Who is responsible for your data
The stenograph.ai service, including the website, the desktop app for Mac and Windows, the Chrome extension and the iPhone and Android keyboards, is operated by the administrator of the stenograph.ai service. For any question about this policy or your data, write to [email protected]. We answer privacy requests by email.
Personal data we process
We process only the data needed to provide and secure the service.
- Account data. Your email address, a hashed password, the plan you chose, your language and app preferences, and for Team and Enterprise accounts the membership of your workspace.
- Billing data. The plan, the price, the billing period and the status of your subscription. Card details are entered on the page of our payment processor and are not stored by us.
- Usage data. Counts of dictation minutes, transcription minutes, meeting summaries and custom terms used in the current billing period, needed to apply the limits of your plan, plus technical logs such as time of request, app version and error codes.
- Custom vocabulary and writing styles. The terms and style settings you add, so that the service spells and formats text your way.
- Text history, if you keep it on. The text produced from your dictation, transcripts and meeting notes, so you can find and reuse it. Text history is optional, you can turn it off and you can delete it at any time.
- Audio. Your voice recordings and uploaded files are processed to produce text and then deleted. Audio is not stored after processing.
- One-time demo. If you use the one-time demo on the home page, we keep the resulting text and the technical data needed to apply the demo limits, without the audio.
- Support correspondence. Emails you send to [email protected] and our replies.
Why we process data and on what basis
For users in the European Union and other places with similar laws, each purpose relies on a legal basis.
| Purpose | Legal basis |
|---|---|
| Creating and running your account, providing dictation, transcription and meeting notes | Performance of the contract (Terms of Service) |
| Billing, invoices and accounting records | Performance of the contract and legal obligations |
| Applying plan limits and preventing abuse | Performance of the contract and our legitimate interest in a secure service |
| Security logs and fraud prevention | Legitimate interest in protecting users and the service |
| Service emails such as sign-up codes, receipts and important changes | Performance of the contract |
| Answering support requests | Performance of the contract and legitimate interest |
| Keeping text history | Your choice to keep history on, which you can change at any time |
We do not sell personal data and we do not share it for cross-context behavioral advertising. We do not use advertising pixels or tracking for advertising purposes.
Your content is never used to train AI models
The text and audio you create with Stenograph are used only to provide the service to you. We do not use your content to train AI models, and the AI model providers that process requests on our behalf are bound not to use it for training. Audio is sent for processing over an encrypted connection and deleted after the text is produced.
Who receives data
We use a small number of service providers who process data on our behalf and under our instructions. We describe them by category.
- Hosting provider, which runs our servers and databases.
- AI model providers, which convert audio to text and format it.
- Payment processor, which handles card payments and subscriptions.
- Email delivery provider, which sends service emails such as sign-up codes and receipts.
Each provider receives only the data needed for its task. We may also disclose data when required by law or to protect the rights and safety of users and the service.
International data transfers
Some providers may process data outside your country, including in the United States and the European Economic Area. Where data leaves the European Economic Area, we rely on appropriate safeguards such as standard contractual clauses approved by the European Commission, or on an adequacy decision where one applies.
How long we keep data
- Audio is deleted right after processing is complete.
- Text history is kept while history is on and until you delete it or close your account.
- Account data is kept while your account exists and deleted within 30 days after you close it, except for data we must keep by law.
- Billing and accounting records are kept for the period required by tax and accounting law.
- Security logs are kept for a limited period, typically up to 90 days, unless needed to investigate an incident.
- Support emails are kept as long as needed to handle the request and any follow-up.
Enterprise workspaces can set their own data retention rules for text history.
How we protect data
Data is encrypted in transit and at rest. Access to production systems is limited to people who need it to run the service. Passwords are stored as hashes. If we become aware of a security incident affecting your personal data, we notify you and the relevant authorities where the law requires it.
Your privacy rights
You can exercise these rights by writing to [email protected] from the email address linked to your account.
- Access. Ask for a copy of the personal data we hold about you.
- Correction. Ask us to correct inaccurate data. Many details can be changed directly in your account settings.
- Deletion. Ask us to delete your data, or delete text history and close your account yourself in the account settings.
- Objection and restriction. Object to processing based on legitimate interest, or ask us to restrict processing while a request is reviewed.
- Portability. Receive your data in a structured, commonly used format.
- Withdrawal of a choice. Turn text history off at any time without affecting earlier processing.
Rights for users in the European Union
If you are in the European Union or the European Economic Area, the rights above are your rights under the General Data Protection Regulation. You also have the right to lodge a complaint with your local data protection authority.
Rights for California residents
If you are a California resident, the California Consumer Privacy Act gives you the right to know what personal information we collect and how we use it, to request deletion, to request correction, and to opt out of the sale or sharing of personal information. We do not sell or share personal information as those terms are defined in that law. We do not use sensitive personal information for purposes beyond providing the service. We will not treat you differently for exercising your rights. You may use an authorized agent, and we may need to verify your identity before acting on a request.
We respond to requests within one month, or within the period set by the law that applies to you.
Children
Stenograph is a service for professionals and is not intended for anyone under 18. We do not knowingly collect data from people under 18. If you believe a minor has created an account, write to [email protected] and we will delete it.
Changes to this policy
We may update this policy when the service or the law changes. The date at the top shows the latest version. For significant changes we notify account holders by email before they take effect.
Contact
Questions and requests about privacy go to [email protected]. More about how audio and text are handled is on the dictation privacy page.