Privacy Policy

Who we are

TranscribeChat is run by André Daniel Souza Silva, an individual based in Portugal. He is the controller of your personal data under the GDPR and the LGPD.

For any question about your data, write to support@transcribechat.com.

Before you pay: your file stays on your device

When you choose your WhatsApp export, your browser opens it on your phone or computer. The ZIP file itself is never sent to us.

Your browser counts the messages, voice messages, audio minutes and photos, and shows the price. This reading happens on your device.

What your browser sends to us

Videos, documents and other attachments stay on your device. The document names them by file name only.

Nothing is transcribed before you pay. To confirm the price and prepare your order, your browser sends these three things to our storage:

• The conversation text: messages, senders, dates and times
• Each voice message, as the original file
• Each photo

How we use what you upload

Our server measures each voice message again to confirm the price before you pay. After payment, we send each voice message to a transcription provider.

No AI model reads the text of your conversation. Our own code builds your Word and PDF documents.

We also keep a fingerprint of the upload: a code computed from the text and from each voice file. It lets us recognise the same file if you upload it again, so you are not charged twice.

Payment and your email address

Stripe handles your payment on its own page. Stripe receives your card details directly; we never see or store your card number.

From Stripe we receive the payment reference, the amount, the currency, Stripe's fee and, if any, the refund. We send Stripe only your order number and your email address.

Your email address is how we deliver your order. We use it to send:

• The download link, and the link again if you ask for it
• News about a delayed order, with its deadline
• A refund notice
• The link to set a password

The optional account

You do not need an account. If you set a password from the link in your order email, we create an account for that email address.

We store your password only as a salted hash, never the password itself. When you sign in, a session cookie keeps you signed in.

Sign-in uses only email and password. No Google or Apple login is involved, so no other company learns that you use TranscribeChat.

Technical and usage data

Like any website, our host receives your IP address and browser details with each request, in order to deliver the page.

We also record how people use the site, so we can see what works and what fails. These records never contain conversation text, names from the conversation, transcripts or photos. They hold:

• The page where you arrived, the site or link that sent you, and campaign tags in that link
• Steps of your order: upload started and finished, price shown, payment, processing, email sent, link opened, download made
• Numbers about the upload: its size, your type of device, and counts of messages, voice messages, audio minutes, photos and participants
• The reason a file was refused, for example that it is not a WhatsApp export

Why we may use your data

Under the GDPR and the Brazilian LGPD, each use needs a legal basis. These are ours.

• To perform our contract with you (GDPR Art. 6(1)(b); LGPD Art. 7, V): reading your upload, transcribing it, building and delivering the documents, and the emails about your order
• To meet legal duties (GDPR Art. 6(1)(c); LGPD Art. 7, II): keeping the receipt of each payment for accounting and tax law
• Our legitimate interest (GDPR Art. 6(1)(f); LGPD Art. 7, IX): answering card disputes, preventing double charges and fraud, keeping the service secure, and measuring the service without content

Who processes your data

We use these providers, and each one receives only what its job needs. We do not sell your data, and we do not share it for advertising.

• OpenAI: the audio of each voice message, to transcribe it
• AssemblyAI: the audio of a voice message, only when OpenAI cannot transcribe it
• Stripe: your email address, the amount and your card details, to take the payment
• Resend: your email address and the email we send you
• Cloudflare R2: the files we store, encrypted
• Neon: our database, with your order, receipt, email address and usage records
• Vercel: hosting of the website and the server code
• Inngest: runs our background jobs and receives only order numbers, never content

International transfers

Some of these providers are based in the United States or process data there. This means your data can leave the European Economic Area and Brazil.

Each such transfer relies on safeguards that the GDPR and the LGPD accept. These are the EU-US Data Privacy Framework where the provider is certified, or the standard contractual clauses in the provider's data processing terms.

How long we keep each thing

Your download link works for 7 days. When it expires, we delete the content of your order.

As a safety net, our storage also deletes any file older than 9 days on its own.

• The ZIP file: never leaves your device
• Conversation text, voice messages and photos: deleted when the 7-day link expires, or 24 hours after upload if you do not pay
• Transcripts, the Word file and the PDF: deleted when the 7-day link expires
• The upload fingerprint: deleted with the content
• A refunded order: its content follows the same 7-day rule
• Your email address: kept on the receipt, then replaced by a one-way hash after 180 days
• Your password hash: kept until you delete your account
• The receipt: amount, currency, payment reference, payment time, refund and Stripe's fee; kept for accounting and legal duties
• Order counts: the number of messages, voice messages, audio minutes, photos, participants, and the length of the conversation in days; kept
• The delivery record: processing times, attempts, how many voice messages failed, and downloads; kept

What remains after deletion

After the content is deleted, we keep only the receipt, the order counts and the delivery record. They hold no names, no conversation title, no dates from inside the conversation and no text.

We keep your email address for 180 days because a card dispute can arrive up to 120 days after a payment. After that, the hash lets us recognise a returning customer, but nobody can read the address from it.

Security

Your browser encrypts the chat text, every voice message and every photo with a key made for your order before they leave your device, and the transcripts are encrypted with the same key. The finished Word and PDF files are stored encrypted by our storage provider and reached only through links that expire within minutes. Every connection to the site uses HTTPS.

Files are uploaded and downloaded only through signed links. Your order link carries a long random code, never your order number.

The tool we use to read business numbers cannot read conversation text or transcripts. No system is perfectly secure; if a breach affects your data, we will tell you and the authorities as the law requires.

No training of AI models

Your conversation is not used to train AI models. Our transcription providers receive only audio, and under their API terms they do not use it to train their models.

Other people in your conversation

A conversation contains messages from other people. You decide what to upload and why, and we process it only to make your document.

If you appear in a conversation someone else uploaded, you can write to support@transcribechat.com. We will answer within the limits of the law.

Your rights

Under the GDPR and the LGPD, you can:

• See the data we hold about you
• Correct data that is wrong
• Delete your data, or delete your order or your account yourself
• Limit or object to how we use your data
• Receive your data in a portable format

How to use your rights

Write to support@transcribechat.com from the email address of your order. We answer within one month.

You can also complain to a data protection authority. In Portugal this is the CNPD, in Brazil the ANPD, or you can go to the authority where you live.

Cookies

We use no advertising cookies and no advertising tags.

We store nothing in your browser to recognise you on a later visit. Which page or link brought you here stays in the open page only, and is kept with your order if you place one. Your browser does keep the private links to the orders placed or opened in it, so you find them again under Your orders; they stay on your device and are used only to open those orders.

We use only these two cookies, both needed for the site to work:

• A language cookie, which remembers the language you chose
• A session cookie, only when you sign in to your account

Children

TranscribeChat is for adults. We do not knowingly collect data from anyone under 18. If you believe a child has sent us data, write to us and we will delete it.

Changes to this policy

We will update this page when what we do with your data changes. The date at the top shows the latest version.

Contact

Questions about this policy or your data: support@transcribechat.com.