Privacy Policy

Last Updated: June 11, 2026

1. Introduction

This Privacy Policy ("Policy") explains how CaptionsNow (hereinafter "Service", "we", "us", or "our") collects, uses, processes, and protects information in connection with your use of our voice-note transcription and translation service. This Policy applies to all users of the Service globally.

We are committed to protecting your privacy and ensuring transparency about our data practices. This Policy is designed to be GDPR-compliant and respects applicable data protection regulations worldwide.

2. Data Controller and Processor Relationship

For the purposes of data protection regulations including the General Data Protection Regulation (GDPR):

• You are the data controller of any voice notes and audio content you provide to the Service
• We are the data processor acting on your behalf
• CaptionsRush, the platform infrastructure that powers CaptionsNow, processes audio content on our behalf to produce transcripts and translations
  
  By using the Service, you acknowledge and accept that we process data as your processor and that audio content is processed on the CaptionsRush platform infrastructure for transcription and translation purposes.
  

3. Information We Collect

3.1 Service Usage Data

We collect the following anonymized data from your use of the CaptionsNow service:

• Feature Usage Metrics: Information about which features you use and how frequently
• Error Reports: Technical data about service errors (without personal identifiers)
• Performance Metrics: System performance data including processing speed, latency, and resource usage
• Device Specifications: Information about your operating system, device type, and browser (without identifying your device)
• Token Consumption: Data about the volume of transcription you use
  

3.2 Transcription Processing Metadata

During audio processing, we collect and retain the following anonymized metadata only:

• Processing Timestamps: The date and time transcription occurred
• Language Used: The language(s) detected and processed in the audio
• Translation Language: The target language you have selected, if any
• Processing Region: The geographic region where processing was performed
• Transcription Length: The duration or length of the transcription
• Transcription Latency: The time taken to complete processing
  

3.3 Transcripts You Save

To provide a searchable history, the Service stores the text transcripts and translations generated from your voice notes in your account. These transcripts are linked to your account so you can skim, search, copy, and revisit them. You can delete any transcript — or your entire history — at any time, and deleted transcripts are removed from our active systems.

3.4 What We Do NOT Collect or Retain

We explicitly do not collect or retain:

• Audio Content: The actual voice notes you provide are processed and then deleted; we do not store your audio after a transcript has been produced
• Biometric Data: Voice patterns, speaker identification, or other biometric identifiers
• Message Context: Information about who sent a voice note or the conversation it came from, beyond what is needed to deliver your transcript
• Ongoing Personal Tracking: We do not track your browsing behavior across sessions or use persistent tracking mechanisms beyond what is described in section 3.5
  

3.5 Web Registration Tracking

When you visit our website and register for an account, we collect the following information to understand how users discover our service:

• Referrer Information: The webpage or source that directed you to our site
• UTM Parameters: Marketing campaign parameters in the URL (e.g., utm_source, utm_campaign)
• IP Address: Your network IP address at the time of registration
• User Agent: Information about your browser and device
  
  Privacy-First Approach: We use your browser's sessionStorage to temporarily capture this information when you first visit our site. SessionStorage is a client-side storage mechanism that does not require cookie consent under GDPR, as it is strictly necessary for the functionality you request and expires when you close your browser tab.
  
  User-Initiated Transfer: When you actively click to sign up (via email or OAuth), we transfer this information to a short-lived cookie (1 hour duration) to preserve it during the registration process. This transfer happens only as part of your signup action and constitutes implied consent under GDPR.
  
  Purpose: This data helps us understand which marketing channels and referral sources are most effective, allowing us to improve our outreach and better serve everyone who would rather read their voice notes — including the deaf and hard-of-hearing community.
  
  No Third-Party Tracking: We do not use advertising cookies, tracking pixels, or third-party analytics services for behavioral tracking. The referrer data is stored solely in our database for internal analytics purposes.
  

4. Legal Basis for Processing

We process your data for the following lawful purposes:

• Contract Performance: To provide the Service you request, including storing your transcripts so you can access them later
• Legitimate Interests: To improve service quality, prevent fraud, and identify anomalies in system performance
• Compliance: To comply with applicable laws and regulations
  
  Any personal data is processed with your consent through your acceptance of this Policy and the Terms of Service.
  

5. How We Use Your Data

5.1 Service Delivery and Improvement

We use your data to:

• Produce and store the transcripts and translations you request
• Analyze feature usage patterns
• Identify performance bottlenecks and optimize system efficiency
• Debug technical issues and improve reliability
• Understand user behavior trends (in anonymized form only)
  

5.2 Fraud Detection and Prevention

We use metadata and anonymized data to:

• Detect unusual patterns that may indicate fraud or abuse
• Monitor for consumption anomalies
• Identify potential paid service fraud
• Prevent circumvention of payment mechanisms
  

5.3 Service Administration

We use data to:

• Maintain and operate the Service
• Respond to technical issues
• Process appeals regarding account termination
  

6. Data Retention

• Audio Content: Not retained. Voice notes are processed to produce a transcript and then deleted.
• Transcripts and Translations: Stored in your account so you can search and revisit them, and retained until you delete them or close your account.
• Anonymized Metrics and Metadata: Retained for a reasonable period necessary to analyze performance, detect anomalies, and prevent fraud. This typically ranges from 3 to 12 months, after which data is deleted or further anonymized.
• Account Data: Retained while your account is active and for a reasonable period after termination to manage appeals and maintain audit trails.
  

7. Data Sharing

7.1 CaptionsRush Platform Infrastructure

CaptionsNow is built on the CaptionsRush platform, which provides the underlying transcription and translation infrastructure. Audio content is processed on this infrastructure to deliver your transcripts and translations. This processing is performed on our behalf and is governed by this Policy. CaptionsRush is our own platform infrastructure and is not an independent third party that uses your data for its own purposes.

7.2 No Other Third-Party Sharing

We do not share your data, transcripts, metadata, or personal information with any other third parties, advertisers, or marketing partners.

7.3 Legal Requirements

We may disclose data if required by law, court order, or government authority. We will attempt to provide notice where legally permitted.

8. International Data Transfers

Since the Service is global and relies on the CaptionsRush platform infrastructure for processing, your data may be processed in multiple jurisdictions outside your country of residence. By using the Service, you consent to such transfers. We ensure that transfers comply with applicable data protection regulations, including GDPR adequacy decisions and Standard Contractual Clauses where applicable.

9. Data Subject Rights (GDPR)

If you are a resident of the European Union or other jurisdiction with applicable data protection laws, you may have the following rights:

9.1 Right of Access

You have the right to request what data we hold about you, including your stored transcripts.

9.2 Right to Rectification

You have the right to correct inaccurate data.

9.3 Right to Erasure

You have the right to request deletion of your data, including your transcripts, subject to legal retention obligations.

9.4 Right to Restrict Processing

You have the right to restrict how we process your data.

9.5 Right to Data Portability

You have the right to receive your data in a structured, commonly used, and machine-readable format.

9.6 Right to Object

You have the right to object to certain types of processing.

To exercise any of these rights, contact our Data Protection team at contact@equalgaming.co. We will respond to requests within 30 days or as required by applicable law.

10. Security

We implement industry-standard security measures to protect your data from unauthorized access, modification, disclosure, or destruction, including:

• Encryption of data in transit (TLS/SSL)
• Secure authentication mechanisms
• Limited access to data on a need-to-know basis
• Regular security assessments
  
  However, no security system is completely impenetrable. While we strive to protect your information, we cannot guarantee absolute security.
  

11. Children's Privacy and Parental Consent

Minors (individuals under 18 years of age) may use the Service only with the consent and supervision of a legal parent, guardian, or adult representative. Parents and guardians are responsible for:

• Monitoring their child's use of the Service
• Ensuring the child complies with this Privacy Policy and the Terms of Service
• Reviewing this Privacy Policy with their child
• Authorizing any data collection and processing on their child's behalf
  
  If you are a parent or guardian, you may contact us to exercise data subject rights on behalf of your child, including requesting access to, deletion of, or restrictions on your child's data.
  

12. Contact Information

For questions about this Privacy Policy, to exercise your data subject rights, or to report privacy concerns, please contact us at contact@equalgaming.co.

13. Changes to This Privacy Policy

We reserve the right to modify this Privacy Policy at any time. Material changes will be communicated to you via email or through the Service. Your continued use of the Service after changes constitutes your acceptance of the updated Policy.

14. Legal Basis for Processing Under GDPR

The following table summarizes our legal bases for processing under GDPR Article 6:

15. Data Protection Impact Assessment (DPIA)

Given that we process audio content on the CaptionsRush platform infrastructure and store transcripts on your behalf, we have conducted a Data Protection Impact Assessment. The assessment concluded that:

• Risks are minimal due to limited data retention and immediate deletion of audio
• Appropriate technical and organizational measures are in place
• The CaptionsRush platform infrastructure provides adequate safeguards
  

16. Data Processing Agreement

As a data processor, we maintain a Data Processing Agreement (DPA) with you as the data controller. This DPA outlines:

• The scope and purpose of processing
• Duration and nature of processing
• Types of personal data processed
• Security obligations and sub-processor management
  
  A copy of our DPA template is available upon request.
  

17. Entire Agreement

This Privacy Policy, together with our Terms of Service, constitutes the entire agreement regarding privacy and data protection.

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By using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.