Privacy Policy

OneTranscript ("we," "our," or "us") is a software service operated by TheOne Ventures. Our registered contact is hello@onetranscript.app. We provide AI-powered transcription and meeting intelligence software accessible at onetranscript.app.

OneTranscript is designed from the ground up to give you meaningful control over where your data is processed and stored. Depending on the privacy tier you select, your data may remain entirely on your own hardware, or may be processed in a jurisdiction of your choosing (United States, France, Switzerland, or EU-hosted enterprise infrastructure).

We collect the minimum data necessary to operate the service:

• Account data: your email address when you join the waitlist or create an account.
• Audio files: recordings you upload or capture via the app. These are processed to produce transcripts and are not retained beyond the processing window in most configurations (see Section 4).
• Transcripts and meeting data: the text output of your recordings, along with AI-generated summaries, action items, and speaker labels. These are stored in your account so you can retrieve and search them.
• Biometric identifiers: speaker diarization creates mathematical voice embeddings (voiceprints) to distinguish speakers. These embeddings are ephemeral — used only during processing and not stored after transcription is complete. In the Self-Hosted tier, voiceprints never leave your device.
• Usage data: logs of feature usage (e.g., which endpoints are called, error rates) for service reliability. We do not profile individual usage for advertising.
• Error reports: if you opt in, anonymized crash reports (stack traces, app version, OS version) are collected via Sentry to improve stability. These reports contain no audio, transcript, or personal data.
• Cookies: a single session cookie to maintain your authenticated session. No third-party advertising or tracking cookies are used.

OneTranscript is unique in offering multiple data processing configurations. You choose the tier that matches your compliance obligations:

• Self-Hosted (Private): All processing occurs on your own hardware. No data leaves your infrastructure. OneTranscript has zero access to your audio, transcripts, or summaries.
• US Speed (Individual): Audio is transcribed using Groq Whisper (US data centers). AI summaries use Groq LLM (US). Your audio and transcript data are transmitted to and processed by Groq, Inc. subject to their privacy policy.
• EU Privacy (Professional): Audio transcription runs locally on your server — your audio never leaves your infrastructure. Only the resulting text is sent to Mistral AI (France) for AI summarization, subject to Mistral's privacy policy and EU GDPR obligations. Mistral does not train on paid API data.
• Swiss Vault (Professional): Audio transcription runs locally on your server. Text summaries are processed by Infomaniak (Geneva, Switzerland), ISO 27001 certified. Data does not leave Switzerland.
• Enterprise: Audio is processed by AssemblyAI (configurable EU hosting). AI summaries use Nexos.ai (EU-hosted, SOC2 and ISO 27001 certified). A separate Data Processing Agreement is executed for enterprise accounts.

You can view and change your privacy tier at any time in your account settings. Changing tier takes effect on subsequent recordings.

Transcripts and meeting data are retained for as long as your account is active. You may delete individual meetings or your entire account at any time from your dashboard, which permanently removes all associated data from our active systems within 30 days and from backups within 90 days.

Audio files: In Self-Hosted, EU Privacy, and Swiss Vault tiers, audio is processed locally and we never receive the file. In US Speed and Enterprise tiers, audio transmitted to third-party providers is subject to their retention policies (typically deleted immediately after transcription).

Waitlist email addresses: retained until you request removal or until we launch and convert your address to an account.

We do not use Your Content — including audio recordings, transcripts, summaries, or any data derived from your meetings — to train, fine-tune, or improve any artificial intelligence or machine learning models. Your data is processed solely to deliver the Service to you.

In the Self-Hosted tier, your data never leaves your hardware and we have zero access to it. In all other tiers, data sent to third-party Sub-Processors (see Section 8) is governed by their respective data processing agreements, which prohibit use of paid API data for model training.

For users in the European Economic Area (EEA) or United Kingdom, our legal bases for processing are:

• Contract performance: processing your recordings and generating transcripts is necessary to provide the service you requested.
• Legitimate interests: usage analytics and error logging to maintain service reliability, where those interests are not overridden by your rights.
• Consent: for marketing communications (waitlist updates, product announcements). You may withdraw consent at any time.
• Legal obligation: where required to comply with applicable law.

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you.
• Rectification: correct inaccurate or incomplete data.
• Erasure ("right to be forgotten"): request deletion of your personal data.
• Portability: receive your transcript data in a machine-readable format.
• Restriction: ask us to pause processing your data while a dispute is resolved.
• Objection: object to processing based on legitimate interests.
• Withdrawal of consent: where processing is based on consent, withdraw it at any time without affecting prior processing.

To exercise any of these rights, email hello@onetranscript.app. We will respond within 30 days. If you are in the EEA, you also have the right to lodge a complaint with your local supervisory authority.

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights:

• Right to know: You may request the categories and specific pieces of personal information we have collected about you.
• Right to delete: You may request deletion of your personal information, subject to certain exceptions.
• Right to opt-out of sale or sharing: We do not sell or share your personal information for cross-context behavioral advertising. No opt-out is necessary.
• Right to non-discrimination: We will not discriminate against you for exercising your CCPA rights.
• Authorized agents: You may designate an authorized agent to make requests on your behalf by providing written authorization to hello@onetranscript.app.

Categories of personal information collected: identifiers (email), audio/visual information (recordings), internet activity (usage logs), inferences (AI-generated summaries). We do not collect or process sensitive personal information as defined under the CPRA for purposes other than providing the Service.

The sub-processors we use depend on your selected privacy tier (see Section 3). We maintain a current list of sub-processors on our website. We require all sub-processors to implement appropriate technical and organizational safeguards.

We do not sell your personal data to any third party. We do not use your data for advertising. We do not share your data with third parties for cross-context behavioral advertising.

If you use the US Speed tier and are located in the EEA, your data is transferred to the United States. Such transfers are made pursuant to the EU-US Data Privacy Framework or standard contractual clauses, as applicable.

EU Privacy and Swiss Vault tiers are designed to minimize or eliminate international data transfers — audio transcription runs locally, and text processing occurs in France or Switzerland respectively.

We implement technical and organizational measures appropriate to the risk of processing, including encrypted data transmission (TLS 1.2+), encrypted storage at rest (AES-256-GCM), access controls, and regular security reviews. No system is completely secure; we encourage you to use a strong unique password for your account.

OneTranscript is not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal data, contact hello@onetranscript.app.

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a prominent notice in the product at least 14 days before the change takes effect. Continued use of the service after the effective date constitutes acceptance of the updated policy.

Questions or requests: hello@onetranscript.app

For GDPR-related requests, please include "GDPR Request" in the subject line. For CCPA-related requests, please include "CCPA Request" in the subject line.