Privacy Policy

Effective date: April 2, 2026

1. Overview

HatVox ("the Service") is operated by HatVox ("we", "us"). This policy explains what data we collect, how we use it, and your rights regarding that data.

2. Data We Collect

Account information

When you sign in with Google or GitHub, we receive your name, email address, and profile image from the OAuth provider. We store this to identify your account.

Audio data

Audio you record or upload is sent to Deepgram for transcription. Audio is processed in real time and is not stored by HatVox after transcription completes. For uploaded files, the audio is held in memory during processing and discarded immediately after the transcription result is returned.

Transcript and output data

Transcription results and polished output text are stored in our database (hosted on Neon PostgreSQL) and associated with your account. You can view, edit, and delete your transcripts at any time.

Usage data

We track polish operation counts for billing purposes (operations used per billing period). We collect basic error telemetry via Sentry to diagnose and fix issues.

Payment data

Payment processing is handled entirely by Stripe. We do not store credit card numbers, bank account details, or other payment credentials. We receive subscription status and billing period information from Stripe via webhooks.

3. How We Use Your Data

• Provide the Service: Transcribe audio, generate polished output, store your transcripts
• Billing: Track usage against your subscription tier, process payments through Stripe
• Reliability: Monitor errors and performance to maintain Service quality
• Communication: Send transactional emails related to your account or subscription (no marketing emails)

We do not sell your data. We do not use your audio or transcript content for advertising.

4. Third-Party Processors

Your data is processed by the following third-party services in the course of providing the Service:

• Deepgram — speech-to-text transcription (audio is processed in real time; refer to Deepgram's Privacy Policy)
• Anthropic / OpenAI — AI language models for text transformation (transcript text is sent for processing; not used for model training under our API agreements)
• Stripe — payment processing and subscription management
• Neon — PostgreSQL database hosting (stores account data, transcripts, and configuration)
• Vercel — application hosting and edge delivery
• Sentry — error monitoring and diagnostics

5. Data Retention

Transcripts and polished output are retained as long as your account is active. You can delete individual transcripts or all transcripts at any time from the app. Audio is not retained after transcription.

If you delete your account, all associated data (transcripts, preferences, subscription records) will be permanently removed within 30 days.

6. Cookies and Local Storage

We use session cookies for authentication (managed by Better Auth). We use browser local storage for device-specific UI preferences (such as dark mode and microphone selection). We do not use tracking cookies or third-party analytics cookies.

7. Your Rights

You may:

• Access, edit, or delete your transcripts at any time within the app
• Request a copy of your stored data by contacting us
• Request account deletion by contacting us at the address below
• Cancel your subscription at any time through the Stripe Customer Portal

If you are located in the EEA, UK, or California, you may have additional rights under GDPR or CCPA. Contact us to exercise them.

8. Security

We use self-hosted session-based authentication (not a third-party auth vendor). Data is encrypted in transit (TLS) and at rest (database encryption). API keys are server-only and never exposed to client-side code.

9. Children

The Service is not intended for users under 13 years of age. We do not knowingly collect data from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via the email associated with your account. Continued use of the Service after changes constitutes acceptance.