Privacy Policy

Last updated: January 21, 2026

At ConsultScribe ("we", "us", or "our"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website https://consultscribe.io (the "Site") and our services (the "Services").

By using the Services, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Services.

1. Information We Collect

We collect the following types of information:

Account Information: Name, email address, password (hashed), and payment details (processed securely by Stripe — we do not store full card numbers).
Usage Information: Audio files you upload or record, generated transcripts, templates you create, reports you generate, and usage metrics (e.g. number of operations).
Technical Information: IP address, browser type, device information, operating system, and usage patterns (e.g. pages visited, time spent).
Social Login Information (Google OAuth): If you sign in using your Google account, we receive profile information such as your name, email address, profile picture, and other public data you make available through your Google privacy settings. We use this only to create and authenticate your ConsultScribe account.

2. How We Use Your Information

We use your information to:

Provide, maintain, and improve the Services (e.g. transcribe audio, generate reports based on your templates)
Authenticate and manage your account (including via Google OAuth login)
Process payments and subscriptions (via Stripe)
Respond to support requests and communicate with you
Prevent fraud, abuse, and security issues
Analyse usage and improve performance (via Google Analytics)
Comply with legal obligations

3. How Your Data Is Processed

Your use of the Services involves third-party processing:

Transcription: Audio is securely sent to Runpod-hosted servers (located overseas) running Faster-Whisper for transcription. Data is processed temporarily and deleted after transcription unless you save the result.
Report Generation: Transcripts and your selected template are sent to OpenAI models (located overseas) to generate formatted reports. OpenAI may retain input and output data for up to 30 days for safety and abuse monitoring (see OpenAI's privacy policy for details).
Storage: We do not store your audio files or transcripts long-term.
Encryption: All data is encrypted in transit and at rest during processing.
No training: We do not use your data (audio, transcripts, or reports) to train any AI models.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience, analyse usage, and for security. This includes Google Analytics to understand how visitors interact with our site (e.g. pages viewed, time spent). For full details, including types of cookies, how to manage them, and opt-out options, please see our dedicated Cookie Notice.

5. Sharing Your Information

We may share your information only in these situations:

With service providers (e.g. Runpod for transcription, OpenAI for report generation, Stripe for payments, Google for analytics and OAuth login) under strict confidentiality agreements
To comply with legal obligations, protect rights, or respond to lawful requests
In connection with a merger, acquisition, or sale of assets (with notice where required)

We do not sell your personal information.

6. Data Retention

We keep your personal information only as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements.

Audio and transcripts are deleted after processing.

7. Your Privacy Rights

Depending on applicable law, you may have rights to access, correct, or delete your personal information, withdraw consent (where applicable), or object to certain processing.

To exercise these rights, email us at [email protected]. We will respond in accordance with applicable law.

8. Security

We implement reasonable technical and organisational measures to protect your data. However, no system is completely secure. We cannot guarantee absolute security.

9. International Transfers

Your data may be processed in countries outside Australia (e.g. Runpod and OpenAI servers). We ensure appropriate safeguards are in place for such transfers.

10. Children's Privacy

Our Services are not directed to children under 18. We do not knowingly collect data from children. If we learn we have collected such data, we will delete it.

11. Changes to this Policy

We may update this Privacy Policy from time to time. Changes will be posted here with an updated "Last updated" date. Continued use of the Services after changes constitutes acceptance.

12. Contact Us

For questions about this Privacy Policy or your data, contact us at:

Email: [email protected]
Australian Business Number (ABN): 78 607 269 827
ConsultScribe
Australia