01Who we are
In The Room is operated by Alex Buxeda as a sole proprietorship. For all data protection matters, contact us at hello@intheroom.ch.
02Data we collect
- Email address – provided when you sign in. Used to authenticate you and deliver your briefs.
- Audio recordings – uploaded by you for transcription. Processed immediately and permanently deleted from our servers once the job is complete (within minutes). We do not store audio.
- Generated briefs – the Word document produced from your recording, and any transcript or subtitle files you request. They are emailed to you and kept in your account for 30 days, then deleted automatically and for good.
- Notes (Thoughts) – if you use Thoughts, the written note, its versions, the extracted to-dos and the transcript of the recording are emailed to you and kept in your account for 30 days, then deleted automatically. You can delete a note sooner with one click; it is then removed for good. The audio itself is deleted right after transcription, as with every recording.
- Microphone – if you record in your browser, audio is only captured while the recording is running. Until it is uploaded, a copy is kept in your own browser so it is not lost if the page closes; it is deleted after the upload or when you discard it.
- Credit balance and transaction history – records of purchases and briefs generated, used for billing.
- Job metadata – file name, duration, language and processing status. Retained for your account history.
- Technical data – IP address and browser information, collected automatically by our hosting provider (Hetzner) for security and operational purposes.
03How we use your data
- To provide the transcription and brief service
- To authenticate you and maintain your account
- To process payments and manage your credit balance
- To deliver your finished brief by email
- To answer support requests sent to hello@intheroom.ch
04Third parties we share data with
We do not sell your data. We share it only with the following service providers, each of which is necessary to operate the service:
- OpenAI (USA) – your audio recording and transcript are sent to OpenAI’s API for transcription (Whisper) and brief and note generation (GPT models). Audio and text submitted via the API are not used to train OpenAI models by default.
- Groq (USA) – optionally used for transcription, with the same data handling as above.
- Supabase (USA/EU) – authentication and database storage of your account and job history.
- Stripe (USA/EU) – payment processing. We never see or store your card details.
- Resend (USA) – email delivery of your briefs.
- Hetzner (Germany) – server hosting. Our servers are located in the EU (Germany or Finland).
05Data retention
- Audio files: deleted immediately after processing (within minutes)
- Briefs, notes, transcripts and subtitles: deleted after 30 days (or sooner, when you delete them)
- Recording history (file name, date, status): deleted after 30 days
- Email address and account data: kept while your account is active
- Transaction records: kept for 10 years, as required by Swiss accounting law
06Cookies and local storage
We use your browser’s local storage (not cookies) to remember your language preference, your session, the writing styles you save with “Write like me” and, until it is uploaded, a recording you made in the browser. No tracking, advertising or analytics cookies are used, and no third-party tracking scripts are loaded.
07Your rights
Under the Swiss FADP and the GDPR, you have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Have your account and associated data deleted
- Object to or restrict processing
- Receive your data in a portable format
To exercise any of these rights, email hello@intheroom.ch. We will respond within 30 days.
08International data transfers
Some of our service providers (OpenAI, Groq, Supabase, Stripe, Resend) are based in the United States. Transfers of data to the US are made under standard contractual clauses or equivalent safeguards, as required by the GDPR and Swiss data protection law.
09Changes to this policy
We may update this policy from time to time. The current version is always available at intheroom.ch/privacy. Continued use of the service after changes take effect constitutes acceptance of the updated policy.