Privacy Policy
Effective Date: February 3, 2026 Last Updated: February 3, 2026
1. Introduction
Welcome to ParrotKey ("we," "our," or "us"). ParrotKey is a voice-to-text dictation application developed and operated by AppMachine B.V., a company registered in the Netherlands.
We are committed to protecting your privacy and ensuring you understand how we collect, use, and safeguard your information. This Privacy Policy explains our data practices for the ParrotKey application and related services.
Contact Information:
- Email: support@parrotkey.ai
- Website: https://parrotkey.ai
2. Information We Collect
2.1 Audio Data
- What we collect: Voice recordings for transcription purposes
- How it's processed: Audio is processed immediately and converted to text
- Retention: Audio is NOT stored or retained after processing
- Local processing option: When using local transcription models (Whisper, Parakeet), your audio never leaves your device
2.2 Account Data
When you create an account, we may collect:
- Email address
- Display name (optional)
- Profile photo (optional)
- Authentication credentials (securely hashed)
2.3 Usage Statistics
With your consent, we collect:
- Word counts and transcription statistics
- Time saved metrics
- Language usage statistics
- Feature usage patterns
2.4 Device Information
- Platform (macOS, Windows)
- Application version
- Device name (for device management)
- Operating system version
2.5 Local Data
The following data is stored locally on your device:
- Notes and transcriptions
- Custom dictionary entries
- Text snippets and templates
- Personal preferences and settings
This local data is stored in an encrypted SQLite database and is not transmitted to our servers unless you explicitly enable cloud sync.
3. How We Use Your Information
We use your information to:
- Provide Transcription Services: Process your voice input and deliver accurate text output
- Sync Across Devices: Keep your preferences, dictionary, and notes synchronized (when enabled)
- Improve Service Quality: Analyze anonymized usage patterns to enhance our service (with your consent)
- Enable Team Features: Facilitate shared dictionaries and snippets for team accounts
- Communicate With You: Send important service updates and respond to support requests
- Ensure Security: Detect and prevent fraudulent or unauthorized access
4. Third-Party Services
ParrotKey integrates with the following third-party services:
4.1 Cloud Infrastructure
- Firebase/Google Cloud (EU Region: europe-west4)
- Purpose: User authentication, data synchronization
- Data processed: Account information, synced preferences
- Privacy Policy: https://firebase.google.com/support/privacy
4.2 Transcription Providers
You can choose your preferred transcription provider:
Cloud-Based Providers:
- OpenAI Whisper API - https://openai.com/privacy
- Groq - https://groq.com/privacy
- Cloudflare Workers AI - https://cloudflare.com/privacypolicy
- Soniox - https://soniox.com/privacy
- ParrotKey Cloud - Processed on our EU servers
Local Models (No Data Leaves Your Device):
- Whisper - Runs entirely on your device
- Parakeet - Runs entirely on your device
When using cloud-based providers, your audio is transmitted securely, processed for transcription, and immediately deleted. These providers do not retain your audio data.
4.3 Communication Services
- Mailgun - Email delivery for account notifications
- Privacy Policy: https://mailgun.com/privacy-policy
4.4 Payment Processing
- Paddle - Subscription and payment processing
- Privacy Policy: https://paddle.com/privacy
5. Data Storage & Security
5.1 Local Storage
- Data stored in encrypted SQLite database
- Accessible only by the ParrotKey application
- Remains on your device unless sync is enabled
5.2 Cloud Storage
- Firebase hosted in EU region (europe-west4)
- All data encrypted in transit (TLS 1.3)
- All data encrypted at rest (AES-256)
5.3 Authentication Security
- In-memory authentication tokens (not persisted to disk)
- Secure session management
- Optional two-factor authentication
5.4 Audio Processing Security
- Audio transmitted over encrypted connections
- No audio files stored on servers
- Immediate processing and deletion
6. Your Privacy Choices
6.1 Analytics Consent
You can choose your analytics preference at any time:
| Level | What's Collected |
|---|---|
| Full Tracking | Usage statistics, feature analytics, crash reports |
| Anonymous | Aggregated, non-identifiable usage patterns |
| No Tracking | No analytics data collected |
6.2 Transcription Provider Choice
- Select cloud providers for convenience and speed
- Choose local models for maximum privacy (no data leaves your device)
6.3 Device Management
- View all devices connected to your account
- Deactivate devices remotely
- Remove device access instantly
6.4 Data Export
- Export all your data in standard formats
- Download your notes, dictionary, and settings
6.5 Account Deletion
- Delete your account and all associated data at any time
- Request complete data erasure via support@parrotkey.ai
7. Data Retention
| Data Type | Retention Period |
|---|---|
| Audio recordings | Not retained - deleted immediately after processing |
| Local data (notes, dictionary) | Until you delete it |
| Cloud-synced data | Until account deletion |
| Account information | Until account deletion |
| Usage analytics | 24 months (anonymized after 12 months) |
| Third-party transcription | Deleted immediately after processing |
8. Children's Privacy
ParrotKey is not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us immediately at support@parrotkey.ai.
9. International Data Transfers
Your data may be processed in:
- European Union: Firebase servers (europe-west4, Netherlands)
- United States: When using US-based transcription providers (OpenAI, Groq)
For transfers outside the EU, we ensure appropriate safeguards through:
- Standard Contractual Clauses (SCCs)
- Data processing agreements with all providers
- Selection of providers with adequate privacy protections
10. Updates to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by:
- Email notification to your registered address
- In-app notification
- Posting the updated policy on our website
Your continued use of ParrotKey after changes become effective constitutes acceptance of the revised policy.
11. Contact Us
If you have questions about this Privacy Policy or our data practices, please contact us:
AppMachine B.V.
- Email: support@parrotkey.ai
- Website: https://parrotkey.ai
For GDPR-related inquiries, please see our GDPR Compliance document.
12. Related Documents
This Privacy Policy is effective as of February 3, 2026.