Privacy Policy

1. Scope

This Privacy Policy applies to MirrorCaption accounts, the web app, billing-related flows, and the landing pages that link to this policy.

By using MirrorCaption, you acknowledge that your information may be processed as described here.

2. Information we collect

We collect a limited set of information needed to operate the service, manage billing, maintain reliability, and protect the product from abuse.

• Account information, such as your email address.
• Usage information, such as transcription duration, quota usage, and billing-related activity.
• Technical and diagnostic information, such as error reports, crash context, and device or browser identifiers.
• Service content that you choose to process through transcription, translation, or AI-assisted features.
• Live audio during a session, streamed in real time to our speech-to-text service provider (see Section 4) for transcription. Live audio is not retained there and is not stored on our servers.
• Optional local session recordings, only when you have explicitly enabled the recording feature through the in-app consent dialog. Recordings are stored locally on your device in IndexedDB and are never uploaded to our servers. Only the most recent 10 session recordings are retained; older recordings are automatically pruned. Recording is OFF by default; you can disable it again at any time in Settings.

3. How we use information

We use information to provide the service, maintain account access, process purchases, improve reliability, and enforce product rules.

• Provide transcription, translation, summaries, and related product features.
• Authenticate users and keep account access working.
• Measure usage, apply quotas, and support billing or refunds when appropriate.
• Monitor errors, investigate incidents, and improve product quality.
• Detect fraud, abuse, security issues, and violations of our terms.
• Send essential service and account communications, such as sign-in codes, billing receipts, quota notices, security alerts, and material policy updates.
• Invite you to take part in optional user research, feedback surveys, or beta programs about MirrorCaption. Such invitations may include complimentary usage credits as a thank-you and are not promotional offers.
• Send promotional or marketing messages only where you have opted in, or where otherwise permitted by applicable law. Every such message includes a clear way to opt out.

4. Service providers and sharing

We may share information with trusted service providers that help us run the product. We use service providers in the following categories:

• Authentication and database infrastructure — user sign-in, account data, and subscription state.
• Payment processing — handling purchases, billing, and refunds.
• Speech-to-text transcription — converting your audio into text in real time.
• AI summarization — generating summaries of your transcripts.
• Hosting and content delivery — serving the web app.
• Error monitoring — collecting technical diagnostics (no personal transcript or audio content).
• Customer support chat — providing live support chat functionality. Chat conversations may be processed and stored by this provider.
• Analytics and product measurement — understanding how the product is used in aggregate to improve it.
• We share only the information reasonably necessary for the relevant service to operate.
• We may also disclose information when required by law, to protect rights or safety, or in connection with a business transfer.
• For a current list of sub-processors with each provider entity, role, and processing region, see /sub-processors. Paying customers may request a Data Processing Agreement (DPA) by emailing info@mirrorcaption.com.

5. Cookies and tracking technologies

We use cookies and similar technologies to operate the service, understand how it is used, and provide support. Cookies are small text files stored in your browser.

You can manage your cookie preferences at any time using the banner shown when you first visit the app. Choosing "Essential Only" will prevent analytics and support chat cookies from being set.

• Essential cookies — required for authentication and core product functionality. These cannot be disabled.
• Analytics cookies — set by Google Analytics (_ga, _gid, and related). Used to understand aggregate product usage. Only loaded with your consent.
• Support chat cookies — set by tawk.to to enable live chat. Chat sessions and metadata may be stored by tawk.to. Only loaded with your consent.
• You can also opt out of Google Analytics at any time via https://tools.google.com/dlpage/gaoptout.
• You can manage or delete browser cookies at any time through your browser settings.

6. Storage location and retention

Information may be stored or processed in the regions where our infrastructure or service providers operate.

Our error monitoring for MirrorCaption is currently routed through an endpoint located in Germany.

We retain information only for as long as needed to provide the service, maintain required records, resolve disputes, or meet legal obligations. Concrete retention periods are listed below.

Audio recordings are stored exclusively in your browser's local storage (IndexedDB). They are never transmitted to or stored on our servers. A maximum of 10 session recordings are kept at any time; older recordings are automatically deleted. Recording is OFF by default and can only be enabled after you complete the in-app consent flow. You can disable it again in Settings at any time.

• Account profile and entitlements: kept while the account is active. Upon account deletion, data is archived in a `deleted_users` table for 30 days for dispute resolution, then permanently deleted.
• Usage ledger and billing records: retained for 24 months for accounting and tax purposes.
• Device records: deleted after 12 months of inactivity.
• Error monitoring logs: retained 90 days, then automatically purged.
• Audio recordings: local-only, last 10 sessions (as described above).

7. Audio recording — your responsibility

Audio recording is an optional feature that is OFF by default. To enable it, you must complete an in-app consent dialog where you confirm awareness of your legal obligations.

The legality of recording a conversation depends on the jurisdiction and on the participants involved. Many jurisdictions require the consent of all participants. The following examples are non-exhaustive and do not constitute legal advice:

• Germany: §201 StGB criminalises recording the non-public spoken word without all participants’ consent.
• France: Code pénal art. 226-1 criminalises recording private conversations without participant consent.
• People’s Republic of China: recording is generally permitted to safeguard one’s lawful rights, but giving advance notice to participants is strongly recommended.
• You are solely responsible for obtaining any consent or notice required by the laws applicable to your conversation.
• MirrorCaption does not access, transmit, or store your recordings. They remain in your browser’s IndexedDB only.

8. Your rights and choices

Depending on your location, you may have rights to access, correct, delete, or limit certain processing of your personal information.

If you are in the European Economic Area or the United Kingdom, you have the following rights under the GDPR where applicable: access, rectification, erasure (Article 17), data portability (Article 20), restriction of processing, objection to processing, and withdrawal of consent at any time (without affecting the lawfulness of processing carried out before withdrawal).

• Account deletion is supported in the product.
• You can opt out of non-essential communications (such as research invitations or promotional messages) at any time by using the unsubscribe link in those emails or by contacting us. Essential service and account communications remain part of the service.
• To exercise these rights or ask privacy-related questions, email us at privacy@mirrorcaption.com. We aim to respond within 30 days as required by GDPR Article 12(3).
• If you are in the EU, you also have the right to lodge a complaint with your local data protection supervisory authority.

9. Policy updates

We may update this Privacy Policy from time to time. When we do, we will publish the revised version on this page and update the effective date above.

10. Data controller and contact

For any privacy-related inquiries — including access requests, corrections, deletion, data portability, or questions about this policy — please email info@mirrorcaption.com.

“MirrorCaption” is a service operated by Xueyun Qian, based in the Federal Republic of Germany. The full data-controller registration details (operator name, postal address, VAT identification number) are published in our Imprint at /impressum.

• Operator: Xueyun Qian (see Imprint).
• Postal address (Anschrift): see /impressum.
• VAT identification number (USt-IdNr.): DE362153215.
• Paying customers may request a Data Processing Agreement (DPA) by emailing info@mirrorcaption.com.

11. California privacy rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA) gives you specific rights regarding your personal information. This section describes those rights and how to exercise them.

We do not sell or share personal information for cross-context behavioral advertising as those terms are defined under the CPRA, and we have not done so in the preceding 12 months. We also do not knowingly process the personal information of consumers under 16 years of age for sale or sharing.

We honor browser-based opt-out preference signals such as Global Privacy Control (GPC). When a GPC signal is detected and you have not previously expressed a different choice, we treat it as an opt-out of any non-essential cookies and tracking technologies.

• Right to know: request the categories and specific pieces of personal information we have collected about you.
• Right to delete: request deletion of personal information we have collected, subject to legal exceptions.
• Right to correct: request correction of inaccurate personal information.
• Right to limit use of sensitive personal information: we do not use sensitive personal information for purposes that trigger this right.
• Right to opt out of sale or sharing: we do not sell or share, but you can exercise this right at any time by emailing info@mirrorcaption.com or by enabling Global Privacy Control in your browser.
• Right to non-discrimination: we will not deny service, charge different prices, or provide a different level of service because you exercised your CCPA/CPRA rights.
• To exercise these rights or appoint an authorized agent, email info@mirrorcaption.com. We will verify your request using information already on file (such as the email address associated with your account).