Privacy Policy

1. Introduction

PLCScribe ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our industrial equipment documentation platform.

By using PLCScribe, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our service.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, password, job title, department
• Interview Content: Equipment documentation, technical procedures, troubleshooting guides, and Q&A transcripts you create
• Voice Recordings: Audio recordings made during interviews for transcription
• Images: Photos and diagrams uploaded for equipment documentation
• Team Information: Email addresses and names of team members you invite
• Billing Information: Payment details processed through Stripe (we do not store full card numbers)

2.2 Information Collected Automatically

• Usage Data: Interview session duration, features used, document generation history
• Device Information: Browser type, operating system, IP address
• Authentication Data: Login timestamps, session information

3. How We Use Your Information

We use collected information to:

• Provide, operate, and maintain the PLCScribe platform
• Process voice recordings into text transcriptions
• Generate equipment documentation and operations manuals
• Process payments and manage subscriptions
• Send service-related notifications and updates
• Respond to your inquiries and provide customer support
• Improve our services and develop new features
• Ensure security and prevent fraud
• Comply with legal obligations

4. Third-Party Service Providers

We share your information with the following third-party service providers who help us operate our platform:

5. Data Retention

We retain your data according to the following policies:

• Account Data: Retained for the duration of your account, plus 30 days after deletion request
• Interview Data: Configurable retention period (1-10 years) based on your subscription settings
• Voice Recordings: Automatically deleted after 90 days
• Audit Logs: Retained for 7 years for compliance purposes
• Dormant Accounts: Accounts inactive for extended periods may be scheduled for deletion after notification

6. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal data:

6.1 GDPR Rights (European Economic Area)

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Data Portability: Export your data in a machine-readable format
• Right to Restrict Processing: Limit how we use your data
• Right to Object: Object to processing of your personal data
• Right to Withdraw Consent: Withdraw previously given consent

6.2 CCPA/CPRA Rights (California Residents)

• Right to Know: Know what personal information is collected and how it's used
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of sale of personal information (we do not sell personal data)
• Right to Non-Discrimination: Not be discriminated against for exercising your rights
• Right to Correct: Correct inaccurate personal information

To exercise these rights, visit your Privacy Center in your dashboard or contact us at privacy@plcscribe.com.

7. California Privacy Disclosures

Categories of Personal Information Collected

• Identifiers (name, email, IP address)
• Commercial information (subscription history, transaction data)
• Internet activity (usage data, browsing history within the platform)
• Audio information (voice recordings)
• Professional information (job title, department)

Sources of Personal Information

• Directly from you when you create an account or use our services
• Automatically through your use of the platform
• From your employer if they set up your account

Business Purposes for Collection

• Providing and improving our services
• Processing transactions
• Security and fraud prevention
• Legal compliance

We do not sell your personal information. We do not share personal information for cross-context behavioral advertising.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. Our service providers (OpenAI, Anthropic, Stripe, Supabase) may process data in the United States. We ensure appropriate safeguards are in place, including Standard Contractual Clauses where applicable, to protect your data in accordance with this Privacy Policy.

9. Children's Privacy

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

10. Cookies and Tracking

We use essential cookies to maintain your authentication session and provide core functionality. These cookies are necessary for the platform to operate and cannot be disabled.

We do not currently use analytics or marketing cookies. If this changes, we will update this policy and provide you with choices regarding non-essential cookies.

11. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

• Encryption of data in transit (TLS/SSL)
• Encryption of data at rest
• Row-level security controls in our database
• Two-factor authentication option
• Regular security assessments
• Access controls and audit logging

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. We encourage you to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us:

• Email: privacy@plcscribe.com
• Privacy Center: Access in your dashboard