Privacy Policy

1. Introduction

12scribe ("we," "our," or "us") is an iOS application for recording and transcribing audio lectures, meetings, and other spoken content with intelligent markers and summaries. We are committed to protecting your privacy and being transparent about how we handle your data.

This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information. By using 12scribe, you agree to the practices described in this policy.

12scribe is designed with a privacy-first approach: audio recording happens entirely on your device. We only process data on our servers when you explicitly use transcription, AI-powered features, or cloud sync.

2. Information We Collect

2.1 Device Identifier

When you first open 12scribe, we generate a unique device identifier (UUID). This identifier is used to:

• Create and manage your account on our server
• Associate your subscription status with your device
• Track transcription usage against your plan limits
• Manage your cloud sync and storage quota

2.2 Apple Sign In (Optional)

You may optionally sign in with your Apple ID. When you do, Apple provides us with:

• A unique, app-scoped user identifier
• Your name and email address (only if you choose to share them; Apple allows you to hide your email)

Apple Sign In is not required to use 12scribe. It is offered as an optional way to associate your account across devices.

2.3 Email and Password (Optional)

You may optionally create an account using your email address and password. When you do, we collect:

• Your email address
• A securely hashed version of your password (we never store passwords in plain text)

Email registration is not required to use 12scribe. The app works with device-based authentication by default.

2.4 Subscription and Payment Data

12scribe offers subscription plans through Apple In-App Purchase. All payment processing is handled by Apple. We do not receive or store your credit card number, billing address, or other financial details. We receive only a confirmation of your subscription status, product identifier, and expiration date.

For users who subscribe through alternative payment providers (Monetabot/BystroPay), the payment provider handles all financial transactions. We receive only subscription status confirmation.

We store the following subscription-related data on our server:

• Device identifier (user ID)
• Subscription plan and status (active, expired, cancelled)
• Expiration date
• Transcription minutes quota and usage
• AI request quota and usage

2.5 Audio Data for Transcription

When you use the transcription feature, audio recordings are sent from your device to our server for processing. Specifically:

• Audio recordings are uploaded over a secure HTTPS connection
• Audio is processed on our own server infrastructure using speech-to-text technology
• Audio files are deleted from our server after transcription processing is complete
• You control when and which recordings are sent for transcription

2.6 Transcribed Text for AI Processing

After transcription, the resulting text may be processed by AI services (OpenAI GPT) for:

• Generating intelligent markers for key moments in the recording
• Creating summaries and structured notes
• Generating lesson content (key concepts, quizzes)

Only the transcribed text is sent for AI processing — never your original audio files.

2.7 Project Metadata (Cloud Sync)

12scribe syncs project metadata to our server to enable cloud access and backup. This includes:

• Project names and settings
• Marker titles, timestamps, and descriptions
• Transcription text
• Recording metadata (duration, date, file size)

2.8 Audio Backup (Pro Only)

Pro subscribers may optionally back up audio recordings to our cloud storage. This feature is opt-in and you control which recordings are backed up. Audio backups are stored securely and are accessible only to your account.

2.9 Shared Content

If you choose to share a transcription, we generate a unique shareable link. The shared content includes:

• Transcription text and markers
• Recording metadata (title, duration)
• A unique share identifier

Sharing is entirely optional. You can revoke shared links at any time.

2.10 Push Notification Tokens

If you enable push notifications, we collect your Firebase Cloud Messaging (FCM) device token. This token is used solely to deliver notifications about:

• Transcription job completion
• AI processing status updates

You can disable push notifications at any time through your device settings.

2.11 Information We Do Not Collect

12scribe does not collect:

• Location data
• Contacts or address book information
• Browsing history
• Advertising identifiers (IDFA)
• Usage analytics or behavioral data via third-party SDKs
• Photos or videos
• Biometric identifiers or facial recognition data

3. How We Process Your Data

3.1 On-Device Processing

The following operations are performed entirely on your iPhone or iPad, with no data sent to any server:

• Audio recording and playback
• Creating and editing markers (bookmarks)
• Local project management and organization
• Audio export to files
• Playlist creation and management

3.2 Server-Side Processing

The following operations require sending data to our server (api.12scribe.com):

• Transcription: Audio is uploaded, transcribed using speech-to-text technology, and the text result is returned to your device. Audio files are deleted after processing.
• AI Processing: Transcribed text is processed by AI for marker generation, summaries, and lesson content. Only text is transmitted — not audio.
• Cloud Sync: Project metadata is synchronized to enable access across sessions and backup.
• Audio Backup: Pro subscribers may upload audio recordings for cloud backup.
• Sharing: When you share a transcription, the shared content is hosted on our server and accessible via a unique link.
• Subscription Management: Your device contacts our server to verify subscription status and track usage limits.
• Push Notifications: Notification tokens are stored to deliver processing status updates via Firebase Cloud Messaging.

3.3 Data Retention

• Transcription jobs: Audio files and intermediate processing data are deleted from our server upon completion of the transcription job.
• Project metadata: Retained for the duration of your account.
• Audio backups: Stored until you delete them or your account is terminated.
• Shared content: Stored until you revoke the share link, the link expires, or your account is terminated.
• Subscription data: Retained for the duration of your subscription and a reasonable period after expiration for account recovery purposes.
• Device identifier: Retained as long as your account exists on our system.

4. Data Storage and Security

We take the security of your data seriously and implement the following measures:

• All communication between the 12scribe app and our servers uses HTTPS (TLS encryption in transit)
• Passwords are stored using secure hashing algorithms (bcrypt) — we never store plain-text passwords
• Audio backups and project data are stored in isolated directories per user on our server
• Server access is restricted and protected by standard security practices (SSH key authentication, firewall rules)
• JWT tokens are used for API authentication with automatic expiration

Our servers are hosted in a secured data center. While we implement commercially reasonable security measures, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

5. Third-Party Services

12scribe integrates with the following third-party services:

5.1 Apple

• App Store and In-App Purchase: Subscription payments are processed by Apple. Apple's privacy policy governs how they handle your payment information. See Apple's Privacy Policy.
• Sign in with Apple: If you use this optional feature, Apple provides a scoped identifier to our app. See Apple's documentation on Sign in with Apple for details.

5.2 OpenAI

Transcribed text may be sent to OpenAI's API for AI-powered features (marker generation, summaries, lesson content). OpenAI processes the text according to their Privacy Policy. We use the API tier where data is not used for model training.

5.3 Firebase Cloud Messaging

We use Google's Firebase Cloud Messaging (FCM) to deliver push notifications. FCM receives your device token to route notifications. See Google's Privacy Policy.

5.4 No Advertising or Analytics SDKs

12scribe does not include any third-party advertising SDKs, tracking pixels, or analytics frameworks. We do not serve ads, and we do not track your behavior for advertising purposes.

6. Subscription Plans

12scribe offers the following plans:

• Free: 150 transcription minutes per month, 80 AI requests per month. Local recording and playback with no limits.
• Pro ($5.99/month or $59.99/year): 500 transcription minutes per month, cloud sync, audio backup, sharing features, and priority processing.

Free plan users can use all core recording and playback features without any server interaction. Transcription and AI features are subject to plan limits.

7. Your Rights

You have the following rights regarding your data:

7.1 Delete Shared Content

You can revoke any shared transcription links at any time from within the app. Revocation is immediate — the shareable links stop working and the shared content is removed from our servers.

7.2 Delete Audio Backups

Pro subscribers can delete any audio backups from cloud storage at any time. Deletion is permanent — the audio files are removed from our servers.

7.3 Request Data Access

You may contact us at support@12scribe.com to request a copy of the data we hold about your account, including subscription records, project metadata, and any stored content.

7.4 Request Account Deletion

You may request complete deletion of your account and all associated data by contacting us at support@12scribe.com. Upon receiving your request, we will:

• Delete all project metadata and transcriptions from our servers
• Delete all audio backups from cloud storage
• Remove all shared content and revoke all share links
• Remove your subscription records
• Delete your device identifier and account from our database

Account deletion is typically completed within 30 days of your request.

7.5 Data Portability

Your audio recordings are stored locally on your device. You can export recordings at any time using the app's built-in export function. Transcription text can be copied or shared directly from the app. No server access is required to export your recordings.

7.6 Opt Out of Server Processing

You can use 12scribe's full recording and playback capabilities without any server interaction. Transcription, AI-powered features, cloud sync, and sharing are opt-in. If you choose not to use these features, no data is sent to our servers beyond basic subscription status checks.

8. Children's Privacy

12scribe is not directed at children under the age of 13 (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children.

If you are a parent or guardian and believe your child has provided us with personal information, please contact us at support@12scribe.com and we will promptly delete such information.

9. International Data Transfers

Your data may be processed on servers located outside your country of residence. By using 12scribe, you consent to the transfer of your data to our servers. We ensure that appropriate safeguards are in place to protect your data in accordance with this Privacy Policy.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Last updated" date at the top of this page
• Notify users through the app when significant changes are made

We encourage you to review this policy periodically. Your continued use of 12scribe after changes are posted constitutes your acceptance of the updated policy.

11. Contact Us

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

• Email: support@12scribe.com
• Website: https://12scribe.com

We aim to respond to all privacy-related inquiries within 14 business days.