Privacy Policy

Last updated: October 6, 2026

Who we are

Ray Transcribes is run by Ray Fernando LLC, a California limited liability company ("we", "us"). This policy covers raytranscribes.com, the Ray Transcribes app at app.raytranscribes.com, and our API at api.raytranscribes.com. It explains what we collect and what we do with it.

What we collect

Account information. When you create an account, our sign-in provider shares your email address with us. It also shares your first and last name if you gave them.
Payment information. Our payment processor collects your card details on its own payment page. We don't receive or store the card number you pay with. We keep your plan, billing period, subscription status, and the processor's reference for your account.
How you found us. If you sign up with an invite, we record the invite code. For trial invites, we also record the campaign the invite belongs to.
Files you upload. When you upload in the web app, your browser pulls out the audio and sends us only the audio. The video picture stays on your device. If you use our API, we download the file at the link you give us, or receive the file you upload. We store that file as we receive it, which can include video.
Results. The transcripts, subtitles, chapters, and speaker labels we make, and your edits and saved versions.
Settings. Words you add to your personal dictionary, and your transcription preferences.
Messages you send us. If you use the feedback form, we receive your message, the page you were on, your browser type, and your account email. We also receive the emails you send us.
API information. If you use our API, we keep your webhook addresses and the details you send with each request. We store each API key as a fingerprint (a one-way hash) plus its first 8 characters, so you can tell your keys apart. We keep webhook signing secrets encrypted.
Usage information. We keep the minutes you use and your transcription history. Our hosting provider receives your IP address and browser details with each request. Our servers keep logs, which can include your email address.

Cookies and similar technology

Our sign-in provider sets cookies that keep you signed in. The app sets one cookie that remembers whether the sidebar is open. Your browser may also store your light or dark theme choice. The payment page and the sign-in form are run by our providers and may set their own cookies, for example to prevent fraud.

Our services don't respond to browser Do Not Track signals.

How we use your information

We use your information to:

make your transcripts, subtitles, and chapters;
run your account and bill you;
answer your questions and feedback;
keep the service secure, and detect and prevent abuse;
understand how the service is used, so we can improve it and spot accounts that might suit a different plan; and
meet our legal obligations.

We don't train AI models of our own on your files or transcripts. What our service providers may do with data they receive is set by their own terms.

How your files are processed

To make a transcript, we give your audio, or a link to it, to a speech-to-text engine run by a service provider. Every plan can use Standard, and Creator can also use Premium. In the web app, transcripts use Standard unless you choose Premium. Through API transcript requests, Creator accounts use Premium unless the request asks for Standard, and enterprise accounts always use Premium. Jobs from our command-line tool use Standard unless you choose Premium.
If an engine fails, we may send the audio to another of our engines to finish the job.
If you add words to your personal dictionary, we send them with your audio to help the engine recognize them.
If you turn on chapters, we send your transcript's text to an AI language model to write the chapter titles. On accounts with card-number redaction, we may also send transcript text to an AI language model to find card numbers.

We share information with service providers who help us run Ray Transcribes. We give them what they need to provide their service to us. They are:

hosting, database, and file storage providers;
a sign-in provider;
a payment processor;
speech-to-text engine providers;
AI language model providers, some reached through an AI routing service, for chapters and card-number detection;
an analytics provider, for page-view counts;
a team messaging service, for feedback you send us and for internal alerts; and
a public content delivery network that your browser contacts to load the open-source audio converter the web app uses. No audio is sent to it.

Our sign-in provider and payment processor may also email you directly, for example with sign-in codes or receipts.

We also share information:

When you tell us to. If you give our API a webhook address, we send the finished transcript, including its text, to that address.
For legal reasons. When the law requires it, or to protect our rights, our users, or others.
In a business transfer. If Ray Fernando LLC is merged, acquired, or sells its assets, your information may move with the business.
With your consent. In any other case, only when you agree.

People in recordings

Recordings often include people other than the account holder. If you appear in a recording someone else uploaded, we process it for the person who uploaded it. You can ask that person to remove it, or email us at helpneeded@raytranscribes.com.

How long we keep information

How long we keep your files

Unless another rule below applies, transcripts that finished after August 29, 2026 are deleted automatically 30 days after they finish. This covers transcripts, subtitles, chapters, and saved versions. Editing a transcript doesn't extend this. Download anything you want to keep before it's deleted; downloading in the app needs an active plan with minutes available. Older transcripts are kept until we notify you of a cleanup date.
We keep audio you upload in the web app for 3 days after upload. Then we delete it automatically.
On accounts with card-number redaction, we delete uploaded audio as soon as the redacted transcript is ready, or as soon as redaction fails.
Automatic deletion runs once a day, so a file is usually deleted within a day after its deletion date.
While your plan is active and has minutes available, you can delete any transcript yourself. It leaves your history right away, and we delete its text, subtitles, chapters, saved versions, and audio. Audio that a reprocessed copy still uses is deleted on that copy's schedule.
After a transcript is deleted, we keep a short record of it. The record holds the file name, length, size, dates, language, and minutes used. It keeps your usage and billing history accurate, and it doesn't contain the transcript, subtitles, or audio. If we deleted the transcript automatically, its entry stays in your history.
We back up our database once a day so we can recover from problems.
If you use our API, we keep audio for 30 days after we receive it. That covers audio you send as a link, or upload and then name in a transcript request. Audio sent through an upload session, which our command-line tool uses, is kept for 3 days. An uploaded file that no transcript request uses is deleted within about an hour, and no later than a day. Card-redaction accounts follow the shorter rule above.
The record of an API transcript also keeps the request details you sent, such as the audio link, metadata, and webhook address.
On enterprise accounts, we delete the results of an API transcript request when you acknowledge them, or 24 hours after the transcript finishes. To keep them longer, choose a period of 1 to 30 days when you create the transcript. Web uploads and jobs from our command-line tool follow the standard rules above.

Other information we keep

Words you add to your personal dictionary stay until you delete them.
We keep your account details, your plan, your usage totals, and how you found us while your account is open.
To ask us to delete your account, email us at helpneeded@raytranscribes.com.

Security

Our app and API use encrypted HTTPS connections. We store API keys as a fingerprint plus their first 8 characters, and we keep webhook signing secrets encrypted. Inside Ray Fernando LLC, only the owner and the contractors and tools we authorize can access customer data through our systems. They use it to run, support, secure, and improve the service. Accounts that need it can have card numbers in their transcripts replaced where our detection finds them. Detection can miss a number.

No way of storing or sending data is completely secure, so we can't promise absolute security.

Where we process information

We're based in the United States. Our service providers may process information in the United States and in other countries. At least one of our speech-to-text providers may process audio outside the United States.

Your choices

Download your results. While your plan is active and has minutes available, each transcript page lets you download subtitles and text (SRT, VTT, and TXT). The API offers more formats.
Correct your information. Edit any transcript in the editor while your plan is active and has minutes available. To correct your account details, email us.
Delete. While your plan is active and has minutes available, delete any transcript yourself. At other times, or to delete your account, email us.
Cancel. Cancel your plan at any time in the app.
Marketing. We don't send marketing email today. If we start, every message will let you unsubscribe.
Other requests. To ask for a copy of your information or to make another privacy request, email us. Depending on where you live, you may have other rights under local law. We won't treat you differently for making a request.

Children

You must be 18 or older to have an account. We don't knowingly let anyone under 18 sign up. If you believe someone under 18 has an account, email us.

Changes to this policy

We'll post any change on this page and update the date at the top.

Contact us

Ray Fernando LLC, California, United States

Email: helpneeded@raytranscribes.com