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Privacy Policy Media2Text by Babay

DOCUMENT VERSION 2.3
App Version 3.0.5 from 11.02.2026
Developer (Service owner/controller): Babay (pseudonym) – individual entrepreneur, member of the Union of Journalists of the Republic of Kazakhstan.

GENERAL PROVISIONS

This "Privacy Policy" describes how the Media2Text application (hereinafter the "Service") collects, uses and protects information about users (hereinafter "You").

By using Media2Text, you agree to the processing of data. We comply with the GDPR (EU) and Law No. 94 of the Republic of Kazakhstan.

1. DATA COLLECTION AND USE

We collect the minimum amount of data necessary solely to provide the Service and improve the quality of services. We do not sell or transfer the data we collect to anyone. We do not train AI on your data.

1.1. Audio/Video files

Purpose: Automatic transcription of user media files (video or audio) into text.

Retention period: Uploaded media files are deleted immediately when the session ends (closing or forcibly refreshing the application page), or when a new file is uploaded by the user, or automatically as part of routine system cleanups (every 6 hours). In abnormal cases (connection loss, etc.) deletion is performed by the automatic cleanup every 6 hours.

Your files are processed on servers physically located in Germany (EU).

Note: We do not view, read, copy or transfer user files or their contents, and we delete them when the user's session ends.

1.2. Transcription results – transcribed texts

Purpose: To provide the user with the transcription results.

Retention period: Transcript files and the transcribed text displayed in the interface are deleted immediately when the session ends (closing or forcibly refreshing the application page), or when a new file is uploaded by the user, or automatically as part of routine system cleanups (every 6 hours).

Note: We do not view, read, copy or transfer the transcription results of user media files, and we delete them once the transcription session ends.

1.3. User email addresses (Google OAuth and Google One Tap)

Legal basis: performance of a contract (Article 6(1)(b) GDPR) — Article 6(1)(b) GDPR.

When you authorize via Google, the Service receives from Google only the user's email address and a technical account identifier needed for proper authentication. Other Google profile data (contacts, files, activity history and other information) is not requested or processed.

Purpose:

Retention period:

Note: Email addresses are stored by the Service only for the specified periods, after which they are permanently deleted from the system and databases of the Service and are not preserved in backups for further use.

1.4. Anonymous metadata (media file size, format, transcription time, date)

Purpose: Collection is carried out for statistical accounting of overall service performance and monitoring of functionality – its stability, efficiency, quality of work with different file types and sizes, and identification of peak load periods. Metadata is anonymous, collected in aggregate form and does not contain email addresses, names or other data that could lead to user identification.

Retention period: We store the anonymous metadata collected from a specific session for 12 months from the time of collection, after which the data is removed from the service.

Note: We collect only statistical and general data about the application's operation without linking it to user data.

1.5. Cookies and similar technologies

Purpose: To ensure the operation of the service and user authentication.

Technologies used:

Note: You may disable cookies in your browser settings, but this may limit the functionality of the Service. JWT tokens are required for authentication and expire automatically (after up to 1 hour).

2. DATA DISCLOSURE

We do not sell or transfer media files or transcription texts to third parties. Data is processed on the technical infrastructure of the Service (Hetzner Online GmbH) and by the Google authorization provider (upon sign-in). Data obtained through Google authorization is used solely for user authentication and is not used for advertising, profiling or other purposes.

The software component of the application is hosted on secure servers (Hetzner Online GmbH, Germany, EU). You can review the Hetzner Online GmbH privacy policy at https://www.hetzner.com/legal/privacy-policy/. AI model: a fine-tuned OpenAI Whisper model (MIT License) is used for transcription – the model runs locally on Hetzner Online GmbH servers. No data is transferred to OpenAI.

3. CONSENT TO DATA PROCESSING

By clicking the “Start”/“Sign in with Google” button, you voluntarily and explicitly consent to the processing of your data to the extent and under the conditions of this “Media2Text Privacy Policy” (GDPR Art. 7, Law of the Republic of Kazakhstan No. 94 Art. 11).

You have the right to withdraw your consent at any time. You can do this:

4. CHILDREN’S DATA

The Service is not intended for users under the age of 16. We do not provide services to children and do not collect information about them.

5. YOUR RIGHTS

Your rights are protected in accordance with the standards, provisions and principles of the GDPR (General Data Protection Regulation) of the European Union and the Law of the Republic of Kazakhstan “On Personal Data and Their Protection” No. 94-V (as amended through 16 September 2025).

Under applicable law you have the right to:

Note: We undertake to respond to your request sent to support@media2text.me within one month.

6. INTERNATIONAL DATA TRANSFER

All email data of users authorized in the application is processed and stored in accordance with this “Media2Text Privacy Policy” on servers located in Germany (European Union), ensuring a level of data protection in line with GDPR requirements.

7. DATA SECURITY

We implement technical and organizational measures to protect your data (GDPR Art. 32, Law of the Republic of Kazakhstan No. 94 Art. 15). We use the following safeguards:

Note: In the event of a security breach (GDPR Art. 33), we will notify the supervisory authority within 72 hours of discovery. The user will be notified without undue delay if the breach could affect their rights.

8. TRANSCRIPTION ACCURACY

— The Service provides transcription of media files using artificial intelligence technology;

— Transcription accuracy depends on the quality of the source material: with clear speech and no noise or interference it can be 91–96%;

— Accuracy is influenced by objective factors: background noises, accents, and technical characteristics of the recording;

— We recommend checking transcription results before using them for professional purposes;

— If you have questions about service quality, please contact technical support.

9. POLICY UPDATES

We will notify you of any changes to this “Media2Text Privacy Policy” by publishing these changes in the application and on the application’s website at Media2Text.me at least 30 calendar days before the changes take effect.

10. CONTACTS

For all questions related to this Privacy Policy and your personal data, you can contact us:

Note: Official requests for personal data are processed exclusively via email. Facebook messages are not considered official channels for requests under the GDPR.

References to legal acts of the EU and the Republic of Kazakhstan

European Union (GDPR):

Republic of Kazakhstan: