Privacy Policy

Information We Process

When you use ToTextly, you submit the URL of a public video. We process that URL or its video ID so we can request available subtitle tracks, transcript content, and related video metadata from third-party providers. Those providers receive the information needed to complete the request and handle it under their own terms and privacy practices.

Transcript results and associated video metadata may be temporarily cached on the server for up to 7 days. This cache improves response times and avoids unnecessary duplicate requests to providers. It is not used to build user profiles. The core transcript tool does not require an account, so you never need to create a user profile or submit an email address to retrieve a transcript. Optional accounts are described under “Accounts and Sign-In” below.

Hosting, content delivery, and security infrastructure may process standard technical information such as an IP address, browser or User-Agent details, access time, requested page, and diagnostic or security events. The relevant infrastructure providers determine how their operational logs are retained and protected.

Accounts and Sign-In

Using the transcript tools does not require an account. If you choose to create one, you can sign in with Google. We store the email address of your account and, when Google supplies them, your display name and avatar. We do not store passwords, and we do not have access to your Google password or Google account credentials.

Sign-in uses Auth.js, with account and session records stored in Neon PostgreSQL. Google processes the information needed to verify your identity. Once you have an account, we keep records such as your profile, credit balance, credit transaction history, and necessary order or payment-event records so the account and billing systems can operate. Database access is handled by the server; the database connection details are not sent to your browser.

Payments and billing records

ToTextly plans to use Waffo as a third-party payment service for one-time credit purchases. Payments are not currently open. When checkout is enabled, Waffo will process the payment information needed to complete a transaction under its own terms and privacy practices. ToTextly does not intend to store full payment-card numbers or card security codes.

We may retain the account ID, product, amount, currency, order and provider references, payment status, refund status, credit entries, and related event identifiers needed to deliver credits, prevent duplicate processing, provide support, keep transaction records, and handle disputes or refunds.

Video and transcript processing

ToTextly uses SocialCrawl as a third-party video-data and transcript processing service for supported platforms. The public video URL, video or post identifier, requested language, and information needed to retrieve or generate a result may be sent to SocialCrawl. Do not submit private links or content you are not authorized to process.

When local file transcription is enabled and you choose to upload a recording, its audio or video contents are sent to AssemblyAI for transcription and automatic speaker labeling. Sign-in is required. ToTextly returns the transcript to your browser and does not provide a saved file-transcript library. The result controls allow you to request deletion of the provider transcript. Provider retention and backup practices are governed by AssemblyAI’s policies; deletion does not imply that every backup copy is immediately erased. Do not upload sensitive recordings or other people’s personal information without appropriate permission.

Cookies and Local Storage

The public transcript forms do not require an account session. If you sign in, we use necessary session cookies to recognize your account and protect authenticated pages. Analytics and advertising services may use cookies, local storage, or similar technologies to measure visits, protect services, or serve and measure advertising, depending on your location, applicable law, and available consent choices.

Analytics

We use Google Analytics 4 and Plausible analytics tooling to understand traffic, page usage, and product performance. This information helps us identify technical problems and decide which parts of the site need improvement. Analytics data may include device, browser, approximate location, referral, page, and interaction information. The providers process data under their own terms; we do not describe all analytics data as completely anonymous.

Advertising

ToTextly loads Google AdSense site code and may display advertising. Google and its advertising partners may use cookies or related technologies to deliver, limit, measure, or personalize ads according to applicable consent settings. You can review Google advertising preferences at Google Ads Settings.

Data Retention

ToTextly's transcript and video metadata cache is retained for up to 7 days. Cached entries expire so that later requests can retrieve current provider data. Account, session, credit, order, payment-event, and support records may be retained for as long as reasonably needed to operate the account, maintain transaction integrity, resolve requests, and meet applicable obligations. Video and transcript providers, hosting or CDN services, security services, analytics providers, advertising providers, and the planned payment provider maintain their own retention schedules.

Your Privacy Rights

Depending on where you live, you may have rights relating to access, correction, deletion, restriction, or objection regarding personal data. You may contact us to ask a question or make a request. We will assess it under the laws that apply and explain when data is controlled by an independent provider that must handle the request through its own process.

Children's Privacy

ToTextly is not directed to children under 13. We do not knowingly ask children under 13 to create accounts or provide personal information, and the current service does not operate an age verification system.

Third-Party Services

Running ToTextly involves third-party hosting and CDN services, Google OAuth, Neon PostgreSQL, SocialCrawl, analytics, and advertising providers. Waffo is planned for payment processing but is not yet active on ToTextly. Each service may process information needed for its role and publishes its own terms and privacy policy.

Changes

We may update this policy as the product, providers, or legal requirements change. The date at the top will show when the policy was last updated.

Contact

For privacy questions or requests, email support@totextly.com.