Privacy Policy

Controller

Dolcenota, located in Baja California, Mexico, is responsible for processing your personal data. For any privacy matter or to exercise your rights, contact us at privacy@dolcenota.com.

1. What data we collect

Account data: your email address, your name (if you provide it or if your Google or Apple sign-in provider shares it) and your preferences, such as language.

Your content: the audio or video files you upload and the transcripts, summaries, conversations and exports generated from them. Your content may include other people's data and, potentially, sensitive data (see section 4).

Usage data: transcription minutes used per month (needed to enforce your account limit) and technical operation logs with request identifiers, which we keep for at most 90 days.

Questions you ask the assistant: when our help assistant (Dolcinea) cannot answer a question from our help content, we keep the text of that question for up to 30 days so we can find and fix gaps in our help. We store the question without your name, your account, your IP address or the time you asked, and it is deleted within 30 days. It is never shown next to your account and we do not use it to contact you. Emails, phone and card numbers, links, file names and handles are removed automatically before storage. A name someone types into their own question can still be in the text. We also shorten the text. Only authorized Dolcenota personnel can read it. Questions you ask about your own recordings are never stored this way. If you typed something you did not mean to share, write to privacy@dolcenota.com with what you wrote and roughly when, and we will delete the matching entry.

Website access logs: when anyone visits dolcenota.com, our hosting on Amazon Web Services records standard request data (IP address, browser, page requested, referring page and time). We use it for security and to measure traffic, including visits from search engines and AI assistants, and delete it after 90 days.

Ratings of Dolcinea's answers: if you tap the thumbs up or down under one of Dolcinea's answers, we save that rating (up or down), the language, whether the answer came from our help or from your recording, a general topic and the day. We do not save your name, account, email address, IP address, the time of day or the answer itself, and there is no free-text field. The rating is deleted automatically after about 90 days. Like any request to our servers, sending a rating appears in our standard technical logs (see "Usage data" and "Website access logs" above). We use the totals to see how well Dolcinea answers; a rating does not change the answer you were given and we do not reply to it.

How you found us: the site that referred you, the page where you first arrived and any campaign tags in that link (recorded once, and only where analytics are allowed), and your optional answer to "How did you hear about Dolcenota?". We use it to understand which channels bring people to Dolcenota.

Device and language at sign-up: the general type of device (phone, tablet or computer), which we work out from your browser, and the language of your first visit. We keep them on your profile to understand how Dolcenota is used and to improve the experience on each kind of device; the basis is our legitimate interest in improving the service.

How you interact with our emails: if you come back to Dolcenota from a link in one of our emails, we record on your account which email it was and when, so we know which messages are useful and which are not. It is a label for the type of message; we do not store the content of the email. The basis is our legitimate interest, and you can unsubscribe from these emails at any time using the link at the bottom of each one.

Country and audio language: the country (two letters, from your connection) when you create your account, your optional answer to "What language is your audio in?", and a technical log entry each time a file ends with no speech found (country, detected language and minutes, never the content). We use it to find and fix transcription problems by language and region.

Your personal glossary: if you use the personal glossary, we store the terms you add, such as names of people, products or jargon, up to 300, on your account profile. They may include other people's names, so add only what you are comfortable keeping. We use them only to suggest spelling corrections on your own finished transcripts, with automatic matching that does not use artificial intelligence; nothing changes until you apply it. Your terms are stored with the rest of your account data on Amazon Web Services (AWS), are not shared with third parties and are not used to train models.

Remembered names: if you give a speaker a name or accept a suggested one, we can offer that name again as a one-tap suggestion the next time you name speakers. The list is built on the fly from the speaker names in your own transcripts, by comparing the names as text (ignoring accents and capitals) — never anyone's voice — and without using artificial intelligence. Names the system detected on its own and you did not confirm are not included. It is only a suggestion: nothing is renamed unless you tap it. Because those names may belong to other people, name only whom you are comfortable having remembered. On your account profile we store only three things: your choice to turn it on or off; if you tap "Forget", a coded version of each forgotten name (not the name itself) so it is not suggested again; and, if you tap "Forget everyone", the date you did so. You can turn it off in "My account" and forget one name, or all of them, at any time. Forgetting a name removes it from the suggestions; the speaker names stay in your transcripts until you change or delete them, and a forgotten name can come back if you name that person again later. It is stored with the rest of your account data on Amazon Web Services (AWS), is not shared with third parties and is not used to train models.

Waitlist sign-ups: if you join a waitlist on dolcenota.com (for example, the one for Dolcenota Tutti, for teams, or Dolcenota Studio, for creators and educators), the email address and the optional details you give us (name, organization, team size and intended use). We use them only to contact you about that offering, and you can ask us to delete them at any time.

2. What we use it for

To provide the service: authenticate you, process your audio, separate speakers, generate summaries and answers, translate, enforce usage limits, send you transactional email (verification, invitations, welcome) and keep the platform secure and operational.

Safety review: uploaded content goes through automated systems that detect prohibited material (for example, signals in the audio) and flag it for human review; these systems never remove anything automatically. Flagged content may be reviewed by our authorized personnel and, where the law requires it, reported to the authorities (including NCMEC in the US and the FGR / Guardia Nacional in Mexico).

Your audio, transcripts and conversations are not used to train artificial-intelligence models — neither ours nor third parties'.

3. Artificial-intelligence processing

To provide the service, your content is processed with artificial-intelligence services: the audio you upload or record, the transcript text derived from it, the questions you ask the assistant and your summary or translation requests are processed with AI services from Amazon Web Services (AWS) — which perform the transcription, speaker separation and the other AI features — within our own AWS environment in the United States. AWS acts as a processor on our behalf (see section 6 on who your content is shared with).

These services are used only to generate the transcript, label the speakers, produce summaries, answer your questions and translate. Under the AWS service terms, your content is not retained by the AI services beyond processing your request, is not shared with the companies that develop the AI models — they have no access to your data — and is never used to train models.

You authorize this processing in the app before your first transcription. You may withdraw your consent at any time by no longer using the service or by writing to privacy@dolcenota.com (see section 8 on your rights); withdrawal does not affect processing already performed.

4. Sensitive data and speaker separation

Your recordings may contain sensitive data (for example, about health or beliefs) that you choose to upload. The service separates and labels voices within a single recording to organize the transcript; we do not use voice to identify you across different recordings and do not keep a persistent biometric profile. By uploading content, you represent that you have the necessary consents from the people recorded (see the Terms of Use, section 4).

5. Where and how it is stored

Your content is processed and stored on Amazon Web Services (AWS), in the United States. It is transmitted encrypted (TLS) and stored encrypted with dedicated managed keys. Your content is not accessible to other users; only our authorized personnel (operations and safety review) and the providers that process it on our behalf access it (see section 6).

6. Who it is shared with

We do not sell your data or share it with advertisers. Your data is shared only with: (a) our providers that process data on our behalf: Amazon Web Services (AWS), for hosting and the artificial-intelligence services described in section 3; RevenueCat, Inc., which manages subscription status (it receives a pseudonymous account identifier and purchase metadata from the app store; never your content); and Stripe, Inc., which processes payments for purchases made on the web (it receives your payment and billing details; never your content); and (b) authorities where the law requires it. In-app purchases themselves are processed by the Apple App Store or Google Play under their own privacy policies; we never receive your card details in any case.

For users in Mexico, storage and processing in the US is an international transfer to processors that is necessary to provide the service you request.

7. How long it is kept

We keep your content while your account is active and for as long as we need it to provide the service, within the limits below.

Source files: the audio or video you upload is deleted shortly after its transcription has been processed. If processing fails, we keep the file only as long as we need it to look into what went wrong, and then delete it.

Transcripts, summaries and assistant conversations: your plan sets how long each transcription is kept, counted from the day it finishes processing. Free plan: 30 days. Plus and Pro plans: 1 year (365 days). Power plan: no time limit. We do not delete transcriptions automatically yet: until we start, we keep them while your account is active. We will tell the accounts affected in the app and by email in advance, and from the date we announce, the limit applies to all transcriptions, including ones created before it.

When a transcription reaches your plan's limit, we will delete it completely: the transcript, its summary and the assistant conversation about it. It cannot be recovered. Exports you generate are deleted automatically after 7 days. Before that happens you can export it (TXT, PDF or Word), or export everything at once, from the app, or delete it yourself at any time.

The limit will be calculated with the plan you have at the moment of deletion. If you move to a plan with more history before a transcription is deleted, it is kept under the new plan for as long as you stay on it. If your paid plan ends, the Free plan's 30-day limit will apply to your older transcriptions 14 days after the plan ends; before then we will tell you by email and in the app, so you can export them. Once deleted, they cannot be recovered.

Search index: so you can search for words inside your transcriptions, we keep a text index of your own transcriptions, with the same protection and encryption as the transcriptions themselves. It updates itself: when you delete a transcription, its words are removed from the index shortly afterwards (normally within seconds) and the earlier stored versions of the file are erased too; if something fails, a daily repair pass completes it. A deleted transcription stops appearing in search results immediately. If you delete your account, the index is permanently deleted with the rest of your content once the 7-day reactivation period has passed. We do not log what you search for or the passages you see, and analytics only receives counts.

Technical copies: copies may remain in our systems' backups for at most 35 days; we do not use them to restore individual content.

Assistant conversations: deleted immediately when you delete them.

Questions the assistant could not answer (see section 1): kept for up to 30 days and then deleted automatically. They are stored without your account, so deleting your account does not affect them.

Your personal glossary: the terms are kept on your account until you remove them or delete your account. If you delete your account, they are permanently deleted along with the rest of your content once the 7-day reactivation period has passed (see "Your account" below). Corrections you apply become part of that transcription and are deleted with it.

Remembered names: there is no separate copy of the names; the list is built from the speaker names in your transcripts, so it shrinks when you change a name, delete a transcript or when a transcription reaches your plan's limit. Your choice to turn it on, the codes of forgotten names and the date you last tapped "Forget everyone" are kept on your account until you delete it; they are then permanently deleted along with the rest of your content once the 7-day reactivation period has passed (see "Your account" below).

Your account: if you delete your account, you have 7 days to reactivate it; after that, all of your content is permanently deleted.

Exception: we keep a minimal record (a value derived from your email — not reversible to your email — together with the month's minutes) to enforce the free-tier limit and prevent re-registration abuse; this record contains no transcripts and no name. If we charge you, we will keep tax records for the period the law requires.

We may keep content for longer where the law requires it, or where it is necessary to investigate a safety or legal matter.

8. Your rights

You can access your information and export your content from the app itself, correct your name and preferences in "My account", and delete your account and all its content at any time. You may also object to certain processing, limit the use or disclosure of your data, and withdraw your consent. To exercise these rights, email privacy@dolcenota.com; we will respond within 20 business days at most. If you are unsatisfied, you may contact the data-protection authority in Mexico (the Secretaría Anticorrupción y Buen Gobierno).

For California (US) residents: you have the right to know, delete and correct your data, to opt out of the sale or sharing of your information (we do not sell or share your data), and to limit the use of sensitive data; we will not discriminate against you for exercising these rights.

9. Children

The service is for adults 18 and over only. Do not upload recordings of minors without the consent of their parent or guardian where the law requires it. If we learn that we have collected data from a child under 13, we will delete it.

10. Security and incidents

We use encryption and access controls. If a security breach materially affects your data, we will notify you without undue delay as required by applicable law.

11. Cookies and analytics

In addition to the local storage needed for your session and preferences (such as language), we use usage analytics to understand how the service is used and to improve it.

The website uses Google Analytics with Google's Consent Mode, always without advertising cookies or remarketing. In regions that require prior consent (the European Economic Area and the United Kingdom) we show a notice and only enable analytics cookies and measurement if you accept; until then — and if you decline — Google receives only anonymous, cookieless signals (no identifiers or information that identifies you), used to estimate measurement in aggregate. In other regions (for example, Mexico and the United States) analytics and measurement of our advertising effectiveness are on by default in accordance with this notice; to attribute conversions, a hashed version of your email is sent to Google. You can turn these off at any time from "Analytics preferences" (in the page footer and in your account menu), and we honor your browser's Global Privacy Control signal. We do not use your data to personalize ads or for remarketing. The mobile app uses Google Analytics (Firebase) for the same measurement purpose, configured without advertising features or advertising identifiers. In both cases Google acts as a processor on our behalf and we do not sell your data. You can request deletion of your account and data from "My account".

When you arrive from a link in one of our emails, that link carries a label saying which email it was. We keep it only for that visit (in your browser's session storage, which is cleared when you close the tab) and send it once to our own servers to record it on your account (see section 1). On its own it does not identify you and it is not used for advertising.

12. Changes to this policy

If we change this policy in a significant way, we will announce it in the app before the change takes effect.