Privacy Policy

Welcome to Jackob.ai. This Privacy Policy explains how Jackob.ai ("we," "us," or "our") collects, uses, discloses, and protects your personal information when you use our AI-powered audio and video transcription services.

By using Jackob.ai, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

Data Controller: Jackob.ai acts as the data controller for all personal information collected through our services. This means we determine how and why your personal data is processed. We are responsible for ensuring your data is handled in compliance with applicable privacy laws and this Privacy Policy.

Account Information: When you create an account, we collect:

• Name and email address
• Authentication data (via Google, Apple, Microsoft, or Amazon Cognito)
• Profile information and preferences
• Multi-factor authentication settings (if enabled)

Audio and Video Files: We process:

• Audio and video files you upload for transcription
• File metadata (name, size, duration, format)
• Transcription results and associated data

Advanced Analysis Features (Paid Plans): When you use advanced features, we collect and store:

• Sentiment analysis results (positive/negative/neutral tone detection)
• Profanity detection flags and filtered content
• Translation data (if translation feature is used)
• Audio quality metrics and cleanup results (if audio improvement feature is used)

These features analyze your transcription content to provide insights. Results are stored with your transcription and subject to the same retention and deletion policies as your transcription data.

Payment Information: We collect:

• Payment details processed through PayPal
• Subscription and billing information
• Transaction history

Usage Data: We automatically collect:

• IP address and browser type
• Device information and operating system
• Pages visited and features used
• Transcription job statistics and usage metrics
• Error logs and performance data

Communications: We store:

• Email correspondence with our support team
• Feedback and survey responses
• Notification preferences

We use your information to:

• Provide Services: Process your audio/video files, generate transcriptions, and deliver results
• Account Management: Create and maintain your account, authenticate users, and manage subscriptions
• Payment Processing: Process payments through PayPal and manage billing
• Service Improvement: Analyze usage patterns, improve transcription accuracy, and develop new features
• Communications: Send service notifications, transcription completion alerts, monthly reports, and marketing communications (with your consent)
• Security: Detect and prevent fraud, abuse, and security incidents
• Legal Compliance: Comply with legal obligations and enforce our terms

Transcription Technology:

Jackob.ai uses open-source Whisper AI models to process your audio and video files. These models run on our own secure infrastructure (AWS Batch with GPU acceleration), which means:

• Your audio files and transcriptions are processed entirely on our servers
• We do not send your data to third-party AI service providers
• We maintain full control over the processing environment and security
• Your content remains private and is not shared with external AI companies

Audio Content Processing and Storage:

• Audio/video files are processed temporarily in memory during transcription
• Original audio files are stored encrypted in AWS S3 according to your plan's retention period
• Transcription text is stored separately in our database for faster access
• Audio files are automatically deleted after your plan's retention period expires (30 days for Free, 6 months for Plus, 12 months for Pro/Premium)
• You can manually delete audio files at any time while keeping transcription text, or delete both together
• Deleting a transcription also deletes its associated audio file

Model Improvement Program (Opt-In Only):

To continuously improve transcription accuracy and quality, we offer an optional Model Improvement Program. This program is opt-in only - you are not enrolled by default.

If you choose to participate:

• Your transcription data may be used to fine-tune and improve our AI models
• Data used for improvement is de-identified and disassociated from your account
• We analyze transcription patterns, accuracy metrics, and common errors
• This helps us enhance performance for all users over time

Your Control:

• Opt-In: You can enable the Model Improvement Program in your account Settings at any time
• Opt-Out: You can disable it at any time from the same Settings page
• Default Status: By default, you are NOT enrolled - you must explicitly choose to participate
• No Penalty: Choosing not to participate does not affect your service quality or features

Even if you opt out, we may still use your data in limited circumstances for critical safety and security purposes, such as detecting and preventing abuse, fraud, or violations of our Usage Policy.

Important Note on Transcription Accuracy:

Our AI transcription service uses advanced machine learning models to convert audio and video into text. While we strive for high accuracy, AI-generated transcriptions are not perfect and may contain errors, including:

• Misheard or incorrectly transcribed words
• Missing words or phrases
• Incorrect speaker identification
• Challenges with accents, background noise, or technical terminology

General AI Limitations:

Artificial intelligence and machine learning technologies are continuously improving but are not infallible. You acknowledge and agree that:

• Transcriptions may not always be accurate and may contain inaccuracies even if they appear correct due to their level of detail
• The service and transcriptions may not reflect complete or current information
• You should not rely on any transcription without independently verifying its accuracy
• Transcriptions are provided "as is" and should be reviewed before use for any critical purpose

We are not responsible for decisions made based on transcription errors. If you notice persistent accuracy issues with your transcriptions, please contact us at privacy@jackob.ai so we can help improve your experience.

Storage Infrastructure:

• Audio/video files are stored in AWS S3 buckets with encryption at rest
• Data is stored across multiple AWS regions globally (US East, Mexico, Europe, Middle East, India, Singapore)
• Database hosted on AWS RDS PostgreSQL with SSL/TLS encryption
• All data transmission uses HTTPS/TLS encryption

Security Measures:

• Industry-standard encryption (AES-256 for data at rest, TLS 1.2+ for data in transit)
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Multi-factor authentication (MFA) available for user accounts
• Secure processing using AWS Batch with isolated compute environments
• Audit logging of all system activities

Data Retention:

• Free Plan: Audio files and transcriptions retained for 30 days
• Plus Plan: Data retained for 6 months
• Pro/Premium Plans: Data retained for 12 months
• Account data: Retained while your account is active
• Billing records: Kept for 7 years for tax and legal purposes
• You can delete your data at any time through account settings

Data Retention Periods:

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:

• Active Account Data: Retained while your account remains active
• Transcription Files: Retained according to your subscription plan (30 days for Free, 6 months for Plus, 12 months for Pro/Premium)
• Billing Records: Retained for 7 years to comply with tax and accounting regulations
• Security Logs: Retained for 90 days for security monitoring and incident response

Data Deletion:

When retention periods expire or when you request deletion:

• Personal data is permanently deleted from our active systems within 30 days
• Backup copies are purged during the next scheduled backup rotation (within 90 days)
• Data required for legal compliance may be retained in secure, isolated storage

Aggregated and De-Identified Data:

We may process your data in aggregated or de-identified forms that cannot reasonably identify you:

• Usage Analytics: We analyze general usage patterns, feature adoption, and service performance across all users
• Quality Metrics: We track aggregate transcription accuracy, processing times, and error rates
• Research: De-identified data may be used for AI research and service improvement

Once data is properly anonymized or aggregated, it is no longer considered personal data and may be retained indefinitely for analytical and research purposes. We implement technical safeguards to ensure de-identified data cannot be re-associated with individual users.

We do not sell your personal information. We may share data with:

Service Providers:

• Amazon Web Services (AWS): Cloud infrastructure, storage (S3), compute (Batch), email (SES), and database (RDS)
• PayPal: Payment processing and subscription management
• Authentication Providers: Google, Apple, Microsoft, Amazon Cognito for secure login

Legal Requirements:

• Law enforcement or government agencies when required by law
• To protect our rights, property, or safety
• In connection with legal proceedings

Business Transfers:

• In the event of a merger, acquisition, or sale of assets, your information may be transferred

All third-party service providers are contractually obligated to protect your data and use it only for specified purposes.

Jackob.ai operates globally with data centers in multiple regions:

• United States (US East)
• Mexico (Central)
• Europe (North)
• Middle East (Central)
• Bahrain (South)
• India (South)
• Singapore (Southeast)

Your data may be processed in any of these regions based on optimal routing and performance. We ensure adequate protection through:

• Standard contractual clauses approved by regulatory authorities
• Compliance with GDPR, CCPA, and other data protection regulations
• Encryption and security measures consistent across all regions

You have the following rights regarding your personal data:

Access and Portability:

• Request a copy of your personal data
• Export your transcriptions in multiple formats (PDF, DOCX, TXT, SRT, VTT)
• Download all your data through the data export feature

Correction and Update:

• Update your account information and preferences
• Correct inaccurate personal data

Deletion:

• Delete individual transcriptions
• Request complete account deletion
• We will delete your data within 30 days of request (except where retention is required by law)

Opt-Out:

• Unsubscribe from marketing emails
• Disable specific notification types
• Opt out of data usage for model improvement

Object and Restrict:

• Object to certain data processing activities
• Request restriction of processing in specific circumstances

To exercise these rights, contact us at privacy@jackob.ai or use the settings in your account dashboard.

We provide you with comprehensive tools to manage your personal data and control how it is used. You can access these controls directly from your account dashboard at any time.

Manage Your Transcriptions:

• View All Files: Access your complete transcription history from your dashboard
• Export Transcriptions: Download your transcriptions in multiple formats (PDF, DOCX, TXT, SRT, VTT)
• Delete Individual Files: Remove specific transcription files and their associated audio/video at any time
• Bulk Delete: Delete multiple transcriptions at once from your file manager

Account Settings:

• Profile Information: Update your name, email, and account preferences
• Password & Security: Change your password and enable multi-factor authentication (MFA)
• Model Improvement: Opt in or opt out of the Model Improvement Program
• Notification Preferences: Control which emails and alerts you receive

Data Export & Portability:

• Export Account Data: Request a complete export of your account information and transcription history
• Download Format: Receive your data in structured, machine-readable formats
• Processing Time: Data exports are typically available within 48 hours

Account Deletion:

• Delete Account: Permanently delete your account and all associated data from your account settings
• Deletion Timeline: Your data will be removed from active systems within 30 days
• Backup Removal: Data in backups will be purged within 90 days
• What Remains: Only data required for legal compliance (such as billing records) may be retained

Marketing & Communications:

• Unsubscribe: Use the unsubscribe link in any marketing email
• Email Preferences: Manage which types of emails you receive from your account settings
• Service Notifications: Critical service notifications (security alerts, billing issues) cannot be disabled

For assistance with any of these controls or to exercise your privacy rights, contact us at privacy@jackob.ai.

We use cookies and similar technologies to enhance your experience:

Essential Cookies:

• Authentication and session management
• Security and fraud prevention
• Basic website functionality

Analytics Cookies:

• Usage statistics and performance monitoring
• Error tracking and debugging
• Service improvement insights

Marketing Cookies:

• Personalized content and recommendations
• Advertising effectiveness measurement

You can control cookies through your browser settings. Note that disabling essential cookies may affect service functionality.

For more details, see our full Cookie Policy included in this Privacy Policy.

Jackob.ai is not intended for use by individuals under the age of 18. We do not knowingly collect, use, or disclose personal information from anyone under 18 years of age.

If you are a parent or guardian and believe your child under 18 has provided us with personal information, please contact us immediately at privacy@jackob.ai. We will promptly investigate and delete any such information from our systems.

If we discover that we have inadvertently collected personal data from someone under 18, we will delete that information as quickly as possible.

Your Responsibility:

You are solely responsible for ensuring that any audio or video recordings you upload to Jackob.ai were obtained legally and with all necessary consents. This includes:

• Obtaining consent from all parties being recorded (where required by law)
• Complying with local, state, and federal recording laws
• Respecting privacy rights and wiretapping laws
• Ensuring you have the legal right to record and transcribe the content

Our Position:

Jackob.ai is a technology service provider. We do not verify the legality of recordings or the consent status of recorded parties. We are not responsible for:

• Recordings obtained illegally or without proper consent
• Violations of recording laws or privacy regulations
• Misuse of our transcription services
• Any legal consequences arising from your use of illegally obtained recordings

By using our service, you represent and warrant that all uploaded content complies with applicable laws and that you have obtained all necessary rights and consents.

We take data security seriously and have implemented multiple layers of protection. However, in the unlikely event of a data breach that compromises your personal information, we are committed to transparent and prompt notification.

Our Response Process:

• Immediate Investigation: Upon discovering a potential breach, we immediately launch an investigation to assess the scope and impact
• Containment: We take immediate steps to contain the breach and prevent further unauthorized access
• User Notification: We will notify affected users within 72 hours of confirming the breach via email to your registered address
• Regulatory Notification: We will inform relevant data protection authorities as required by applicable laws (GDPR, CCPA, etc.)

What We Will Tell You:

• The date and time the breach was discovered
• What types of personal data were affected (e.g., names, email addresses, transcription files)
• The approximate number of affected users
• What caused the breach and how it occurred
• Steps we are taking to remediate the breach and prevent future incidents
• Specific actions you should take to protect yourself (e.g., password changes, monitoring for suspicious activity)
• Contact information for questions and support

Your Actions:

If you receive a breach notification from us, we recommend:

• Immediately change your Jackob.ai password and any other accounts using the same password
• Enable multi-factor authentication (MFA) if not already enabled
• Monitor your account for suspicious activity
• Review your recent transcription jobs and account settings
• Contact us at security@jackob.ai if you notice any unauthorized activity

We will never ask for your password or payment information via email. If you receive suspicious communications claiming to be from Jackob.ai, please report them to security@jackob.ai immediately.

No Automated Decisions Affecting Your Rights:

Jackob.ai does not use automated decision-making or profiling that produces legal effects or similarly significantly affects you. Specifically:

• We do not use AI or algorithms to make decisions about your eligibility for services
• We do not automatically approve or reject accounts based solely on automated processing
• We do not use automated systems to determine pricing, access levels, or service restrictions for individual users
• Account suspensions or terminations for policy violations are reviewed by human staff

AI-Assisted Processing:

While we use AI technology for transcription services, this is the core service you are requesting - not a decision about you. The AI transcribes your audio/video content, but:

• You control what content to upload and transcribe
• You can review, edit, and delete any transcription results
• The transcription does not affect your legal rights or access to services
• Human support staff are available to assist with any issues

If you have concerns about how your data is processed, please contact us at privacy@jackob.ai.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

We will notify you of significant changes by:

• Email notification to your registered email address
• Prominent notice on our website and service
• In-app notifications

Your continued use of Jackob.ai after changes become effective constitutes acceptance of the updated policy. We encourage you to review this policy periodically.

Depending on your location, you may have additional privacy rights under local laws. This section provides supplemental information for residents of specific regions.

For California Residents (CCPA/CPRA):

If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):

• Right to Know: You can request details about the categories and specific pieces of personal information we collect, the sources, purposes, and third parties we share it with
• Right to Delete: You can request deletion of your personal information, subject to certain exceptions
• Right to Correct: You can request correction of inaccurate personal information
• Right to Opt-Out: We do not "sell" or "share" your personal information as defined by CCPA. If this changes, we will provide an opt-out mechanism
• Right to Limit Use of Sensitive Information: We do not use sensitive personal information for purposes other than providing our services
• Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

To exercise these rights, contact us at privacy@jackob.ai. We will verify your identity before processing requests.

For European Economic Area (EEA), UK, and Switzerland Residents (GDPR):

If you are located in the EEA, UK, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

• Legal Basis for Processing: See Section 18 below for our legal bases for processing your data
• Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes
• Right to Restrict Processing: You can request restriction of processing in certain circumstances
• Right to Data Portability: You can receive your data in a structured, commonly used format and transmit it to another controller
• Right to Withdraw Consent: Where we process data based on consent, you can withdraw it at any time
• Right to Lodge a Complaint: You can file a complaint with your local data protection authority

International Data Transfers:

When we transfer your data from the EEA, UK, or Switzerland to other countries, we use:

• European Commission adequacy decisions for countries deemed to provide adequate protection
• Standard Contractual Clauses (SCCs) approved by the European Commission
• Other appropriate safeguards as required by applicable law

Data Protection Officer:

For GDPR-related inquiries, you can contact us at privacy@jackob.ai.

For Other Jurisdictions:

If you are located in other jurisdictions with specific privacy laws (such as Canada, Australia, Brazil, or other countries), you may have additional rights under local legislation. Please contact us at privacy@jackob.ai to learn more about your specific rights.

For users in the European Economic Area, UK, and Switzerland, we process your personal data based on the following legal grounds:

Balancing Test for Legitimate Interests:

Where we rely on legitimate interests as our legal basis, we have carefully balanced our interests against your rights and freedoms. We only process data where:

• The processing is necessary for our legitimate business interests
• Your rights and interests do not override our legitimate interests
• The processing is proportionate and not excessive
• You can reasonably expect such processing based on your relationship with us

You have the right to object to processing based on legitimate interests. Contact us at privacy@jackob.ai to exercise this right.

For questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

Email: privacy@jackob.ai

This email address handles all privacy-related matters, including:

• General privacy questions and concerns
• Data subject access requests (GDPR, CCPA)
• Data protection officer inquiries
• Legal and compliance matters
• Security incident reports

We will respond to your inquiry within 30 days.

Jackob.ai is committed to compliance with:

• GDPR (General Data Protection Regulation) for users in the European Economic Area
• CCPA (California Consumer Privacy Act) for California residents
• Security practices aligned with SOC 2 standards
• Security practices aligned with ISO 27001 information security management standards

We implement appropriate technical and organizational measures to ensure data protection compliance across all jurisdictions where we operate.