request limits
File Privacy: Only you can access your uploaded files and generated content. We cannot see your personal study materials.

5. Your Control Over Data

What You Can Do

  • Delete Content: Remove individual courses, transcripts, or files anytime
  • Export Data: Download your transcripts and notes
  • Delete Account: Permanently remove your account and all associated data
  • Update Information: Change your username, email, or password

Automatic Data Management

  • File Cleanup: Temporary processing files are automatically deleted
  • Session Management: Login sessions expire for security
  • Storage Limits: Built-in limits prevent excessive data accumulation

6. Data Retention

How Long We Keep Your Data

  • Active Use: Your data is kept as long as your account exists
  • Account Deletion: All user files and data are permanently deleted when you delete your account
  • Temporary Files: Processing files (audio uploads) are cleaned up automatically
  • Session Data: Login sessions expire after a period of inactivity
Simple Policy: When you delete something or close your account, it's gone. We don't keep copies.

7. International Data Transfers

Your data may be processed in:

  • United States (where our servers are located)
  • European Union (for EU users)
  • Other countries with adequate protection

We ensure appropriate safeguards including:

  • Standard contractual clauses
  • Adequacy decisions
  • Certification schemes

7. Updates to This Policy

We may update this privacy policy from time to time. When we make significant changes, we'll post the updated policy on our website.

Your Acceptance: Continued use of Scribez after policy updates constitutes acceptance of the changes.

8. Contact Us

If you have questions about this privacy policy or want to exercise your rights, contact us:

Scribez Support Team

Email: support@scribezai.com

Website: https://scribezai.com

We're committed to protecting your privacy and will respond to your inquiries promptly.