Legal
Privacy policy
Your recordings often contain private conversations. This policy explains what data we process, why, who we share it with, how long we keep it and how to exercise your rights.
1. Data controller
Omega Writer is a service operated by Compucas Software Corp., with its registered address at Centro Comercial Camino de Cruces, Avenida Miguel Brostella, Panama City, Republic of Panama, which is the controller of your account data.
For the content you upload (audio files, transcripts and documents), we act on behalf of your organization: we use it only to provide the service to you.
Privacy contact: info@omegawriter.app.
We process data in accordance with Ley 81 de 2019 (Law 81 of 2019) on personal data protection of the Republic of Panama and its regulations, and with any other applicable laws.
2. What data we process and why
| Data | Purpose | Legal basis |
|---|---|---|
| Account: name, email, password (stored encrypted, never in readable text), language and preferences. | Create and protect your account, log you in, send you service notices. | Performance of the contract. |
| Organization: name, members, each member's role and the email addresses of invited people. | Share the hours balance and send invitations. | Performance of the contract. |
| Content: audio and video files, links you paste, transcripts, automatic summaries and indexes, speaker names, questions, answers, generated documents, templates, automations and what you write so the AI knows how you and your organization work. | Transcribe, summarize, search, answer questions about one or several recordings, create documents, run your automations and notify you by email when a transcript is ready. | Performance of the contract. |
| Emailed documents: the addresses you send documents to, which documents and when. | Deliver the documents and prevent abuse. | Performance of the contract and legitimate interest in the security of the service. |
| Sales requests: name, job title, email, organization, website, country, sector, tax ID and phone (optional) and your message. | Reply to you, verify that the organization exists and, if you ask for one, approve an extended trial. | Your consent, given when you send the form. |
| Usage and billing: hours used, balance transactions, plan purchased and the transaction data Paddle sends us (name, email, country, amounts). | Deduct hours, show you your history and keep our accounting records. | Performance of the contract and legal obligations. |
| Microsoft account (only if you connect it): name, email and the access credentials Microsoft issues. | Read the OneDrive, SharePoint or Teams files you choose to transcribe. | Your consent, which you can withdraw by disconnecting the account. |
| Technical data: IP address, browser, server logs, necessary cookies and, when you sign up, the campaign or page of this site you came from. | Keep your session active, protect the service against abuse, fix errors and learn which channels bring us customers. | Legitimate interest in the security of the service. |
We do not see or store your card details. Paddle receives and protects them.
Your content is not used to train artificial intelligence models. Neither we nor our transcription and language model providers use your recordings, transcripts, questions or documents to train models: we have set this up with each provider.
3. Who we share data with
We do not sell your data. We only share it with:
- Paddle.com, our reseller and Merchant of Record, which processes payments, calculates taxes, issues invoices and handles refunds. Paddle processes that data under its own privacy policy.
- Transcription and artificial intelligence model providers, which process the audio and text on our behalf to create the transcript, the answers and the documents.
- Infrastructure providers: server hosting and email delivery.
- Services you choose: Microsoft, Google Drive or Dropbox, only when you paste a link or connect your account to bring in a file.
- People with a public link you created, who will see whatever that link includes.
- People you email documents to, directly or through an automation: they receive the files and can reply to you.
- Professional advisers (accountants, lawyers) and authorities when the law requires it.
All our providers are contractually required to use the data only to provide their service to us and to protect it. For security and commercial confidentiality reasons, we do not publish the list with each provider's name; we provide it to a competent authority when a court order or legal requirement demands it.
4. Where data is processed
Our servers are in the United States (New York), and our transcription and artificial intelligence providers also process the data in that country. When you use Omega Writer, your data is transferred from your country to the United States. We only work with providers that contractually commit to protecting the data with security measures equivalent to those required by Panamanian law.
5. How long we keep it
- Original audio or video file: deleted from our servers as soon as the transcription is finished. We also delete the copy of the transcript kept by the transcription provider; the provider deletes the audio within 48 hours at most.
- Questions and documents you send to the artificial intelligence models: the provider does not keep them after responding.
- Interrupted uploads: fragments of uploads that are not completed are deleted automatically within two days at most.
- Transcripts, questions and documents in your account: for as long as your account exists or until you delete them. Deleting an audio file deletes everything created from it.
- Account: for as long as it is active. If you ask us to close it, we delete its data within 30 days at most. Backups that still contain it are overwritten within an additional 30 days at most.
- Record of emailed documents: 12 months.
- Sales requests: 12 months if we don’t reach an agreement; if you become a customer, for as long as the relationship lasts.
- Accounting and billing records: for as long as the law requires.
- Technical server logs: up to 30 days, unless we need them to investigate a security incident.
6. Your rights
You can exercise the following rights at any time:
- Access: find out what data of yours we process.
- Rectification: correct inaccurate data. You can change your name and preferences yourself from your profile.
- Erasure: ask us to delete your data. You can delete audio files and everything created from them yourself.
- Objection: object to a specific processing activity.
- Portability: receive your data in a commonly used format. Transcripts and documents can already be downloaded from the application.
- Withdraw your consent where it is the basis for processing, for example by disconnecting your Microsoft account.
Write to us at info@omegawriter.app from your account email. We will respond within 10 business days at most, and we will correct inaccurate data within 5 business days at most. If you are not satisfied, you can file a complaint with Panama's Autoridad Nacional de Transparencia y Acceso a la Información (ANTAI) (National Authority for Transparency and Access to Information), or with the data protection authority of your country.
7. Security
- All communication with Omega Writer is encrypted (HTTPS).
- Passwords are stored encrypted with a one-way algorithm.
- Each member sees only their own audio files; the owner of the organization sees those of the entire organization.
- Public links use keys that are hard to guess, and you can protect them with a password, set an expiration date or revoke them.
- Internal access to data is limited to the staff who need it to operate the service.
No system is infallible. If an incident affects your data, we will notify you as required by law.
8. Cookies
Omega Writer only uses the cookies it needs to work: the session cookie, which keeps you logged in, and the one that protects against forged requests. We do not use advertising or tracking cookies. To know how many people visit this site and which pages interest them, we use a statistics tool installed on our own server that uses no cookies and does not store your IP address: it only counts visits in aggregate, and it respects your browser’s “Do Not Track” setting. This site remembers the language you choose in your browser.
When you pay, the Paddle form may use its own cookies to process the payment and prevent fraud. This site loads its fonts from Google Fonts, which makes your browser connect to Google servers.
9. Minors
Omega Writer is not directed at minors, and we do not knowingly create accounts for them.
10. Changes to this policy
If we make an important change to this policy, we will notify you by email or within the application at least 30 days before the change takes effect.
11. Language
This policy is published in Spanish, English, Portuguese and French. This document is a translation. If there are differences between the versions, the Spanish version prevails.
12. Contact
Omega Writer · info@omegawriter.app