Privacy Policy

1. Introduction

SayToWords ("we," "our," or "us") is operated by Hangzhou Shijing Technology Co., Ltd. (杭州时竞科技有限公司). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI voice transcription and language processing service (the "Service") at https://www.saytowords.com. Please read this policy carefully. If you do not agree with its terms, please do not access the Service.

2. Information We Collect

We collect information you provide directly to us and information we collect automatically when you use our Service. Depending on how you use SayToWords, this may include:

• Name: If you provide a display name or account name when registering or contacting us.
• Email: Used for account registration, authentication, service notifications, and support communication.
• Login Information: Including account credentials and authentication data when you sign in with email/password or third-party login providers such as Google OAuth.
• Uploaded Files: Audio and video files, recordings, linked media, and related content you submit for transcription, translation, summarization, or other processing.
• Billing Information: If you purchase a paid plan, payment-related details such as subscription status, transaction identifiers, and billing records. Payment card details are processed by our payment providers and are not stored directly by us.
• Usage Analytics: Information about how you interact with the Service, including pages visited, features used, session activity, device type, browser type, IP address, and referral data.

2.1 Information You Provide

• Account Information: When you create an account, we collect your email address, password or authentication method details, and any other information you choose to provide.
• Audio and Video Content: We collect audio and video files that you upload, record through our Service, or import via links.
• Transcription Data: We collect text transcripts, translations, summaries, edits, and other outputs generated from your uploaded content.
• Communication Data: When you contact us for support or business inquiries, we collect the content of your communications with us.

2.2 Information We Collect Automatically

• Usage Information: We collect information about how you use our Service, including the features you access and the duration of your sessions.
• Device Information: We collect information about your device, including IP address, browser type, operating system, and device identifiers.
• Log Data: We collect server logs that may include pages visited, timestamps, and diagnostic information.
• Cookies and Similar Technologies: We use cookies and similar technologies to support authentication, preferences, analytics, and service functionality.

3. How We Process Uploaded Files

Uploaded audio and video files are processed solely for the purpose of providing transcription, translation, summarization, and related services requested by you.

Users retain ownership of their uploaded content. We do not claim ownership over your files or generated outputs, except for the limited license necessary to operate the Service as described in our Terms of Service.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Service Provision: To provide, maintain, and improve our AI voice transcription, translation, and summarization services
• Account Management: To create and manage your account, process subscriptions and payments, and provide customer support
• Content Processing: To process your uploaded files and generate requested outputs
• Service Improvement: To analyze usage patterns, improve reliability, and enhance service quality
• Communication: To send service-related communications and respond to inquiries
• Security: To protect against fraud, abuse, and unauthorized access
• Legal Compliance: To comply with applicable laws, regulations, and legal processes

5. How We Store and Protect Your Information

5.1 Data Storage

Your data is stored on secure infrastructure operated by us and our service providers. We use industry-standard security measures, including encrypted transmission, access controls, and monitoring.

5.2 Data Security

We implement reasonable administrative, technical, and organizational safeguards to protect user data against unauthorized access, disclosure, alteration, or destruction. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

6. Information Sharing and Disclosure

We do not sell your personal information. We may share information only as described below:

• Service Providers: We may share information with trusted third-party providers who help us operate the Service, such as payment processors, authentication providers, analytics providers, cloud infrastructure providers, and AI processing partners
• Legal Requirements: We may disclose information if required by law or in response to valid requests by public authorities
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction
• Consent: We may share information with your explicit consent or at your direction

7. Data Retention

Uploaded files may be retained for a limited period necessary to provide services, improve system reliability, comply with legal obligations, or as otherwise described in user settings.

Specifically:

• Account Information: Retained while your account is active and as needed to provide the Service
• Uploaded Files and Outputs: Retained until you delete them, close your account, or as otherwise required for service delivery
• Deleted Data: Deleted content may remain in backup systems for a limited recovery period before permanent deletion
• Legal Requirements: Certain records may be retained longer where required by law or for legitimate business purposes

8. Your Rights and Choices

Depending on your location, you may have rights regarding your personal information, including under the GDPR and similar laws.

Users may request:

• Access to personal data
• Correction of personal data
• Deletion of personal data
• Restriction of processing
• Data portability

You may also object to certain processing activities or withdraw consent where processing is based on consent. To exercise these rights, contact us at [email protected].

9. Cookies and Tracking Technologies

We use cookies and similar technologies to support authentication, preferences, analytics, and service functionality. You can control cookie settings through your browser, but disabling cookies may affect certain features.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your own. Where required, we implement appropriate safeguards for international transfers.

11. Children's Privacy

Our Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us.

12. Third-Party Services

We use third-party services to operate SayToWords. These providers process information on our behalf only as needed to deliver their services. Examples include:

• Stripe: Payment processing for subscriptions and one-time purchases
• Google OAuth: Optional sign-in authentication
• Google Analytics: Website usage analytics
• Matomo: Privacy-focused website analytics
• Cloudflare: Content delivery, security, and file storage infrastructure
• OpenAI: Speech recognition and language processing capabilities used to deliver transcription and related AI features

We encourage you to review the privacy policies of these providers. Our Service may also contain links to third-party websites, and we are not responsible for their privacy practices.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Material changes will be posted on this page and, where appropriate, communicated by email or through the Service.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact:

• Company: Hangzhou Shijing Technology Co., Ltd.
• Email: [email protected]
• Website: https://www.saytowords.com

We aim to respond within a reasonable timeframe and in accordance with applicable laws.

15. Governing Law

This Privacy Policy is governed by the laws applicable to Hangzhou Shijing Technology Co., Ltd., without regard to conflict of law principles.