Policy
Privacy Policy
How Soundtoscript handles client contact details, order records, uploaded files, retention, cookies and support messages, and your rights wherever you live.
Updated October 2026
You appear to be in the United States. Your rights in the United States explains the rights that usually apply to you. Rights for every other region are further down this page, and you can use whichever apply. Make a privacy request.
Who we are and our role
Soundtoscript Transcription (Landhies H, Landhies Road, Nairobi CBD (Starehe), Kenya) provides transcription and caption services. For your contact details, orders, payments, support messages and website use, we decide how your information is used: we are the controller. For the recordings, documents and transcripts you send us, and for the people who speak in them, we act on your instructions only to deliver your order: we are your processor, and you (or the organisation you work for) remain responsible for having a lawful basis to record and share them.
Information we collect
We collect contact details (name, email, and a phone or WhatsApp number if you book a call), quote and order details, uploaded media, supporting documents, payment confirmation records, support messages, and delivery activity needed to provide transcription and caption services.
Payment information
Payments are handled by our payment provider, Paystack, on its own secure pages. We never see or store your full card number, security code, or mobile money PIN. From the provider we receive only what we need to confirm and account for your payment: a transaction reference, the amount and currency, the payment method type, the date, and whether the payment succeeded. The provider's own privacy policy also applies to the details you give them.
How we use information
We use client information to calculate quotes, prepare automated draft transcripts for our editors, show the free preview described below, process orders, confirm payment, deliver files securely, arrange calls you request, send service updates, respond to support requests, and keep operational records. We never sell your information.
Our legal bases
We use your information to perform our contract with you (quotes, orders, payment, delivery and support); for our legitimate interests in running, securing and improving the service, where those interests are not outweighed by yours; with your consent for analytics cookies and for the free preview, which you can withdraw at any time; and to meet legal obligations such as tax and accounting records.
Recordings you send us
Recordings often contain other people's voices and personal details. By uploading, you confirm you have the right to share them and that the people recorded were told about, or agreed to, the recording where the law requires it. If a recording contains health or other sensitive information, you confirm you have a lawful basis for that too. We do not currently sign HIPAA Business Associate Agreements, so please don't upload recordings containing US patients' protected health information.
Free transcript preview
When you add a recording to the upload form, its first three minutes may be sent for automated processing to show you a free preview before you upload. We do not store the preview or that excerpt, and nothing from it is used for your order.
Service providers
We use trusted providers for hosting, storage, automated speech recognition and language processing, email, payments, and team notifications, only as needed to deliver the service. They process data on our instructions. Automated processing prepares first drafts and helps our team check your order; people still edit and review every transcript before delivery. We use these providers with settings that do not allow them to use your recordings or transcripts to train or improve their own models.
Retention
Audio and video files are scheduled for deletion after 90 days, and we delete them sooner if you ask. Transcript deliverables, receipts, audit records, and account records remain available until deletion is requested or retention rules require otherwise.
Transfers outside Kenya
Our team works in Kenya, and our service providers store and process data in the United States and other countries. We are putting data processing agreements in place with each of these providers, including the European Commission's Standard Contractual Clauses or equivalent safeguards where they apply, and setting up the transfer records Kenyan law requires. You can ask us at any time where your data is processed and which safeguards are in place for it. Our providers are listed by category on our Subprocessors page.
Security
Files are handled through controlled upload and delivery workflows and stored encrypted. Access is limited to authorized people involved in fulfillment, support, quality review, and administration, and to the automated processing described above. To report a security issue, email support@soundtoscript.com.
Your rights in Kenya
Under the Data Protection Act, 2019 you can ask to be informed about how we use your data, to access it, to correct or delete it, to object to its use, and to receive it in a portable format. We aim to answer access requests within 7 days, correction and deletion requests within 14 days and portability requests within 30 days, in line with the Data Protection (General) Regulations, 2021. You can complain to the Office of the Data Protection Commissioner (odpc.go.ke).
Your rights in the EU, EEA and UK
Under the GDPR and UK GDPR you have the rights to access, rectification, erasure, restriction, portability and objection, and to withdraw consent at any time without affecting earlier processing. We respond within one month, which the law lets us extend by two further months for complex requests; we will tell you if we need to. You can complain to your local data protection authority (in the UK, the Information Commissioner's Office).
Your rights in the United States
Depending on your state, you may have the right to know what personal information we collect and how we use it, to access, correct or delete it, and to opt out of its sale, sharing for targeted advertising, or profiling. We do not sell your personal information or share it for targeted advertising, and we do not use it for profiling that produces legal or similarly significant effects. We honour Global Privacy Control signals. We respond within 45 days, extendable once by 45 days where the law allows, and we will not treat you differently for exercising your rights. You may use an authorised agent, and if we decline a request you can ask us to reconsider.
Your rights in Uganda, Tanzania, Rwanda, Ethiopia, Nigeria and South Africa
The data protection laws of these countries give you similar rights to access, correct, delete and object to the use of your personal data. Contact us to exercise them. You can also complain to your national authority: Uganda's Personal Data Protection Office, Tanzania's Personal Data Protection Commission, Rwanda's National Cyber Security Authority, Ethiopia's data protection authority, the Nigeria Data Protection Commission, or South Africa's Information Regulator.
Your rights elsewhere
Wherever you live, including Canada, Australia, India, Brazil and Switzerland, you can ask us what personal data we hold about you, ask us to correct or delete it, and complain to your local regulator. We will apply the rights your local law gives you.
How to exercise your rights
Email support@soundtoscript.com and tell us what you'd like us to do. We may ask you to confirm your identity, usually by replying from the email address on your order, before we act. Requests are free. If your request is about a recording a client sent us, we will pass it to that client, who decides how to respond, and help them answer. Order, payment and receipt records are kept for accounting and legal reasons even after other data is deleted.
Children
Our service is for adults and organisations, and we do not knowingly collect personal data from anyone under 18 as a customer. Recordings that include children should only be sent with the consent of a parent, guardian or other lawful basis.
Changes to this policy
We will post any change on this page with a new date, and tell active clients by email before a material change takes effect.
Governing law and contact
This policy is governed by the laws of the Republic of Kenya, without limiting the rights your local law gives you. For privacy questions or to exercise your rights, contact Soundtoscript Transcription, Landhies H, Landhies Road, Nairobi CBD (Starehe), Kenya, or email support@soundtoscript.com.