Privacy Statement – SQribe

1. Introduction

This privacy statement explains how we collect, use, store, and protect personal data when you use SQribe. We value your privacy and handle your data with care, in compliance with applicable laws and regulations, including the General Data Protection Regulation (GDPR).

2. Who We Are

SQribe is a product of:

3. What Data Do We Process and Why?

We only process personal data necessary to provide and improve our services.

4. Legal Bases for Processing

• Performance of a contract
• Consent (e.g., newsletters)
• Legal obligations (e.g., tax requirements)
• Legitimate interest (e.g., improving security and functionality)

5. Sharing Personal Data

We do not share your data with third parties unless:

• It is necessary for providing the service (e.g., Azure hosting)
• We are legally required to do so
• You have provided explicit consent

We sign data processing agreements with all external processors to ensure GDPR compliance.

6. Data Processing Location

We prioritize data sovereignty:

• All data is processed within the European Economic Area (EEA)
• Processing outside the EEA requires explicit user consent and appropriate safeguards (e.g., Standard Contractual Clauses)

7. Data Security

• Data encryption (TLS 1.2+ in transit, AES-256 at rest)
• Multi-factor authentication for administrators
• Role-based access control
• Regular penetration testing and audit logging
• Encrypted storage of passwords and API keys

No automated decision-making occurs that has legal or significant effects on you.

8. Data Retention Periods

• Account data: As long as your account is active + 1 year
• Transcription content: Until deleted by the user
• Audio files: Up to 30 days
• Metadata: Up to 1 year
• Billing data: 7 years (for tax compliance)

You may request deletion of your data at any time (see section 10).

9. Cookies and Tracking

• Only functional and anonymized analytical cookies are enabled by default
• We use Microsoft Clarity to better understand user behavior and improve usability
• Microsoft Clarity collects anonymized data such as clicks, scrolls, and user interaction patterns
• This data is processed in accordance with GDPR and stored within the EEA or with appropriate safeguards
• No tracking or marketing cookies are used without your explicit consent
• Third-party cookies, including Clarity, are only activated when you accept them via the cookie banner

You can manage your cookie preferences at any time through the cookie settings on our website.

10. Your Rights (Under the GDPR)

• Right of access
• Right to rectification
• Right to erasure ("right to be forgotten")
• Right to restrict processing
• Right to data portability
• Right to object (e.g., to legitimate interest processing)

You can exercise these rights by emailing privacy@aethiqs.nl. We will respond within 30 days.

11. Supervisory Authority

If you're not satisfied with how we handle your personal data, you can file a complaint with:

12. Changes to This Statement