Privacy Policy

This policy explains what Listently ("we", "us") collects when you use the service, why we collect it, and what control you have over it. It applies to the Listently web app and this website.

What we collect

• Account information: your email address and name, and — if you sign up with a password rather than Google — a securely hashed version of your password (we never store or can see your actual password).
• Google account info: if you sign in with Google, we receive your name, email address, and Google account ID from Google. We never receive your Google password.
• Audio and video you upload, the transcripts and AI-generated summaries produced from it, and any names you assign to speakers.
• Profile picture, if you choose to upload one.
• Usage information: how many transcriptions you've created and when, your selected plan, and basic technical logs (like IP address) used for rate-limiting and abuse prevention.
• Product analytics and session recordings: once you're signed in, we use Mixpanel to record how the app is used — including actions like uploads, edits, and page navigation, and a recording of your on-screen session — to fix bugs and improve the product. We don't intentionally capture password fields, but other on-screen text (including transcript content) may appear in these recordings.

What we don't do

• We never use your audio, transcripts, or summaries to train any AI model — ours or anyone else's.
• We never sell your account data, uploads, transcripts, or summaries, or share them with third parties for advertising or marketing purposes. (This marketing website, separately, uses optional analytics/ad cookies described under "Cookies" below — those don't involve your account or product data.)
• Your uploaded audio is processed entirely on our own servers — it is never sent to a third-party transcription or AI service.

Who else sees your data

A small number of service providers process data on our behalf, only for the specific purpose listed. Some of these providers are based in the United States; where that's the case, transfers rely on that provider's own GDPR-compliant transfer mechanism (such as Standard Contractual Clauses), which we've confirmed each of them offers.

• Anthropic (United States) — the text of your transcript (not the audio itself) is sent to Anthropic's Claude API to generate your AI summary. Anthropic does not use this data to train its models.
• Google (United States) — if you choose "Continue with Google" to sign in.
• Cloudflare — sits in front of our servers to provide HTTPS and protect against abuse; sees encrypted network traffic, not your account contents.
• Oracle Cloud Infrastructure — hosts our servers and database. All storage is encrypted at rest by default.
• Stripe (United States) — handles payment processing for Pro subscriptions. We never see or store your card details; Stripe collects them directly.
• Google Analytics & Google Ads (United States) — on this marketing website only, and only if you accept the cookie banner, to measure traffic and ad performance.
• Mixpanel (United States) — on this marketing website, only if you accept the cookie banner, to understand how visitors use the site. Separately, inside the signed-in app, we use Mixpanel to record product usage and on-screen session activity as described under "What we collect" above — this is treated as part of providing the Service, not a cookie-banner choice.

Why we're allowed to process your data (legal basis)

• Contract: processing your account info, uploads, transcripts, and summaries is necessary to provide the Service you signed up for.
• Legitimate interest: basic technical logs (like IP address) are processed for rate-limiting, abuse prevention, and security.
• Consent: where we ask for it separately (for example, optional communications).
• Legal obligation: where we're required to keep or disclose certain records (for example, payment records for tax purposes).

Voice data and speaker detection

Speaker detection works by analyzing voice characteristics in your audio to tell speakers apart within a single recording — it doesn't identify who a speaker is, match voices against other recordings, or build a persistent voiceprint of any individual. In some jurisdictions (for example, under GDPR's "special category data" rules, or US biometric privacy laws), audio used to identify a specific person is treated as sensitive biometric data. Because we only use voice characteristics to distinguish speakers within one recording and don't use them to identify anyone or retain a biometric template, we don't treat this as biometric identification — but if you or people in your recordings are in a jurisdiction with specific biometric-consent requirements, it remains your responsibility (as the uploader) to have obtained any consent required before uploading.

How long we keep your data

• Uploaded audio files are deleted from our servers immediately once transcription finishes (or fails) — we don't keep a copy of the original file.
• Transcripts and summaries are kept until you delete them or delete your account.
• Deleting a transcript or your account removes it from our active database immediately. One honest caveat: we keep nightly backups of the database for 14 days as a safeguard against data loss (like a server failure) — deleted data may persist in those backup snapshots for up to 14 days before being fully purged, even though it's gone from the live app right away.

Your rights and choices

You can rename or delete any transcript at any time from within the app. You can delete your entire account — which permanently removes your profile, transcripts, and uploaded files — from your account settings, no need to contact us. If you'd rather we handle a request manually (for example, exporting a copy of your data), contact us at the address below.

If GDPR applies to you, you also have the right to: access the data we hold about you; correct inaccurate data; request erasure; restrict or object to processing; receive your data in a portable format; and withdraw consent at any time where processing is based on consent. To exercise any of these, contact us below. If you're not satisfied with our response, you can lodge a complaint with your local data protection authority — in Belgium, the Gegevensbeschermingsautoriteit / Autorité de protection des données.

If you're a California resident, you have similar rights under the CCPA to know what personal information we collect, request its deletion, and correct it. We don't sell or share personal information for cross-context behavioral advertising, so there's no opt-out needed for that.

Recordings of other people

Many recordings include voices other than your own — meeting participants, interview subjects, and so on. Those people are not Listently users and haven't agreed to anything with us. It's your responsibility to have the right to record and transcribe the people in your audio (for example, their consent, where required by the laws that apply to your recording) before uploading it. See our Terms of Service for more.

Cookies

We use a session cookie to keep you signed in — this is required for the Service to work and isn't optional. On this website (not the app), we also use Google Analytics, Mixpanel, and Google Ads conversion tracking to understand traffic and ad performance; these are off by default and only activate if you click "Accept" on the cookie banner. Your choice is stored (in your browser, and in a cookie shared with app.listently.com so it isn't asked twice) and you can withdraw consent at any time by clearing that choice in your browser's cookie settings and reloading the page. We don't use these cookies to identify you individually across unrelated sites.

Children

Listently is not directed at, and should not be used by, anyone under 16 years old.

Changes to this policy

If we make a material change to this policy, we'll update the date at the top of this page. Continuing to use Listently after a change means you accept the updated policy.

Contact

Questions about this policy or your data: [email protected].
Listently is operated by an individual based in Belgium.
Address:Click to reveal.