Privacy notice

1. Information we collect

• Account information: your email address, account identifiers, sign-in events, and information needed to manage beta access and usage allowances.
• Content you provide: uploaded recordings and the voices, images, screen content, names, and other personal or business information they contain.
• Technical and operational information: file metadata, recording duration, processing state, storage references, security and rate-limit signals, device and network information made available to hosting services, and error or diagnostic events. Rate-limit identifiers are stored in keyed, non-plain-text form.
• Communications: messages you send to support. If you use the external feedback form, Google also handles the information you submit there under its own privacy terms.

2. Why we use it

We use this information to:

• authenticate you and provide your private workspace;
• receive, transcribe, analyse, display, correct, package, and deliver your content;
• send sign-in, completion, failure, and service messages;
• protect the beta from abuse, investigate failures, and maintain security;
• respond to support, privacy, correction, export, and deletion requests; and
• understand service reliability and improve the beta.

We do not sell uploaded recordings, transcripts, or generated documents. We do not use them for advertising.

3. Service providers and overseas processing

TacitDocs uses service providers to operate the beta. They may process information on our behalf and may process or store it outside your country, including in the United States and other locations where their infrastructure or support teams operate.

• Supabase for authentication and database services;
• Cloudflare R2 for object storage;
• Vercel for the web application;
• Railway for background processing;
• OpenAI for transcription;
• Anthropic for document analysis;
• Resend for service email; and
• Google Forms when you choose to submit the external feedback form.

Provider locations, infrastructure, and retention controls can change. Contact us if you need the current provider information before uploading sensitive material.

4. Recordings, AI processing, and your responsibility

Only upload a recording if you are authorised to share and process everything in it. You are responsible for providing any notice and obtaining any consent required from participants. Avoid uploading secrets, credentials, health information, financial information, or other highly sensitive material unless it is necessary, authorised, and appropriate to send to the providers listed above.

AI-generated transcripts and documents can be incomplete or wrong. Review important content against the recording before relying on it or sharing it.

5. Retention and deletion

• Once processing reaches a terminal state, the raw uploaded recording is scheduled for deletion after 14 days. A temporary technical failure may delay deletion while the service retries it.
• Generated transcripts, frames, reports, knowledge-pack files, and your corrections remain available in your workspace until you delete the session or the service no longer needs to provide it. There is currently no shorter automatic expiry period for these generated files.
• You cannot delete a session through the ordinary workspace controls while it is processing. Contact us if processing is stuck or urgent action is needed.
• After a deletion request completes, TacitDocs removes the recording and generated objects and clears content and storage metadata from the active session record. A minimal deletion record and limited account, credit, security, or operational records may remain where reasonably needed to prevent abuse, investigate incidents, meet obligations, or demonstrate that deletion occurred.
• Service providers may keep limited backup, security, billing, or abuse-prevention records under their own retention controls after TacitDocs requests deletion.

To request session help, account deletion, a copy of your information, or clarification about a retained record, email the privacy contact below. Do not send recordings, transcripts, passwords, API keys, or other sensitive content by email.

6. Security

TacitDocs uses passwordless sign-in, access controls, private storage, encrypted transport, bounded upload links, integrity checks, rate limits, and operational monitoring intended to protect information. No online service can guarantee absolute security. Tell us promptly if you believe an account, link, or document has been accessed improperly.

7. Access, correction, complaints, and contact

You can correct document terminology in Review and Adjust and delete eligible sessions from your workspace. For access, correction, account deletion, export, a privacy complaint, or a security concern, contact:

TacitDocs Privacy
hello@tacitdocs.com

Explain what you need without attaching sensitive source content. We may need to verify that you control the relevant account before responding.

8. Changes to this notice

The beta and its providers may change. We will update the effective date and publish a revised notice here when handling practices materially change. The Terms contain the rules for using the service.