Privacy Policy

This Privacy Policy describes how Tealbroth LLC, a company registered in New Mexico (File #3141905), with a business address at 60 Tottenham Court Road, Office 680, Fitzrovia, London, W1T 2EW, collects, uses, and protects your information when you use VBTM (Verbatim), our AI-polished dictation application.

What we collect

When you create a VBTM account, we collect your email address for authentication purposes. We also collect:

• Usage metrics— word counts, session duration, and similar aggregate data used to enforce plan limits and improve the product.
• Device identifier— a SHA-256 hash derived from your system hardware information, used for single-device enforcement. Because this is a one-way hash, we cannot identify your specific hardware from it.
• Custom dictionary entries— words and optional phonetic variants you add to improve transcription accuracy, along with usage counts for those entries.
• Referral data— your unique referral code, referral relationships (who referred whom), and referral credit status (pending or credited), used to administer the referral programme and apply earned credits.
• Organisation data— if you join or create a team workspace, we store organisation names, membership records, your role within the organisation (owner, admin, or member), and invitation records (email address, invitation status, and expiry).

Payment information is processed entirely by Stripe — we never see or store your card numbers, bank details, or other financial credentials.

What we don’t collect

We do not store your audio recordings — audio is sent to our transcription provider as a temporary WAV file for processing and is not retained by them or by us after transcription is complete. We do not collect or store your dictation text content — polished text is injected directly into your application locally and is never transmitted to or retained on our servers. We do not collect your browsing history or track your activity outside of VBTM.

How we use your data

We use the information we collect to provide and operate the VBTM service, including authenticating your identity and managing your account. We use usage metrics to enforce plan-specific word limits and to understand how the product is used in aggregate, which helps us improve it. Your hashed device identifier is used solely to enforce the single-device policy on your account and prevent unauthorised account sharing. Referral data is used to track and apply referral credits. Organisation data is used to enable team workspaces and consolidated billing. We may send you account-related emails such as login one-time passwords, team invitations, and important service updates. We do not send marketing emails unless you explicitly opt in.

Third-party processors

We work with a small number of trusted third-party processors to deliver the service:

• Mistral AI— our primary transcription provider. Audio is sent as a WAV file to Mistral’s API for transcription and is not stored after processing.
• Deepgram Inc— a fallback transcription provider. Audio sent to Deepgram is not stored by them or by us after processing.
• Amazon Web Services— provides text polishing via Bedrock, user authentication via Cognito, data storage via DynamoDB, and transactional email via SES.
• Stripe— handles all payment processing, subscription management, and invoicing.

Each of these processors operates under their own privacy policies and data processing agreements.

Data storage and retention

Your account data is stored in AWS eu-west-2 (London). We retain your account information, including device identifiers, referral data, organisation memberships, and custom dictionary entries, for as long as your account is active. When you delete your account, all personal data associated with it is removed. Usage metrics are retained only in aggregate, anonymised form. Any dictation history you see in the VBTM application is stored locally on your device and is never transmitted to our servers.

Your rights

Under the General Data Protection Regulation (GDPR) and other applicable data protection laws, you have the right to access the personal data we hold about you, to request rectification of any inaccurate data, to request erasure of your data, to receive your data in a portable format, and to restrict how we process your data. To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days.

Cookies and trackers

We use essential cookies strictly for authentication and session management; these are required for the service to function and are always active. With your consent — given through the cookie banner shown on your first visit — we also use the following non-essential trackers. You can decline these, or change your choice at any time, via the cookie banner; if you decline, neither is loaded.

• Google Analytics 4 (analytics)— analytics cookies that help us understand how visitors use our website in aggregate so we can improve it.
• Reddit Pixel (advertising)— a tracker from Reddit, Inc. that measures whether visits and sign-ups originated from our Reddit ads, so we can understand which campaigns work. It loads only after you grant consent and is governed by Reddit’s privacy policy.
• Microsoft Advertising (UET) (advertising)— a tracker from Microsoft that measures whether visits and sign-ups originated from our Microsoft/Bing ads, so we can understand which campaigns work. It loads only after you grant consent and is governed by Microsoft’s privacy statement.

Children

VBTM is not intended for use by anyone under the age of 16. We do not knowingly collect personal information from children under 16. If we become aware that we have collected data from a child under 16, we will take steps to delete that information promptly.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. If we make material changes, we will notify you via the email address associated with your account before the changes take effect.

Contact

If you have any questions about this Privacy Policy or how we handle your data, please contact us at [email protected].