Privacy Policy

1. Information We Collect

2. How We Use Your Information

We use the information we collect for the following purposes:

1. to provide, maintain, and improve the transcription and AI response services;
2. to process transactions and manage your subscription;
3. to enforce usage limits and prevent abuse;
4. to communicate with you about your account, security alerts, and service updates;
5. to comply with legal obligations;
6. to protect the rights, property, and safety of KAISAKU, our users, and the public.

We do not use your audio data or transcription content to train or improve AI models. We do not sell your personal information to third parties.

3. Audio Data Processing and Retention

Audio data captured by the KScribe desktop application is transmitted over encrypted connections (TLS) to our servers. Audio is processed in real-time to generate text transcriptions and is discarded immediately after processing. No audio recordings are permanently stored on our servers. Text transcriptions are temporarily cached within your active session to provide conversation context. Session caches expire automatically after 2 hours of inactivity and are permanently deleted at that time. You may manually clear your session cache at any time using the reset function within the application.

4. Legal Bases for Processing

We process your personal information on the following legal bases:

1. Performance of a contract — to provide the Service you have subscribed to;
2. Legitimate interests — to improve and secure our Service, prevent fraud, and enforce our terms;
3. Consent — where you have provided explicit consent for specific processing activities;
4. Legal obligation — to comply with applicable laws and regulations.

Where we rely on consent, you may withdraw it at any time by contacting us, without affecting the lawfulness of processing prior to withdrawal.

5. Third-Party Service Providers

We engage a limited number of third-party service providers who process data on our behalf to operate the Service. These include payment processors (for subscription billing), cloud infrastructure providers (for hosting and data processing), and authentication service providers (for secure account management). Each provider is contractually obligated to process data only as necessary to perform services on our behalf and to maintain appropriate security measures. We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

6. Data Security

We implement commercially reasonable technical, administrative, and organizational safeguards to protect your personal information, including:

• encryption of data in transit using TLS/SSL;
• encryption of sensitive data at rest;
• secure password hashing (bcrypt);
• role-based access controls;
• regular security assessments.

Despite these measures, no system is completely secure. In the event of a data breach affecting your personal information, we will notify you and any applicable regulatory authorities as required by law, without unreasonable delay.

7. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes described in this policy:

• Account information is retained for the duration of your active account.
• Session and transcription data expires automatically after 2 hours.
• Usage and billing records are retained for the duration of your account and for up to 7 years thereafter as required for tax and accounting compliance.
• Security logs are retained for up to 12 months.

Upon account deletion, we will remove or anonymize your personal information within 30 days, except where retention is required by law or necessary to resolve disputes or enforce our agreements.

8. Your Rights and Choices

9. Cookies and Local Storage

The KScribe web dashboard uses strictly necessary cookies and local storage for authentication and session management. We do not use advertising cookies, tracking pixels, or third-party analytics that track you across other websites. The desktop application uses local device storage to save your preferences and authentication state. No cookie consent banner is required as we only use strictly necessary cookies.

10. Children’s Privacy

11. International Data Transfers

If you access the Service from outside the United States, your information may be transferred to and processed in the United States, where our servers are located. By using the Service, you consent to the transfer of your information to the United States. We ensure that appropriate safeguards are in place for any international data transfers in compliance with applicable law.

12. Do Not Track Signals

Some web browsers transmit “Do Not Track” (DNT) signals. As there is no industry standard for how to respond to DNT signals, we do not currently respond to them. However, as stated above, we do not use tracking cookies or third-party analytics.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. If we make material changes, we will provide notice by updating the “Last updated” date at the top of this page and, where required, by sending you an email notification. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Privacy Policy. We encourage you to review this page periodically.