Your Privacy Matters: At InkDecoder, we are committed to protecting your privacy and handling your data responsibly. This policy explains how we collect, use, and protect your information when you use our document transcription service.
1. Privacy Overview
InkDecoder ("we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered document transcription service.
By using InkDecoder, you consent to the practices described in this Privacy Policy. If you do not agree with this policy, please do not use our service.
Key Privacy Principles:
- We process documents temporarily and don't store uploaded images
- Your transcribed content belongs to you
- We use industry-standard security measures
- We don't sell or share your personal data with third parties for marketing
- You have control over your data and can delete it at any time
3. How We Use Your Information
3.1 Service Provision
We use your information to:
- Process your document transcription requests using AI technology
- Manage your user account and subscription services
- Provide customer support and respond to your inquiries
- Generate and deliver transcribed content in various formats
- Maintain document history and enable content management features
3.2 Service Improvement
We may use aggregated and anonymized data to:
- Improve our AI transcription accuracy and performance
- Analyze usage patterns to enhance user experience
- Develop new features and services
- Optimize our website and application performance
- Conduct research and analytics for service improvement
3.3 Legal and Administrative Purposes
We may process your information to:
- Comply with legal obligations and regulations
- Protect our rights and prevent fraud or abuse
- Enforce our Terms of Service and other agreements
- Respond to legal requests and court orders
- Conduct security monitoring and threat detection
4. Information Sharing and Disclosure
4.1 Third-Party Service Providers
We share limited data with trusted service providers who assist us in operating our service:
- AI Processing: OpenAI for document transcription services (images are processed but not stored)
- Payment Processing: Stripe for secure payment processing and subscription management
- Infrastructure: Cloud hosting providers for secure data storage and application hosting
- Analytics: Service providers for usage analytics and performance monitoring
4.2 Legal Requirements
We may disclose your information when required by law or to:
- Comply with legal processes, subpoenas, or government requests
- Protect our rights, property, or safety, or that of our users
- Investigate or prevent fraud, security breaches, or illegal activities
- Enforce our Terms of Service or other agreements
4.3 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction, subject to appropriate privacy protections.
We Do Not:
- Sell your personal data to third parties
- Share your documents or transcriptions with other users
- Use your content for marketing purposes without consent
- Provide your information to advertisers or marketers
5. Data Storage and Security
5.1 Security Measures
We implement comprehensive security measures to protect your data:
- Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest
- Access Controls: Strict access controls and authentication mechanisms
- Monitoring: Continuous security monitoring and threat detection
- Infrastructure: Secure cloud infrastructure with enterprise-grade security
- Regular Updates: Regular security updates and vulnerability assessments
5.2 Data Storage Locations
Your data is stored in secure data centers located in:
- United States (primary data storage)
- European Union (for EU users, where applicable)
- Other regions as needed for service provision and compliance
5.3 Image Processing
Important: Uploaded document images are processed in memory only and are not permanently stored on our servers. Images are temporarily held during processing and immediately deleted after transcription is complete.
6. Document Processing and AI Services
6.1 AI Processing
When you upload documents for transcription:
- Images are sent to OpenAI's GPT vision models for text recognition
- Processing occurs in real-time and images are not stored by AI providers
- Transcribed text is returned to our system and stored in your account
- AI processing is subject to OpenAI's privacy policy and terms of service
6.2 Content Processing
Your document content is processed as follows:
- Upload: Images are validated and prepared for processing
- Recognition: AI analyzes images to extract text content
- Storage: Transcribed text is stored in your account history
- Export: You can download transcriptions in multiple formats
- Deletion: You can delete transcriptions at any time
6.3 Quality and Accuracy
While we strive for high accuracy, AI transcription may contain errors. We recommend reviewing all transcribed content before use in critical applications.
7. Data Retention
7.1 Account Data
We retain your account information for as long as:
- Your account remains active
- Required by law or regulation
- Necessary to resolve disputes or enforce agreements
- Needed to prevent fraud or abuse
7.2 Document Data
- Uploaded Images: Deleted immediately after processing (not stored)
- Transcribed Text: Stored until you delete it or close your account
- Document History: Retained for the duration of your account
- Usage Logs: Retained for up to 2 years for security and analytics
7.3 Deleted Account Data
When you delete your account:
- Personal information is deleted within 30 days
- Transcribed content is permanently deleted
- Some technical logs may be retained for legal compliance
- Anonymized usage data may be retained for analytics
8. Your Privacy Rights
8.1 Access and Control
You have the right to:
- Access: View and download your personal data and transcriptions
- Update: Modify your account information and preferences
- Delete: Remove specific transcriptions or your entire account
- Export: Download your data in portable formats
- Object: Opt out of certain data processing activities
8.2 GDPR Rights (EU Users)
If you are in the European Union, you have additional rights:
- Right to rectification of inaccurate data
- Right to erasure ("right to be forgotten")
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to lodge a complaint with supervisory authorities
8.3 Exercising Your Rights
To exercise your privacy rights:
- Log into your account settings for basic data management
- Contact us at support@inkdecoder.com for specific requests
- We will respond to requests within 30 days
- Identity verification may be required for security
9. Cookies and Tracking
9.1 Cookies We Use
Our service uses the following types of cookies:
- Essential Cookies: Required for basic service functionality and security
- Authentication Cookies: To keep you logged in across sessions
- Preference Cookies: To remember your settings and preferences
- Analytics Cookies: To understand how our service is used (anonymized)
9.2 Managing Cookies
You can control cookies through:
- Browser settings to block or delete cookies
- Opt-out links for analytics services
- Account preferences for optional tracking
9.3 Third-Party Tracking
We may use third-party analytics services that set their own cookies. These services provide anonymized usage statistics to help us improve our service.
10. International Data Transfers
InkDecoder operates globally and may transfer your data across international borders. We ensure appropriate safeguards are in place:
- Adequacy Decisions: Transfers to countries with adequate privacy protection
- Standard Contractual Clauses: EU-approved contracts for international transfers
- Privacy Shield: Compliance with applicable international privacy frameworks
- Consent: Your explicit consent for certain transfers where required
Data processing by our AI provider (OpenAI) may occur in various jurisdictions subject to their privacy policies and security measures.
11. Children's Privacy
InkDecoder is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13.
- Users must be at least 13 years old to create an account
- Users under 18 require parental consent
- We will delete accounts of users found to be under 13
- Parents can contact us to review or delete their child's information
If you believe we have collected information from a child under 13, please contact us immediately at support@inkdecoder.com.
12. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. When we make material changes:
- We will notify you via email (for registered users)
- We will post a prominent notice on our website
- We will update the "Last Updated" date at the top of this policy
- For significant changes, we may require your consent to continue using the service
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
Governing Law: This Privacy Policy is governed by applicable privacy laws including GDPR, CCPA, and other relevant data protection regulations. We are committed to compliance with all applicable privacy legislation.
🇪🇺 GDPR Compliance Notice
European Union General Data Protection Regulation (GDPR) Compliance:
This Privacy Policy is designed to comply with the GDPR requirements for EU residents.
Under GDPR, you have enhanced rights regarding your personal data including the right to access,
rectify, erase, restrict processing, data portability, and object to processing of your personal data.
Your GDPR Rights: You may exercise these rights at any time by contacting our Data Protection Officer.
We will respond to all legitimate requests within one month as required by GDPR.
You also have the right to lodge a complaint with your local supervisory authority.
Data Protection Officer: For GDPR-related inquiries, contact our Data Protection Officer at
privacy@inkdecoder.com
with "GDPR" in the subject line.
InkDecoder Privacy Policy - Effective as of
Your privacy is important to us. Thank you for trusting InkDecoder with your documents.