Privacy, GDPR & Cookies Policy

SpeakMate values your privacy and handles personal information with care. This Privacy Policy explains what data we collect, how we use it, when we share it, and the choices available to you when you use our website and services.

This policy applies to SpeakMate websites, applications, and related services used for transcription, translation, text-to-speech, and account management.

Important: Your uploaded files and generated transcripts are not stored permanently. They are retained for up to 14 days so you can access your results and are then automatically deleted. We do not sell your data, and we do not share your files with third parties except where required to provide the service you request, including secure hosting, payment processing, and AI-powered processing.

SpeakMate is a platform that provides AI-assisted transcription and related language tools. For the purposes of applicable data protection laws, SpeakMate acts as the controller of the personal information described in this policy.

If you have any questions about this policy or about how we process your information, please contact us using the details in section 14.

Depending on how you use SpeakMate, we may collect the following categories of information:

• Identity data: such as your name, username, or profile information associated with your account.
• Contact data: such as your email address and any support details you choose to provide.
• Billing and transaction data: such as subscription status, invoice references, payment confirmations, and limited billing metadata. We do not store full card details in our own database.
• Technical data: such as device information, browser type, IP address, operating system, and diagnostic logs used for security and service delivery.
• Usage data: such as how you interact with features, pages, and account tools.
• File and output data: such as the audio, video, text, or other content you upload for processing and the transcripts or outputs created from that content.

3.1 Special categories of data

We do not intentionally collect sensitive categories of personal information unless you choose to include that information in content you upload or submit to us. Please avoid uploading sensitive data unless it is necessary for your use case.

We collect information in the following ways:

• Directly from you: when you create an account, sign in, upload files, contact support, subscribe to a plan, or otherwise send us information.
• Automatically through your use of the service: when our systems record technical and usage information needed to operate, protect, and improve the platform.
• From service providers: when payment processors, authentication providers, hosting providers, or other processors send us limited information needed to confirm transactions and deliver services.

We use personal information only where we have a valid reason to do so, including to provide services, operate your account, meet legal obligations, and protect the platform.

• To perform our contract with you and provide the services you request.
• For our legitimate interests, such as fraud prevention, support, analytics, and platform security.
• To comply with legal, tax, accounting, or regulatory obligations.

5.1 Purposes for which we will use your personal data

The table below summarises the main ways we use your data and the legal basis we rely on:

We use administrative, technical, and organizational measures designed to protect personal information and uploaded content from unauthorized access, loss, misuse, or disclosure.

Uploaded files are processed only to provide the services you request. They are not intended to be permanently stored, and we do not disclose them to unrelated third parties.

We do not sell or rent your personal information. We do not share your files or personal data with third parties for their own marketing purposes.

• Service providers: We may share limited information with trusted processors that help us host the platform, process payments, authenticate users, send communications, or provide AI-powered processing necessary to deliver the service.
• Legal compliance: We may disclose information when required by law, regulation, court order, or valid legal process, or when necessary to protect our users, rights, or platform.
• Business protection: We may use or disclose limited information to investigate fraud, enforce our terms, or prevent security incidents and abuse.

Any sharing is limited to what is reasonably necessary to operate SpeakMate and is subject to confidentiality, data protection, and security requirements.

7.1 International transfers

Some of our processors may operate in countries other than your own. Where personal information is transferred internationally, we take reasonable steps to ensure an appropriate level of protection is applied.

We keep personal information only for as long as needed to provide services, maintain your account, meet legal obligations, resolve disputes, and enforce our agreements.

• Uploaded files and generated outputs: kept for up to 14 days and then automatically deleted, unless you delete them sooner.
• Account information: retained while your account remains active and for a reasonable period afterward where necessary for legal or operational reasons.
• Billing and transaction records: retained as required by tax, accounting, or legal obligations. Full card details are not stored in our database.
• Support records and security logs: retained for a limited period to manage support requests, prevent abuse, and protect the service.

Depending on the laws that apply in your location, you may have the following rights regarding your personal information:

• Access: request information about the personal data we hold about you.
• Correction: request correction of inaccurate or incomplete information.
• Deletion: request deletion of information where applicable.
• Restriction or objection: ask us to limit or stop certain processing in appropriate circumstances.
• Portability: request a copy of certain data in a portable format where legally available.
• Withdrawal of consent: where we rely on consent, you may withdraw it at any time.

To exercise these rights, please contact us at [email protected].

We may ask you to verify your identity before processing certain requests. In limited cases, we may decline or charge a reasonable fee for requests that are excessive, repetitive, or not required by law.

We use cookies and similar technologies to operate the website, remember preferences, understand usage, and improve performance.

10.1 Types of cookies we use

• Essential cookies: required for login, security, and core functionality.
• Performance cookies: used to understand traffic, errors, and service performance.
• Preference cookies: used to remember settings and improve usability.
• Third-party cookies: may be set by integrated services used to operate or secure the platform.

You can manage cookies through your browser settings. If you disable certain cookies, some features of SpeakMate may not function properly.

SpeakMate is not directed to children under the age required by applicable law to use the service without parental consent. We do not knowingly collect personal information from children in violation of applicable law. If you believe a child has provided us with personal information, please contact us so we can review and delete it where appropriate.

We may update this Privacy Policy from time to time to reflect changes to our services, legal requirements, or business practices.

When we make material changes, we will post the revised policy on this page and may provide additional notice where appropriate.

Our website may contain links to third-party websites, plugins, or services. Those third parties operate under their own terms and privacy notices.

We are not responsible for the privacy practices of external services, so we encourage you to review their policies before providing personal information.

If you have questions about this Privacy Policy, your information, or a privacy-related request, please contact us: