HearingScribePrivacy Policy
Last updated: October 24, 2026 · Controller for website and purchase data: Acharya Innovations, Inc., c/o Registered Agents Legal Services, LLC, 1013 Centre Road, Suite 403S, Wilmington, DE 19805, USA, support@hearingscribe.com
The short version
- Your recordings, transcripts and speaker information never leave your Mac. Transcription and speaker detection run on your device. We cannot see, access or recover them.
- We collect only what is needed to sell you a license and, if you allow it, offer updates. License keys are checked offline, so entering one sends nothing.
- We do not sell personal information, we do not use advertising trackers, and we do not train AI models on your data.
1. Data that stays on your device (we never receive it)
| Data | Where it lives | Notes |
|---|---|---|
| Audio recordings | ~/Library/Application Support/HearingScribe/ | Deleted when you delete the transcript or the folder |
| Transcripts, speaker names, edits | Same folder | Exports go wherever you save them |
| Settings | Same folder | |
Activity log (logs/): app events, timings, permission status and error messages. Never audio, transcript text, titles or names | Same folder | Kept small automatically (about 10 MB at most). Leaves your Mac only inside a support report you choose to send |
Voice and speaker information. To label who spoke when, the Software computes temporary numerical representations of voice characteristics ("speaker embeddings") in memory, on your device, only while processing a recording. They are discarded when processing finishes. They are never saved to disk, never sent to us, and never used to identify a person across recordings. If we ever offer a feature that remembers voices between recordings, it will be off by default and will ask for your explicit consent first.
People you record. Your recordings may contain other people's voices and personal information. For that data, you decide what is recorded and kept, and you are responsible for any notice and consent the law requires (see Section 3 of the EULA). Because we never receive recordings, we cannot act on requests about them. Please contact the person who made the recording.
2. Data we do process
| When | What | Why | Legal basis (GDPR) | Kept |
|---|---|---|---|---|
| You buy a license | Name, email, billing country, payment details: collected by our merchant of record (named at checkout), which shares order details (name, email, country, order ID) with us. We never see full card numbers. | Selling the license, tax, fraud prevention, receipts, support | Contract; legal obligation | As tax law requires (typically up to 7 years) |
| You buy from our website | Your email, order ID, amount and the license key we issue, stored on our license server (Google Firebase, USA) | Delivering your key and sending it again if you lose it | Contract | As long as the license is in use, and as tax law requires |
| You visit our website | IP address, browser type and the pages requested, in our hosting provider's (Google Firebase) logs. No cookies, analytics or trackers | Running and securing the website | Legitimate interest | Up to 30 days |
| You enter a license key | Nothing is sent. The key (which contains the email you bought with) is checked on your Mac and stored in the app's data folder. | Unlocking Pro | Contract | Until you remove it |
| Update check (the app asks first; can be turned off) | IP address, app version, macOS version, Mac model type, sent by the updater (Sparkle) to our update feed | Offering updates | Consent / legitimate interest | Server logs deleted within 30 days |
| You email support | Your email and what you send us | Answering you | Legitimate interest / contract | 24 months after the conversation |
| You send a support report (Help → Get help; only when you choose to) | A zip you can open first: app version, Mac model, macOS, memory and free space, your settings (names and terms you added are counted, not included), permission status, recording lengths, statuses and error messages, and the activity log. Never recordings, transcript text, titles or names; folder paths are shortened to hide your user name | Diagnosing and answering your support request | Consent / legitimate interest | 24 months after the conversation |
We do not use analytics or advertising SDKs in the Software.
3. Sharing
We share personal data only with: our merchant of record (payments); our hosting/email providers (website, license server, update feed, support mail) acting on our instructions; and authorities when the law requires it. We do not sell or "share" personal information for cross-context behavioral advertising.
4. International transfers
We are based in the United States. Where data from the EEA/UK is transferred, we rely on appropriate safeguards such as the EU Standard Contractual Clauses.
5. Your rights
Depending on where you live (for example under the GDPR, UK GDPR or California's CCPA/CPRA), you may have the right to access, correct, delete or port your personal data, to object to or restrict processing, and to withdraw consent. To exercise them, email support@hearingscribe.com. We will not discriminate against you for using them. You may also complain to your local data protection authority. Data on your own device is fully under your control: delete it in the app or in Finder.
6. Security
Your recordings are protected by your Mac's security (your account, FileVault disk encryption if enabled). The Software does not open network ports to other computers: its internal engine listens only on your Mac (127.0.0.1).
7. Children
The Software is not directed to children under 13 (or 16 in the EEA), and we do not knowingly collect their personal data.
8. Changes
We will post changes here and, for material changes, notify you in the Software before they take effect.
9. Contact
support@hearingscribe.com · Acharya Innovations, Inc., c/o Registered Agents Legal Services, LLC, 1013 Centre Road, Suite 403S, Wilmington, DE 19805, USA.