Privacy Policy
Plain-language summary: We host primary systems and storage in Canada. If you choose AI-assisted transcription, audio/text may be processed by a vetted provider that can operate outside Canada. You control that choice. We encrypt data, minimize retention, and honour your PIPEDA rights.
Who we are
Talk to Text Canada ("we", "us") provides transcription and document services to clients in Canada. This policy explains how we collect, use, disclose, store, and protect personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws.
What we collect
- Account details: name, email, organization, billing information.
- Content you upload: audio/video, transcripts, notes, templates, form responses.
- Usage data: activity in the client portal, logs for security and support.
Your choices: Canada-only vs AI-assisted
You can select the processing path for each job:
- Canada-only Human Transcription: Processing and storage occur in Canada. No cross-border processing.
- AI-assisted Transcription: We use a vetted speech-to-text provider to speed up transcription. Processing may occur outside Canada. We apply encryption in transit and at rest, strict access controls, and contractual data-protection terms.
Purposes of use
- To provide and improve transcription and document services you request.
- To secure our systems, prevent fraud, and support clients.
- To meet legal, accounting, and regulatory obligations.
Legal basis and consent
We rely on your consent to process personal information for service delivery. You can withdraw consent, subject to legal/contractual limits. We use checkboxes and clear notices on upload pages to capture your choice of processing path.
Data hosting and transfers
Primary hosting and storage are in Canada. If you select AI-assisted transcription, your content may be processed by a trusted subprocessor operating data centres outside Canada. Transfers occur only to provide the service you request.
Retention and deletion
- Raw audio and intermediate files: retained only as long as needed to deliver the job or as you direct.
- Transcripts and documents: stored per your account settings or contractual terms.
- You can request deletion at any time; we will act within 30 days unless law requires a different period.
Security
Encryption in transit and at rest, least-privilege access, audit logging, and employee/contractor confidentiality agreements. We regularly review security controls and vendor DPAs.
Your rights
- Access and correction of your personal information.
- Portability (machine-readable copy on request).
- Deletion and withdrawal of consent.
- Complaint: you may contact us or the Office of the Privacy Commissioner of Canada.
Children
Our services are for professional use. If you believe a child's data was provided, contact us to remove it.
Contact
Email: privacy@talktotext.ca
Mailing address available on request.
Changes
We will post updates to this page and modify the "Last updated" date.