Privacy Policy

Your Privacy is Our Priority

At OneScribe, we believe your conversations are yours. This policy explains how we protect, use, and respect your data with complete transparency.

Last updated: November 11, 2025

🔒 Privacy in a Nutshell

✅ What We Do

  • • Process conversations only to provide our service
  • • Encrypt all data with enterprise-grade security
  • • Give you complete control over your data
  • • Follow GDPR and CCPA standards

❌ What We Never Do

  • • Sell your data to third parties
  • • Train AI models on your conversations
  • • Share insights with competitors
  • • Access your data without permission

1. Information We Collect

Account Information

When you create an account, we collect basic information needed to provide our service:

  • Name and email address
  • Company name and role (optional)
  • Billing information (processed securely by Stripe)
  • Account preferences and settings

Conversation Data

To provide conversation intelligence, we process:

  • Audio recordings and transcriptions of meetings and calls
  • Meeting metadata (participants, duration, date)
  • AI-generated insights and summaries
  • Search queries and interaction data

Usage Information

We collect technical data to improve our service:

  • Log data (IP address, browser type, device information)
  • Feature usage and performance analytics
  • Error reports and debugging information
  • Integration usage data

2. How We Use Your Information

Primary Purpose: Service Delivery

We use your data exclusively to provide OneScribe's conversation intelligence features. This includes transcription, analysis, insights generation, and search functionality.

Specific Uses

  • Transcription: Converting audio to text using advanced speech recognition
  • Analysis: Generating insights, sentiment analysis, and conversation summaries
  • Search: Enabling you to find specific conversations and topics
  • Integrations: Syncing data with your CRM and other business tools
  • Support: Providing customer service and technical assistance
  • Security: Protecting against fraud, abuse, and security threats
  • Improvement: Enhancing our service performance and features (anonymized data only)

3. Data Sharing and Disclosure

⚠️ Important: We Never Sell Your Data

OneScribe has never sold personal data and never will. Your conversations contain your most sensitive business intelligence, and we treat them with the highest level of protection.

Limited Sharing Scenarios

We only share data in these specific circumstances:

Service Providers

Trusted partners who help us deliver our service (cloud hosting, payment processing, customer support). All have strict data protection agreements.

Legal Compliance

Only when required by law, court order, or to protect rights and safety. We'll notify you unless legally prohibited.

Business Transfer

In the unlikely event of a merger or acquisition, data would transfer under the same privacy protections.

4. Data Security

🔐 Encryption

  • • AES-256 encryption at rest
  • • TLS 1.3 for data in transit
  • • End-to-end encryption for sensitive data

🛡️ Access Controls

  • • Role-based access permissions
  • • Multi-factor authentication
  • • Regular access audits

Compliance & Certifications

  • GDPR Compliant: European privacy regulation compliance
  • CCPA Compliant: California Consumer Privacy Act compliance
  • HIPAA Ready: Healthcare data protection standards

5. Your Privacy Rights

✅ You Have Complete Control

We believe you should own and control your data. Here are the rights you have with OneScribe:

Access

Download all your data in a portable format

Correction

Update or correct any inaccurate information

Deletion

Delete your account and all associated data

Portability

Export your data to use with other services

Restriction

Limit how we process your personal information

Objection

Object to certain types of data processing

To exercise any of these rights, email us at support@onescribe.io. We'll respond within 30 days.

6. Data Retention

Active Accounts

We retain your conversation data for as long as you maintain an active OneScribe account. You can delete specific conversations or your entire account at any time.

Account Deletion

When you delete your account, we permanently delete all conversation data within 30 days. Some basic account information may be retained for legal compliance (up to 7 years).

Backup Data

Backup copies are securely deleted within 90 days. During this period, backup data remains encrypted and inaccessible for normal operations.

7. International Data Transfers

OneScribe is based in the United States, and our primary data centers are located in the US. If you're located outside the US, your data may be transferred to and processed in the US.

🌍 International Protections

  • • Standard Contractual Clauses (SCCs) for EU data transfers
  • • Equivalent protection regardless of data location
  • • Regular compliance audits and assessments
  • • Data localization options for Enterprise customers

8. Contact Information

Questions About Privacy?

We're committed to transparency and want to address any privacy concerns you may have.

Privacy Officer: support@onescribe.io
General Support: support@onescribe.io

9. Policy Updates

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

📧 We'll Always Notify You

  • • Email notification for significant changes
  • • 30-day notice before changes take effect
  • • Clear explanation of what's changing and why
  • • Option to review and accept or close your account

Questions About Our Privacy Practices?

We're here to help. Our privacy team is committed to transparency and will answer any questions you have.