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Legal document

Privacy Policy

Version: 2.0

Effective date: 2026-06-10

Required for registration: Yes

Privacy Policy describing data categories, processing purposes, retention, user rights and third-party processor status for VATranscribe.

Document notice

Third-party processors are disabled for P2-01 unless explicitly configured in production legal settings.

1. Controller / operator

VATranscribe is operated by an individual / self-employed operator in pre-release mode. Operator details are configured through LEGAL_* deployment settings and must be finalized before public production launch.

Privacy contact: privacy@vatranscribe.ru. Legal contact: legal@vatranscribe.ru.

2. Data categories

  • Account: email, password hash, account status, profile/display name where provided.
  • Security: IP address, user-agent, audit logs, refresh token hashes, CSRF cookie metadata and security events.
  • Files: uploaded audio/video, downloaded media, generated transcripts, export artifacts in txt/srt/vtt/json formats and job metadata.
  • YouTube cookies: encrypted per-user Netscape cookies.txt file if uploaded by the user.
  • Billing: plan, subscription status, payment status, provider transaction id, invoices or receipts where enabled.
  • Monitoring: Sentry events, error traces and technical logs where monitoring is enabled.

3. Purposes

  • Registration and login.
  • Providing upload, download, transcription and export workflows.
  • Storing results in the user account.
  • Securing accounts and sessions.
  • Audit logging and abuse prevention.
  • Quota, usage and subscription accounting.
  • Support and privacy request handling.
  • Legal obligations and service reliability.
  • Analytics and improvement only after consent where analytics is enabled.

4. Retention

  • Uploaded/downloaded media: 30 days by default or until user deletion.
  • Export artifacts: 14 days by default or until user deletion.
  • Transcripts: 90 days by default or until user deletion.
  • Temporary files: 24 hours.
  • Failed job files: 7 days.
  • Audit/security logs: 180 days.
  • Account deletion processing window: 30 days.
  • Backups: 7 daily, 4 weekly and 6 monthly backups.
  • Billing records: disabled until billing is enabled or retained as required by law.

5. Third parties

For P2-01, hosting, CDN, analytics, APM, payment and email processors are treated as disabled unless configured in production legal settings. When enabled, this policy must list real providers, countries and data transfer details.

6. User rights

  • Request access to personal data.
  • Request data export where supported.
  • Request deletion where legally and technically possible.
  • Request correction of inaccurate data.
  • Withdraw consent where processing is based on consent.

7. Russian personal data status

If personal data of Russian citizens is processed, 152-FZ readiness must be completed before public production launch, including operator status, localization decision and RKN notification status where applicable.