Scribing.io
Privacy Policy

Effective Date: 18/10/2025
Last Updated: 18/10/2025

Scribing.io (“we,” “our,” or “us”) values your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal and professional information when you use our platform, website, applications, and related services (collectively, the “Services”).

By accessing or using Scribing.io, you consent to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Services.

1. Information We Collect

We collect the following categories of information:

a. Account Information

• Name, email address, contact number, and organization details provided during registration.

• Account credentials (encrypted).

b. Usage Data

• Log files, device information, browser type, IP address, and pages visited.

• Date and time of access, referring URLs, and performance analytics.

c. Audio & Transcription Data

• Audio recordings uploaded or generated through our Services.

• AI-generated transcripts, medical notes, or documentation.

• Metadata related to conversations (e.g., timestamps, word count).

d. Health Information

If you are a healthcare professional, patient-related data may be processed through the platform for transcription purposes. We do not own or control such data — you remain the data controller responsible for compliance with applicable healthcare privacy regulations (e.g., HIPAA, GDPR, DPDP Act).

e. Payment Information

When subscribing to paid plans, we may collect billing and payment data (processed securely through third-party payment processors).

f. Cookies & Tracking

We use cookies and similar technologies to improve user experience, remember preferences, and analyze site performance.

2. How We Use Your Information

We use collected information to:

• Provide, operate, and improve our Services.

• Generate AI-based transcriptions and documentation.

• Communicate with you regarding updates, support, and account-related issues.

• Personalize your experience and provide insights or recommendations.

• Monitor system performance, security, and analytics.

• Comply with legal obligations or enforce our Terms of Use.

3. Data Sharing & Disclosure

We do not sell or rent your personal information. We may share limited data under the following conditions:

• Service Providers: With trusted third-party vendors (e.g., cloud hosting, analytics, AI model providers) bound by confidentiality agreements.

• Legal Compliance: If required by law, regulation, or government authority.

• Business Transfers: In case of merger, acquisition, or asset sale, user data may be transferred under confidentiality obligations.

• User Consent: When you explicitly authorize sharing of information with other platforms or integrations.

4. Data Retention

We retain data only for as long as necessary to:

• Provide the Services,

• Comply with legal obligations, or

• Resolve disputes.

Audio files and transcripts can be deleted upon request or automatically after a defined period based on your account settings.

5. Data Security

We implement reasonable technical and organizational safeguards including:

• End-to-end encryption in transit and at rest.

• Access control and authentication protocols.

• Regular vulnerability testing and monitoring.

However, no platform is completely secure. You acknowledge and accept the inherent risks of online data transmission.

6. International Data Transfers

Data may be processed in countries where we or our service providers operate. We ensure adequate protection through data transfer mechanisms compliant with applicable laws (e.g., GDPR Standard Contractual Clauses).

7. Your Rights & Choices

Depending on your jurisdiction, you may have rights to:

• Access or request a copy of your data.

• Correct or delete your information.

• Restrict or object to processing.

• Withdraw consent at any time.

To exercise these rights, contact us at legal@scribing.io.

8. Children’s Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors. If you believe a minor has provided data, contact us for prompt deletion.

9. Third-Party Links & Integrations

Our platform may contain links or integrations with third-party tools (e.g., EHR systems, payment gateways). We are not responsible for their privacy practices, and you should review their respective policies before engaging with them.

10. Updates to This Policy

We may update this Privacy Policy from time to time. Changes will be reflected with a revised “Last Updated” date, and continued use of the Services constitutes acceptance of the updated terms.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

📧 legal@scribing.io
📍 Scribing.io — India, JH