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Privacy Policy

Last updated: 12/10/2025

1. Introduction

At syncpoly.com, we are committed to protecting your privacy and being transparent about how we collect, use, and safeguard your information. This Privacy Policy explains our data practices when you use our transcription and authentication services.

Data Usage & Privacy Transparency: We believe in complete transparency about how we handle your data. We use cookies to deliver our service, we use Mixpanel for analytics, and we do not sell your data to third parties.

2. What Data We Collect

Syncpoly collects the following information to provide and improve our transcription services:

  • Account Information: Email address, name, and authentication credentials (stored securely and encrypted)
  • Uploaded Content: Audio and video files you upload for transcription (processed and stored securely)
  • Usage Data: Information about how you use our service, including features accessed and subscription status
  • Payment Information: When you make a purchase, payment information (including credit card numbers, billing address, and payment method details) is collected and processed securely through Stripe. We do not store, process, or have access to your full credit card numbers. All payment data is handled directly by Stripe's secure payment infrastructure.

3. How We Use Your Data

We use your data exclusively for the following purposes:

  • Service Delivery: To transcribe your audio/video files and provide AI-powered study features
  • Account Management: To manage your account, process payments, and provide customer support
  • Service Improvement: To analyze usage patterns and improve our transcription accuracy and features
  • Security: To protect your account and prevent fraud or abuse

4. Data Sharing and Disclosure

We do not sell your personal data. We may share your information only in the following circumstances:

  • With your explicit consent
  • To comply with legal obligations
  • To protect our rights and prevent fraud
  • With service providers who assist in our operations (under strict confidentiality agreements)

5. Data Security

Data Security: All data is encrypted in transit and at rest. We use industry-standard security practices to protect your information, including:

  • End-to-end encryption for data in transit (HTTPS/TLS)
  • Encryption at rest for stored data
  • Secure password hashing using industry-standard algorithms
  • Regular security assessments and vulnerability testing
  • Access controls and authentication mechanisms

6. Your Rights & Control

You have full control over your data:

  • Access, download, or delete your transcripts and uploaded files at any time
  • Delete your account and all associated data through your account settings
  • Export your data in multiple formats (PDF, DOCX, JSON, CSV, etc.)
  • Manage your subscription and payment preferences
  • Correct inaccurate data
  • Object to processing of your data
  • Request data portability

7. Cookies and Tracking

We use cookies to deliver our service and provide essential functionality. Cookies are necessary for:

  • Authentication and session management
  • Maintaining your login state
  • Remembering your preferences
  • Delivering core service features

We also use Mixpanel for analytics to understand how you use our service and improve our features. Mixpanel helps us analyze usage patterns in an aggregated, anonymized manner. For more details about our cookie usage, please see our Cookie Tracking Policy.

8. Third-Party Services

We do not sell your data to third parties. We use the following trusted third-party services to operate our platform:

Stripe - Payment Processing

We use Stripe as our payment processor to securely handle all payment transactions. Here's how we protect your payment information:

  • No Credit Card Storage: We do not store, process, or have access to your full credit card numbers, CVV codes, or complete payment card data on our servers.
  • PCI DSS Compliance: Stripe is certified as a PCI Level 1 Service Provider, the highest level of certification available in the payment industry. This means Stripe adheres to strict security standards set by the Payment Card Industry Data Security Standard (PCI DSS).
  • Secure Tokenization: When you make a payment, Stripe tokenizes your payment information. We only receive and store a secure token that references your payment method, not the actual card details.
  • Encrypted Transmission: All payment data is transmitted using industry-standard encryption (TLS/SSL) directly to Stripe's secure servers.
  • What Stripe Collects: Stripe may collect and process payment information including card numbers, billing addresses, payment method details, and transaction history. This data is subject to Stripe's Privacy Policy and security practices.
  • What We Receive: We only receive non-sensitive payment information such as transaction IDs, payment status, subscription details, and the last four digits of your card (for identification purposes only).
  • Recurring Payments: For subscription services, Stripe securely stores your payment method and processes recurring charges according to your subscription plan. You can update or cancel your payment method at any time through your account settings.

For more information about how Stripe handles your payment data, please review Stripe's Privacy Policy.

Cloud Infrastructure Providers

We use trusted cloud infrastructure providers to host and store your data securely. All data is encrypted and protected according to industry standards.

Mixpanel - Analytics

We use Mixpanel for analytics and service improvement. Usage data is collected in an aggregated, anonymized format to help us understand how to improve our service.

All third-party service providers are bound by strict confidentiality agreements and are only used for the specific purposes outlined above.

9. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights regarding your data, please contact us at privacy@syncpoly.com.