Privacy Policy

• Account information — your email address and, optionally, your phone number, used to create and secure your account.
• Payment information — handled by our payment processor, Paystack. We do not store your card numbers or M-Pesa PIN. We retain a payment reference, amount, channel, and subscription status.
• Content you upload — the audio and video files you submit, and the transcripts, translations, and edits generated from them.
• CVs / résumés — files or text you provide for CV tailoring, and the tailored CVs and cover letters generated from them. If you paste a job link, our servers fetch that public web page to read the job description.
• Usage & technical data — minutes used, log data, device/browser information, and cookies necessary to operate the Service.
• Job-board activity — if you use the Job Board, we record which listings you open (“apply” clicks), the roles you mark as applied, and any status or notes you add to your application tracker, with timestamps, linked to your account. See Section 13.
• Referral & payout details — your referral activity (who signed up via your link, and rewards earned) and, if you request a payout, the M-Pesa number and recipient name you provide — used only to send your payout via our payment processor.

• To provide, operate, and maintain the Service (transcription, editing, proofreading, export, translation).
• To process payments, manage subscriptions, and track your minute balance.
• To operate the Job Board and your application tracker — including enforcing fair-use limits and measuring which roles are useful.
• To run the referral program — crediting rewards for qualifying payments and sending payouts you request.
• To provide customer support and respond to your requests.
• To improve and secure the Service and prevent fraud or abuse.
• To comply with legal obligations.

Your uploaded source files are used only to deliver the feature you requested. Source audio and video are automatically deleted shortly after your transcript is produced. CVs you upload for tailoring are stored so you can reuse them and are removed automatically after a period of inactivity — you can also delete a saved CV at any time. Your transcripts and tailored CVs are stored privately under your account and protected by row-level security so that only you can access them, and you may delete them at any time. We do not use your content to train AI models.

We rely on trusted third parties who process data on our behalf, under their own terms and security:

• ElevenLabs — speech-to-text transcription.
• Anthropic — AI clean-read formatting, translation, spelling/grammar suggestions, and CV tailoring.
• Paystack — payment processing (M-Pesa and card).
• Supabase — database, authentication, and file storage.
• Vercel — application hosting.
• Amplitude — product analytics and session replay (see Section 12).

We do not sell your personal data. We share information only with the service providers above, where you direct us to, or where required by law, regulation, legal process, or to protect our rights and the safety of our users.

Some of our service providers process data on servers located outside Kenya. Where personal data is transferred abroad, we take steps to ensure an appropriate level of protection consistent with the Kenya Data Protection Act, 2019.

We protect your data using encryption in transit, access controls, and database row-level security. No method of transmission or storage is completely secure, but we work to safeguard your information and to promptly address any incidents.

To resolve issues you report, an authorised member of our support team may temporarily access your account on your behalf. Every such access is recorded in an internal audit log.

We keep your account data while your account is active. Uploaded source media is deleted automatically once processing is complete. CVs you save for tailoring are kept only for as long as they remain useful and are removed automatically after a period of inactivity. Transcripts and tailored CVs are retained until you delete them or close your account. Job-board apply records are kept while your account is active and then deleted or anonymised. We may retain limited records (such as payment references) where required for legal, accounting, or fraud-prevention purposes.

Under the Kenya Data Protection Act, 2019, you have the right to:

• Be informed of how your data is used.
• Access the personal data we hold about you.
• Request correction of inaccurate or incomplete data.
• Request deletion of your data.
• Object to or restrict certain processing.
• Request a copy of your data in a portable format.

To exercise any of these rights, contact us using the details below.

The Service is not intended for anyone under 18. We do not knowingly collect data from children.

We use essential cookies to keep you signed in and to operate the Service. We do not use cookies for third-party advertising.

We use Amplitude to understand how the Service is used and to improve it. This includes anonymous and pseudonymous analytics (such as page views, feature usage, performance/web vitals, and interaction signals) and session replay, which records a reconstruction of a sample of user sessions (mouse movement, clicks, and navigation) to help us diagnose issues and improve usability.

Session replay is sampled (only a small percentage of sessions) and is configured to mask text input by default, so we do not intend to capture the content of what you type or your uploaded media. We do not use this data to identify you beyond your account, and we do not sell it. Analytics data is processed by Amplitude on our behalf under their security and privacy terms.

The Service shows third-party job listings, free to browse and apply for any signed-in account. When you open a listing (“Apply”), mark a role as applied, or update an application's status (e.g. interviewing, offer, rejected) or add a note, we record that interaction (which listing, the status/note, and a timestamp) tied to your account. We use it to power your personal application tracker, to measure which roles are useful, and to improve the board. We do not share it with the employer or sell it.

Applying opens an external website that we do not operate or control. Once you leave transcribez, the third party's own privacy policy governs any information you choose to provide there, and we are not responsible for their data practices. Never share sensitive personal or financial information unless you have verified the employer.

We may update this Privacy Policy from time to time. Material changes will be posted on this page with a new “Last updated” date.

For privacy questions or to exercise your rights, email support@transcribez.xyz. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya.