Privacy Policy

1. Introduction

Hey Steno ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our dictation application ("the Service").

2. Information We Collect

2.1 Information You Provide

• Account Information: Email address, password, profile information (name, preferences)
• Audio Recordings: Voice recordings captured when you use the dictation feature
• Transcriptions: Text transcriptions generated from your audio recordings
• User Content: Notes, snippets, custom dictionary entries, and style preferences
• Settings: Application preferences, keyboard shortcuts, and customization options
• Payment Information: Billing details processed through secure third-party payment processors (we do not store full payment card information)

2.2 Automatically Collected Information

• Device Information: Device type, operating system version, device identifiers, and hardware specifications
• Usage Information: How you interact with the Service, features used, timestamps, session duration, and error logs
• Technical Data: IP address, browser/application version, system language, timezone, and performance metrics
• Application State: Crash reports, error logs, and diagnostic information to improve service stability

2.3 Third-Party Service Information

When using the Service, we may collect information from third-party services:

• Transcription Services: Audio data sent to third-party AI transcription services (Groq, etc.) for processing
• Cloud Storage: Audio files temporarily stored on cloud storage services (Cloudflare R2) for processing
• Authentication Services: Account information managed through authentication providers (Supabase)

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: Provide, maintain, and improve the dictation and transcription features
• Audio Processing: Process and transcribe your audio recordings using AI-powered transcription services
• Personalization: Customize your experience, remember your preferences, and provide tailored features
• Communication: Send you service-related communications, updates, and important notices
• Support: Respond to your inquiries, troubleshoot issues, and provide customer support
• Security: Detect, prevent, and address technical issues, fraud, and security threats
• Analytics: Analyze usage patterns to improve service performance and user experience
• Legal Compliance: Comply with legal obligations, enforce our terms, and respond to legal requests
• Business Operations: Manage subscriptions, process payments, and maintain business records

4. How We Share Your Information

We do not sell your personal information. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party service providers who assist in operating the Service (transcription, cloud storage, authentication, payment processors). These providers are contractually bound to protect your data.
• Legal Requirements: When required by law, court order, governmental authority, or to protect our rights and the safety of our users
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets
• With Your Consent: When you explicitly authorize us to share your information
• Aggregated Data: We may share aggregated, anonymized, or de-identified data that cannot reasonably identify you

5. Data Security

We implement appropriate technical and organizational measures to protect your information, including encryption of data in transit and at rest, secure authentication, and limited access to personal data. No method of transmission over the internet is 100% secure; we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide the Service and fulfill the purposes described in this policy. Account data is retained until you delete your account. Audio files are processed and automatically deleted shortly after transcription. Transcriptions are stored until you delete them or close your account. Usage data may be retained for up to 24 months then anonymized or deleted.

You can request deletion of your personal information at any time by contacting us at privacy@heysteno.com.

7. Your Rights (GDPR & CCPA)

Depending on your location, you may have the right to access, rectify, erase, port, object to, or restrict processing of your personal information, and to withdraw consent. To exercise these rights, contact us at privacy@heysteno.com.

8. Children's Privacy

The Service is not intended for children under 13 (or the age of majority in your jurisdiction). We do not knowingly collect personal information from children.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your residence. We take appropriate safeguards to ensure your information is protected in accordance with this Privacy Policy.

10. Cookies and Tracking

Our desktop app uses local storage, session storage, and IndexedDB for preferences and data. Our web services may use cookies; you can control these via your browser. We do not use third-party tracking cookies for advertising.

11. Third-Party Services

The Service may contain links to third-party websites or services. We are not responsible for their privacy practices.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will post the new policy on this page and update the "Last updated" date. We advise you to review it periodically.

13. California Privacy Rights (CCPA)

California residents have additional rights: Right to Know, Right to Delete, Right to Opt-Out of sale (we do not sell your information), and Non-Discrimination. To exercise these rights, contact privacy@heysteno.com.

14. Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify you and relevant authorities as required by applicable law, where feasible.

15. Contact Us

If you have any questions about this Privacy Policy or our data practices:

Email: privacy@heysteno.com
Support: support@heysteno.com

We aim to respond to privacy-related inquiries within 30 days.