Privacy Policy

• Account identifiers from your sign-in provider. On iPhone this is Sign in with Apple; on Android and the web it is Google or Apple. We receive an account identifier, your email address, and your name when your provider supplies it.
• If you use Sign in with Apple and choose Hide My Email, we only ever receive Apple's private relay address, not your real address.
• An optional delivery email address, if you ask us to email your notes.
• Audio recordings you make in the app or upload for transcription.
• Transcripts and the PDF and Word files generated from them.
• Subscription status from Apple or Google — the plan, transaction identifiers, and renewal date — plus how many transcription minutes you have used.
• Basic technical and log data needed to keep the service secure and working.

We never receive your card or payment details. Purchases are handled entirely by Apple or Google.

• Authenticate your account and keep your notes in sync across devices.
• Upload, transcribe, store, and display your voice notes.
• Create PDF and Word exports, and email them if you choose that option.
• Apply your plan's transcription minutes and honour your subscription.
• Maintain, troubleshoot, and protect the app and backend service.

Where the GDPR applies, we rely on the following legal bases:

• Performance of a contract — to provide the transcription service you signed up for, including recording, transcription, exports, delivery, and subscription management.
• Legitimate interests — to keep the service secure, prevent abuse, and diagnose faults.
• Legal obligation — where we must retain records, for example for tax or accounting purposes.

We do not sell your personal information and we do not use your recordings or transcripts to train AI models. We use the following providers to operate the features you request:

• OpenAI — transcribes your audio into text.
• Supabase — account authentication, database, and private file storage for audio and generated documents.
• Vercel — hosting for the backend service and website.
• Resend — sends your finished PDF and Word documents by email, if you enable that.
• Apple and Google — sign-in and subscription billing for their respective platforms.

These providers act on our instructions and only for the purposes described here.

Some of these providers process data outside the European Economic Area, including in the United States. Where that happens, the transfer is covered by appropriate safeguards, such as the European Commission's Standard Contractual Clauses, under our agreements with those providers. You can contact us for more detail on the safeguards that apply.

• Audio recordings are deleted from our storage as soon as a note has been transcribed successfully. If transcription fails, the audio is kept so the note can be retried, and is removed once the note succeeds or you delete it.
• Transcripts and generated PDF files are kept in your account so you can read, export, and re-send them, until you delete the note or your account.
• Deleting a note in the app removes its record, its transcript, and its stored files from the service.
• Subscription and usage records are retained while your account exists, and afterwards only where we are required to keep them.

You can delete your entire account from inside the app, on the home screen. This permanently removes your account together with your notes, transcripts, generated files, and subscription records. It cannot be undone.

Deleting your account does not cancel a paid subscription, because those are billed by Apple or Google. Cancel the subscription in your Apple or Google account settings first, otherwise billing continues. You can also ask us to delete your account by emailing privacy@ai365.ie.

If you are in the EEA or the UK, you have the right to access your data, correct it, delete it, restrict or object to how we use it, and receive a copy in a portable format. To exercise any of these, email privacy@ai365.ie.

If you are unhappy with how we have handled your data, you can lodge a complaint with the Irish Data Protection Commission at dataprotection.ie, or with your local supervisory authority.

Data is sent over HTTPS and every request for your content is authenticated. Audio and generated documents are held in private storage that is not publicly accessible, and are served only through short-lived links issued to your signed-in account. No online service can guarantee perfect security, but we use safeguards appropriate to the data the app handles.

Transcribe Bot is not intended for children. You must be at least 16 years old to use the service, or the minimum age of digital consent in your country if that is higher.

We may update this policy as the product changes. When we do, the updated date on this page will change, and significant changes will be highlighted in the app or by email.