Privacy & GDPR

MediaTranscriber.com processes account, upload, transcript, podcast, billing, and support data so we can provide transcription, AI tools, media exports, podcast archive features, billing, security, and customer support.

Data We Process

• Account details such as email address, name, password hash, login timestamps, notification preferences, and account/team membership.
• Uploaded audio/video files, extracted audio, generated clips, transcript text, transcript JSON, translations, AI-generated outputs, podcast metadata, and file inventories.
• Operational logs such as activity logs, email delivery logs, download logs, IP addresses, user agents, session metadata, queue state, and error context.
• Billing history such as payment amounts, currency, Stripe references, refund history, volume packs, subscriptions, storage purchases, and credit balances.
• Support messages and public podcast search data when you use those features.
• Cloud connection identity and encrypted authorization credentials when you connect Google Drive or Dropbox. Remote source files are not moved or deleted by MediaTranscriber.com.
• Optional known-speaker consent attestations, encrypted reference embeddings, match scores, model versions, and revocation history. Successful enrollment deletes uploaded reference clips; voice matching is not identity proof.
• Optional portrait-likeness profile names, consent attestations, uploaded portraits, normalized portrait copies, OpenAI file references, generated images, and deletion status when you enable likeness-based thumbnails or cover art.
• For MediaTranscriber-hosted podcast delivery, privacy-minimized download events including a keyed listener hash, country code, podcast app/OS/device category, byte ranges, and filtering results. Raw listener IP addresses are not stored.
• Encrypted WordPress, Ghost, YouTube, automation, and Slack connection credentials; publication attempts; release-package manifests; and custom-domain ownership/certificate state when you enable those features.
• Podcast member email, plan/access state, payment references, consent choices, portal sessions, gifts, campaign recipient snapshots, suppressions, and transactional/marketing delivery history.
• Authentication factors and security history including encrypted TOTP secrets, hashed recovery codes, passkey public credentials, sign counters, device/browser labels, approximate country, session timestamps, and revocation state.

Google Drive, Dropbox And YouTube Data

Connecting a cloud account is optional. For Google Drive, we request your account identity and email address to identify the connection, and access only to files you select through Google Picker or files created by MediaTranscriber, using the drive.file permission. For Dropbox, we request basic account information and file metadata, read, and write permissions so you can select existing audio/video files and export generated files to a destination folder you choose. Dropbox's Full Dropbox access permits access beyond a dedicated app folder; MediaTranscriber uses it for the imports and exports you request. We do not move or delete your source files.

When you import a file, we store its provider reference, relevant metadata, and a local copy for the requested transcription or media workflow. Depending on the features you run, selected media and its transcript may be sent to the transcription, AI, or media processors described below. Generated transcripts, captions, documents, and media are written back to your cloud storage only when you request an export or configure a workflow to do so.

The optional YouTube connection stores your channel identity and encrypted authorization credentials. YouTube permissions let us upload the videos you select and manage captions for those publications. Video, title, description, privacy setting, and caption data are sent to YouTube when you request publication or configure a publishing workflow. Content becomes public only according to the visibility you select.

Provider credentials are stored encrypted and used to carry out your requests, including background jobs. Connections are personal by default; you can explicitly share a connection with selected projects in your account. Disconnect a storage connection from Cloud Connections or a YouTube connection from Publishing Destinations. Disconnecting disables the connection and clears its locally stored credentials; it does not delete previously imported files or completed exports. You can also revoke access in your Google account or your Dropbox account. Imported content follows the retention and deletion rules below.

MediaTranscriber's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Google user data is used to provide the features you request. It is not sold, used for advertising, or used to train generalized AI or machine-learning models. Human access is limited to your consent, security needs, legal obligations, or permitted internal operations under that policy.

Processors

Depending on enabled features, files and transcripts may be processed by configured transcription, AI, media, email, storage, publishing, and payment providers. This may include OpenAI, Fireworks AI, Deepgram, ElevenLabs, Fal, Transloadit, Stripe, Google/YouTube, Dropbox, WordPress, Ghost, Slack, Cloudflare, and the configured email delivery provider. Payment card details are handled by Stripe and are not stored on our servers.

Retention

Paid account media remains stored while the subscription is active. After the paid term, the account is read-only for 14 days and is then suspended without automatic deletion. Expired trials and test accounts are scheduled for deletion after 14 days. Optional account auto cleanup affects only selected ordinary transcription media and never hosted/imported podcast audio or reusable account assets.

Detailed hosted podcast delivery events are retained for 24 months. Daily aggregate analytics may be retained indefinitely. Release packages expire after 7 days, and in-app notifications after 180 days. Revoking a known-speaker profile disables matching immediately and queues its embedding for deletion.

When you save a portrait likeness, a normalized copy is stored by MediaTranscriber.com and uploaded to OpenAI as an image reference for requested generations. You must attest that you are the depicted person or have their explicit permission. Removing a portrait or profile makes it unavailable in MediaTranscriber.com immediately; local and OpenAI deletion is attempted at once, and temporary deletion failures are queued and retried until cleanup succeeds. A portrait cannot be changed or removed while a generation using that profile is active.

Billing, refund, subscription, and accounting records are retained as needed for tax, accounting, chargeback, fraud prevention, and legal history. When an account is deleted, those retained records stay attached to an anonymized user shell.

Your Rights

Logged-in users can download a JSON copy of their account data from Account Settings. The export includes profile data, logs, content metadata, transcript content, AI outputs, billing history, and file inventories. Security secrets, session tokens, reset/verification tokens, OAuth tokens, API keys, webhook secrets, and sensitive internal tokens are redacted.

You can request account deletion from Account Settings. Self-service deletion is unavailable while an annual account commitment is active; contact support to settle the commitment or submit a privacy-rights request. For other requests, we cancel active monthly account subscriptions, memberships purchased by your email address, and paid memberships attached to podcasts owned by the accounts being deleted. If Stripe cannot confirm those cancellations, the deletion request is not accepted. Once accepted, your login is disabled immediately and final deletion runs after 14 days. Subscription cancellation takes effect independently and is not automatically reversed if you later contact support about the pending deletion. Final deletion removes transcripts, media files, generated assets, portrait-likeness profiles and references, podcast content, sessions, connected tokens, workflows, and other non-required account data. If you configured an outgoing redirect for a hosted podcast feed, we retain the old feed path, destination URL, podcast title, account reference, redirect dates, and status as an operational routing record without your email address. That redirect may remain active after account deletion until an administrator deactivates or deletes it following periodic review. Billing, accounting, contract, and legal-claims records are otherwise retained only as needed, with personal account details anonymized where possible.

For access, correction, deletion, portability, or objection requests that cannot be completed through Account Settings, contact post@mediatranscriber.com.

Cookies And Browser Storage

We do not use optional analytics or marketing cookies. The site uses required and functional cookies/browser storage for login sessions, prelaunch/dev access where applicable, public search sessions, transcript display preferences, narrow-screen notices, temporary job tracking, and autoplay/job handoff state.

Because this storage is required or functional for requested site features, there is no optional cookie consent banner. If optional analytics or marketing storage is added later, we will add consent controls before it is used.

Security

We use HTTPS, access controls, hashed passwords, encrypted integration/TOTP secrets, hashed recovery codes, WebAuthn signature validation, server-side revocable sessions, CSRF protection, step-up authentication for sensitive actions, and redaction of secrets in privacy exports. No internet service can be made risk-free, so you should keep your own backups of important files and downloaded transcripts.