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Aiitra Privacy and Cookie Policy

Last Modified: 15/07/2025

1. Introduction

  • This Privacy Policy ("Policy") outlines how Aiitra ("we," "us," or "our") collects, uses, discloses, and protects personal information in relation to the provision of audio transcription services using AI.
  • This Policy applies to our customers located in the United Kingdom (UK) and globally.
  • We are dedicated to safeguarding the privacy and confidentiality of the personal information entrusted to us.
  • Please carefully read this Policy to understand our practices regarding your personal information.

2. Collection of Personal Information

  • We collect personal information when you use our audio transcription services.
  • The types of personal information we may collect include:

    • User Information: We may collect information that you provide to us during registration or use of our services, such as your name, email address, contact details, and any other information you choose to provide.
    • Transcription Data: We collect audio or video files provided by you for transcription. These files may contain personal information, such as names, addresses, and other sensitive data. Please note that we do not actively seek to transcribe sensitive personal information, but it may inadvertently appear in submitted content.
    • Usage Data: We may collect information about how you interact with and use our services. This includes the duration of the transcription, timestamps, interactions with our platform, and any other relevant usage data.
    • Social Media Identification Data: If you opt to register via your Facebook, Google, or Twitter account, we may process identification data from these platforms. This data could include your name, email address, and profile picture. We use this data for account creation, website operation, service provision, security, and communication. The legal basis for this processing is the necessity for the performance of the contract.
    • Cookie-Related Personal Data: We may process personal data acquired through cookie settings. This personal data may include your IP address, geographical location, browser type and version, operating system, length of visit, page views, and website navigation paths. We process this data to personalize your experience, enhance website performance, and understand your usage and preferences. The legal basis for this processing is the consent you provide in your cookie settings.

3. Use of Personal Information

  • We use the personal information we collect for the following purposes:

    • Service Provision: We use your personal information to provide accurate audio transcription services. This includes transcribing your audio or video files and delivering the completed transcriptions to you.
    • Improving Service Quality: To enhance the quality and accuracy of our transcription services, we may use the data from transcriptions to train and improve our AI models. This data is used anonymously and in aggregated form to ensure confidentiality. This helps us continually refine our services for better user experiences.
    • Communication: We use your personal information to communicate with you regarding your transcriptions, provide customer support, and respond to inquiries or requests. This ensures that you receive timely and relevant information about your interaction with our services.
    • Legal Compliance: We process personal information as required to comply with applicable laws, regulations, or legal obligations to which we are subject. This may involve the disclosure of personal information to legal authorities or third parties as necessary.

4. Data Security and Retention

  • We are committed to safeguarding your personal information and employ reasonable security measures to protect it from unauthorized access, disclosure, alteration, or destruction.
  • Your personal information is stored and processed in secure environments that adhere to industry standards.
  • We retain personal information only for as long as necessary to fulfil the purposes outlined in this Policy unless a longer retention period is required or allowed by law.

5. Providing Your Personal Data to Others

  • We may disclose your personal data in the following circumstances:

    • Within Our Group of Companies: We may disclose your personal data to any member of our group of companies (including subsidiaries and our ultimate holding company) as necessary to achieve the purposes and legal bases described in this Policy.
    • Insurers and Professional Advisers: We may disclose your personal data to our insurers and/or professional advisers as required for obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or establishing, exercising, or defending legal claims.
    • Selected Third-Party Suppliers: We may disclose your enquiry data to third-party suppliers of goods and services identified on our website. The purpose is to enable them to contact you with offers, marketing, and sales related to relevant goods and/or services. Each third party acts as a data controller and will provide you with their privacy policy governing your personal data usage.
    • Legal Obligations and Vital Interests: We may disclose personal data when necessary to comply with legal obligations, protect vital interests, or establish, exercise, or defend legal claims.

6. International Transfers of Your Personal Data

  • You acknowledge that personal data you submit for publication through our website or services may be available globally via the internet.
  • We cannot prevent the use (or misuse) of such personal data by others.

7. Retaining and Deleting Personal Data

  • This section outlines our data retention policies and procedures to ensure compliance with legal obligations regarding data retention and deletion.
  • We retain your personal data as follows:

    • Personal data categories will be retained for a minimum of 3 months and a maximum of 5 years.
    • We may retain personal data where necessary for compliance with legal obligations or protecting vital interests.

8. Your rights

  • In this Section 8, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
  • Your principal rights under data protection law are:
    • the right to access;
    • the right to rectification;
    • the right to erasure;
    • the right to restrict processing;
    • the right to object to processing;
    • the right to data portability;
    • the right to complain to a supervisory authority; and
    • the right to withdraw consent.
  • You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
  • You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
  • In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
  • In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
  • You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
  • You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
  • You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
  • To the extent that the legal basis for our processing of your personal data is:
    • consent; or
    • that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
    and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
  • If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
  • To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
  • You may exercise any of your rights in relation to your personal data by written notice to us or by via email , in addition to the other methods specified in this Section 8.

9. About cookies

  • A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
  • Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
  • Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

10. Cookies that we use

  • We use cookies for the following purposes:
    • authentication - we use cookies to identify you when you visit our website and as you navigate our website (cookies used for this purpose are: auth_token, sessionid);
    • status - we use cookies to help us to determine if you are logged into our website (cookies used for this purpose are: auth_token);
    • personalisation - we use cookies to store information about your preferences and to personalise the website for you (cookies used for this purpose are: ff, fs, rs, scl, st, theme);
    • security - we use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally (cookies used for this purpose are: csrftoken);
    • advertising - we use cookies to help us to display advertisements that will be relevant to you (cookies used for this purpose are: none);
    • analysis - we use cookies to help us to analyse the use and performance of our website and services (cookies used for this purpose are: none); and
    • cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally (cookies used for this purpose are: AllowCookies, CookieAnalytics, CookieMarketing).

11. Cookies used by our service providers

  • Our service providers use cookies and those cookies may be stored on your computer when you visit our website.
  • We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google's privacy policy is available at: https://www.google.com/policies/privacy/.
  • We publish Google AdSense interest-based advertisements on our website. These are tailored by Google to reflect your interests. To determine your interests, Google will track your behaviour on our website and on other websites across the web using cookies. OR We publish Google AdSense advertisements on our website. To determine your interests, Google will track your behaviour on our website and on other websites across the web using cookies. This behaviour tracking allows Google to tailor the advertisements that you see on other websites to reflect your interests (but we do not publish interest-based advertisements on our website). You can view, delete or add interest categories associated with your browser by visiting: https://adssettings.google.com. You can also opt out of the AdSense partner network cookie using those settings or using the Network Advertising Initiative's multi-cookie opt-out mechanism at: http://optout.networkadvertising.org . However, these opt-out mechanisms themselves use cookies, and if you clear the cookies from your browser your opt-out will not be maintained. To ensure that an opt-out is maintained in respect of a particular browser, you may wish to consider using the Google browser plug-ins available at: https://support.google.com/ads/answer/7395996.

12. Managing cookies

13. Changes to this Privacy Policy

  • We may update this Privacy Policy from time to time.
  • Any changes will be effective immediately upon posting of the revised policy on our website.
  • We encourage you to review this Privacy Policy periodically for any updates or changes.

Contact Us

  • If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
  • We will endeavor to respond to your inquiries or requests in a timely manner.
  • By using our audio transcription services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your personal information as described herein.