Legal
Privacy Policy
Last updated: May 26, 2026
This Privacy Policy explains how FileAI ("we", "us", or "our") collects, uses, and safeguards your information when you use our file conversion and transcription platform at fileai.com. By using our services you agree to the collection and use of information described here.
1. Information We Collect
Account Information
When you create an account we collect your name, email address, and authentication credentials managed by Clerk. If you sign in via Google or another OAuth provider, we receive only the profile information that provider exposes.
Usage Data
We log the tools you use, file types processed, conversion counts, timestamps, and aggregate performance metrics. This data is tied to your account for billing and limit enforcement.
Payment Information
Payments are processed by Stripe. We never store full card numbers or banking details on our servers. We retain only a Stripe customer ID, subscription status, and billing email.
Technical Data
IP addresses, browser type, operating system, and referring URLs are collected automatically. We use this data for security, fraud prevention, and analytics.
2. How We Use Your Information
- Provide, operate, and improve our file conversion and transcription services
- Authenticate your identity and manage your account
- Enforce usage limits and process billing through Stripe
- Send transactional emails (receipts, plan updates, security alerts)
- Detect and prevent abuse, fraud, or violations of our Terms of Service
- Comply with legal obligations
We do not sell your personal information to third parties. We do not use your uploaded files for training AI models or any purpose beyond performing the conversion you requested.
3. File Storage & Processing
Files you upload are stored temporarily on our infrastructure solely to perform the requested conversion or transcription. Storage location depends on your plan:
- Free plan: Input and output files are deleted within 24 hours of job completion.
- Pro plan: Files are retained for up to 30 days to allow re-download from history.
- Business plan: Files are retained for up to 90 days.
You may manually delete any job and its associated files at any time from your Dashboard or History page. We use encrypted storage and transmit files over TLS. We do not access or read the contents of your files except as necessary to perform the conversion.
4. Data Retention
Account data (name, email, billing status) is retained for as long as your account is active. Upon account deletion we remove your personal data within 30 days, except where retention is required by law (e.g. billing records for tax compliance, which are kept for 7 years).
Usage logs are anonymised after 90 days and retained in aggregate form for product analytics.
5. Third-Party Services
| Service | Purpose |
|---|---|
| Clerk | Authentication & user management |
| Stripe | Payment processing & billing |
| OpenAI | AI transcription (Whisper) & summarization |
| Cloudflare R2 | File storage (production) |
| Vercel | Hosting & edge compute |
Each provider is bound by their own privacy policy and data processing agreements. We only share the minimum data necessary for each service to function.
6. Your Rights
Depending on your jurisdiction you may have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — correct inaccurate personal data
- Erasure — request deletion of your account and associated data
- Portability — receive your data in a machine-readable format
- Restriction — limit how we process your data in certain circumstances
- Objection — object to processing based on legitimate interests
To exercise any of these rights, email us at privacy@fileai.com. We will respond within 30 days.
8. Security
We implement industry-standard security measures including TLS encryption in transit, encrypted storage at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure. We encourage you to use a strong, unique password and enable two-factor authentication on your account.
In the event of a data breach that affects your personal data we will notify you within 72 hours as required by applicable law.
9. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or a prominent notice on our platform at least 14 days before taking effect. Continued use of the service after that date constitutes acceptance of the updated policy.
10. Contact Us
If you have questions or concerns about this Privacy Policy or how we handle your data, please contact us:
Email: privacy@fileai.com
Support: support@fileai.com