Privacy Policy

1. Introduction

This Privacy Policy explains how HiTranscript ("HiTranscript," "we," "us," or "our") collects, uses, shares, and protects information when you use the HiTranscript website, our transcription tools, and related services (collectively, the "Service").

HiTranscript is an independent software service and is not affiliated with, sponsored by, or endorsed by Instagram or any other third-party platform.

2. Information We Collect

We collect information in the following categories.

Account information

When you create or use an account, we may collect your name, email address, account credentials, profile image, authentication provider information, and account settings. If you sign in through a third-party authentication provider, we receive the information that provider makes available to us according to your settings with that provider.

Content and transcription data

We collect and process the content you choose to submit to the Service, including:

• Public source URLs, such as links to public Instagram Reels.
• Audio or video files you upload, together with file names, formats, sizes, and related metadata.
• Audio prepared from a submitted source for transcription.
• Generated transcripts, timestamps, detected speaker information, speaker labels, edits, subtitles, and export settings.
• Task status, processing errors, duration, and other information needed to create and manage your results.

Content may include personal information about you or other people. You are responsible for ensuring that you have the rights and permissions necessary to submit and process that content.

Purchase and credit information

If you purchase credits, we collect transaction details such as the product purchased, amount, currency, payment status, order identifiers, credit balance, and credit usage. Payment card and other sensitive payment details are processed by third-party payment processors and are not stored in full by HiTranscript.

Communications

If you contact us or submit a support request, we collect your contact information and the content of your message, including any files you choose to attach.

Technical and usage information

We may automatically collect IP address, browser and device information, operating system, language, user agent, approximate region derived from IP address, access times, referring or attribution information, pages and features used, and security or diagnostic events.

Cookies and local storage

We use cookies and similar local technologies that are necessary to keep you signed in, protect the Service, remember preferences, and preserve limited attribution information.

With your analytics choice, we also use Microsoft Clarity to understand how people navigate and use the Service through heatmaps, interaction analytics, and session replay. Clarity session replay reconstructs page content and interactions such as clicks, scrolling, and navigation; it is not a video captured from your camera or screen. Clarity may process device and browser information, IP address, page paths, and interaction data on our behalf.

If you select Allow analytics, Clarity may use analytics cookies to connect activity across pages and sessions. If you select Continue without analytics, we send a denied consent signal and Clarity operates in a limited cookieless, page-level mode. Advertising storage remains denied in both cases. You can change or withdraw your choice at any time using the Privacy choices control on the Service.

Clarity masks common sensitive fields by default. HiTranscript also explicitly masks authenticated pages and transcript-result areas so their text is not uploaded to Clarity. We send only coarse signed-in or signed-out state rather than a user identifier, email address, or name. For more information, see the Microsoft Privacy Statement.

3. How We Use Information

We use information to:

• Create and manage accounts and authenticate users.
• Receive, prepare, transcribe, organize, store, edit, and export submitted content.
• Maintain task history and make private results available to the account owner.
• Calculate, deduct, restore, and display credits and process purchases.
• Operate, secure, troubleshoot, and improve the reliability and usability of the Service.
• Prevent fraud, abuse, unauthorized access, and violations of our Terms of Service.
• Respond to support requests and send service-related communications.
• Comply with legal obligations and protect our users, the public, and our rights.

Where European data protection law applies, our legal bases may include performance of our contract with you, our legitimate interests in operating and securing the Service, compliance with legal obligations, and consent where the law requires it. You may withdraw consent at any time, without affecting processing already performed lawfully.

4. How We Share Information

We do not sell your personal information or share it for cross-context behavioral advertising.

We may disclose information only as reasonably necessary in the following circumstances:

• Service providers. We use service providers for hosting, storage, databases, media preparation, transcription processing, authentication, payment processing, email delivery, support, security, and similar operational functions. They may process information only to perform services for us or as otherwise permitted by law.
• Legal and safety reasons. We may disclose information when reasonably necessary to comply with law or valid legal process, enforce our agreements, investigate fraud or security issues, or protect rights, property, and safety.
• Business changes. Information may be disclosed or transferred as part of a merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of the Service, subject to applicable law.
• At your direction. We may share information when you request or authorize us to do so.

The Service may process information in countries other than the country where you live, including where we or our service providers operate. Where required, we use legally recognized safeguards for international transfers.

5. Retention and Deletion

We retain information only for as long as reasonably necessary for the purposes described in this Policy, including providing the Service, maintaining security, resolving disputes, enforcing agreements, and satisfying legal, accounting, and fraud-prevention obligations.

In general:

• Account information is retained while your account is active.
• Public source URLs, task information, transcripts, timestamps, speaker labels, and related results are retained until you delete the applicable item or your account, or request deletion, subject to the exceptions below.
• Intermediate media created only to perform transcription is deleted after processing and any permitted retries are complete.
• Uploaded source files are stored privately. You may request deletion of an uploaded source file by contacting us. Deleting a source file may remove media preview or retry functionality while leaving an existing transcript available.
• Purchase, credit, security, and fraud-prevention records may be retained for longer when reasonably necessary to comply with law, maintain accurate financial records, prevent abuse, or establish or defend legal claims.
• Aggregated or de-identified information that no longer identifies you may be retained and used for legitimate business purposes.

When you delete your account, we disable access, remove or anonymize account identifiers, and begin deletion of stored source media and transcription content. Some deletion steps are asynchronous. Limited records may remain in backups or with service providers for a restricted period, and we may retain information when required or permitted by law.

6. Your Privacy Rights

Depending on where you live, you may have the right to request access to, correction of, deletion of, or a copy of your personal information. You may also have rights to restrict or object to certain processing, withdraw consent, appeal a privacy decision, or complain to a data protection authority.

You can manage certain information and delete your account through available account controls. To exercise another privacy right, email support@hitranscript.com. We may need to verify your identity and authority before completing a request. We will not discriminate against you for exercising a privacy right.

These rights are subject to applicable exceptions. For example, we may retain information needed to complete transactions, prevent fraud, comply with law, or establish or defend legal claims.

7. Children

The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. If you believe a child under 13 has provided personal information to the Service, contact us so we can investigate and take appropriate action.

If you are under the age of legal majority where you live, you may use the Service only with the permission and supervision of a parent or legal guardian.

8. Security

We use reasonable technical and organizational safeguards designed to protect information, including access controls and encryption in transit. No system, transmission, or storage method is completely secure, and we cannot guarantee absolute security.

You are responsible for protecting your account credentials and for promptly notifying us if you suspect unauthorized access to your account.

9. Third-Party Services and Sources

The Service may interact with or link to third-party platforms. Their privacy practices are governed by their own policies, not this Policy. Submitting a public URL to HiTranscript does not change the source platform's terms or make private or restricted content public.

10. Changes to This Policy

We may update this Policy to reflect changes to the Service, our practices, or applicable law. We will post the revised Policy and update the date above. If a change materially affects your rights, we will provide additional notice where required.

11. Contact Us

For privacy questions or requests, contact:

HiTranscript support@hitranscript.com HiTranscript website