Privacy Policy
Last updated October 7, 2026
This policy explains what information Rozajac Group LLC, doing business as Express Transcriber (“we”), collects through our website and service, how we use it, who we share it with, and how long we keep it. Our customers are mostly local governments. For meeting recordings and minutes, the customer decides what is uploaded and we process it on their behalf under our Terms of Use.
- What we collect
- How we use it
- AI and your meeting data
- Who we share it with
- How long we keep it
- Security
- Cookies and analytics
- Public agency customers
- Your choices and rights
- Children
- Changes to this policy
- Contact
1. What we collect
Account and organization information
Names, work email addresses, and phone numbers of the people who use an account; the organization and the bodies it records for (for example, a city council or planning commission); and anything added to a sign-up form, such as meeting schedules.
Meeting content
Recordings you upload, agendas, templates, past minutes, and notes; the transcripts, speaker names, motions, and minutes produced from them; and your edits. Recordings of public meetings contain the voices and statements of elected officials, staff, and members of the public who speak at the meeting.
Billing information
Billing contact, plan, invoices, and payment history. Card and bank details are entered into and kept by Stripe. We see only limited details, such as the card brand and last four digits.
Usage and device information
Server logs (IP address, browser, pages requested, and errors), the features you use, and how long processing takes. See Cookies and analytics for the tools on our public website.
2. How we use it
- To transcribe recordings and prepare, edit, and deliver minutes.
- For full-service accounts, so our staff can review the recording and transcript and write the minutes.
- To run your account: sign-in, organization membership, and settings.
- To bill you and keep financial records.
- To answer support requests and send messages about your account and meetings.
- To check and improve the quality of transcripts and drafts, and to find and fix problems. Our staff may look at a meeting for this purpose. We do not use your meeting content to train AI models ourselves.
- To protect the service against fraud, abuse, and security threats, and to meet legal obligations.
3. AI and your meeting data
Transcription and drafting are done by outside AI providers. This is what each one receives and what it may do with the data:
Deepgram (transcription)
We have opted out of Deepgram’s Model Improvement Program on every request. Deepgram keeps the audio only as long as it takes to transcribe it and does not use it to train its models. It encrypts data in transit (TLS 1.3) and at rest (AES-256), and is audited under SOC 2 Type 2.
Anthropic and OpenAI (drafting and editing minutes)
Both receive the transcript, agenda, and template. Under their API terms, neither uses this data to train its models. Each may keep it for up to 30 days to monitor for abuse, and then deletes it.
Our own logs
To check the quality of drafts, we keep logs of these requests, including the transcript text, in our OpenAI account and in Grafana. The OpenAI logs are kept until the meeting is deleted. The Grafana logs are deleted after 30 days.
5. How long we keep it
- Recordings, transcripts, and minutes are kept while your account is active, so you can come back to them, until you or we delete them. Copies made for playback and transcription by Mux are deleted after 14 days.
- When an account closes, you have 30 days to download your minutes. We then delete its meeting content within 60 days, apart from copies in backups, which expire on their normal schedule.
- On request, we will delete a meeting for you within 30 days, the same way as below.
- Billing records are kept as long as tax and accounting law requires.
- Logs are kept for a limited period for troubleshooting and security.
We store meeting content in the United States: our database and files with Supabase (Oregon) and recordings with Amazon S3 (Ohio).
Deleting a meeting
Anyone in your organization can permanently delete a meeting from its details on the dashboard. When you do, we immediately erase the recording, agenda, attachments, transcript, speaker names, and minutes from our database and file storage, delete the copies held by Mux and Amazon S3, and delete our request logs for that meeting at OpenAI. It cannot be undone.
A few copies are outside what a delete can reach right away:
- Database backups still contain the transcript and minutes text for up to 7 days. Files such as the recording and minutes document are not in backups, so they are gone right away. We do not restore deleted meetings from backups.
- Anthropic and OpenAI may keep the text sent to them for up to 30 days to monitor for abuse, and our Grafana logs keep it for up to 30 days.
We keep only what billing needs: the meeting’s length, date, and charge, with no content. A deleted meeting still counts toward that month’s hours.
Your organization’s own records-retention schedule governs the official record. Deleting a meeting from Express Transcriber does not affect copies you have downloaded or published.
6. Security
Data is encrypted in transit. Our database, file storage, and hosting providers (Supabase, Amazon S3, and Netlify) encrypt it at rest with AES-256. Each organization’s meetings are separated by access rules in our database, and the raw files returned by transcription are readable only by our staff. Staff access is limited to the people who prepare minutes and support customers. No system is perfectly secure. If we learn that someone got into customer data without permission, we will tell the affected customers without undue delay.
8. Public agency customers
When a city, county, or other public body uses Express Transcriber, we handle its records as its contractor. We follow the state laws that apply to contractors holding a public agency’s records and personal data. Examples are Utah’s Government Data Privacy Act, which binds contractors to the same privacy duties as the agency, and Florida’s public records law for contractors.
The agency remains the custodian of its records and answers public records requests for them. If a request for those records comes to us, we send it to the agency. We will sign the privacy, public records, and other terms an agency’s procurement rules require. Email support@expresstranscriber.com.
9. Your choices and rights
You can update your account details in Settings. To see, correct, export, or delete personal information we hold about you, email support@expresstranscriber.com. We will respond within 30 days and may need to confirm who you are. Depending on where you live, you may have more rights under state law, and we will honor them.
If you spoke at a meeting a customer recorded, the recording and minutes belong to that organization and are usually public records. Contact the organization (for example, its clerk) about them. We will pass your request on to them if you ask.
10. Children
The service is for organizations and is not directed to children. We do not knowingly collect personal information from children under 13 except as it appears in a public meeting recording a customer uploads.
11. Changes to this policy
When we change this policy, we will post the new version here with a new date. If a change materially affects how we use meeting content, we will email account owners at least 30 days before it takes effect.
12. Contact
Questions or requests: support@expresstranscriber.com · +1 (801)-885-8377. Rozajac Group LLC, Utah.