Guide
Transcription Privacy and Retention Checklist
A practical checklist for deciding what media to transcribe, what to redact, and how to handle temporary files and downloaded results.
Last updated: 2026-08-31
Confirm rights before upload
Only upload audio or video that you created, own, or have permission to process. This includes customer calls, interviews, classroom recordings, product demos, and meeting audio.
Review what the file contains
Media can include voices, names, locations, screen shares, customer records, account IDs, background conversations, or copyrighted material. Decide whether the whole file is needed or whether a shorter clip is enough.
Understand server processing
Unlike browser-only tools, transcription requires temporary server-side processing. AAAI Tools stores uploaded files and results only long enough to process and download the job, then deletes them after the configured retention window.
Download and store responsibly
The downloaded TXT or SRT file may contain the same sensitive information as the original recording. Store it in the right internal location and avoid forwarding full transcripts when an excerpt is enough.
Redact before external sharing
Remove emails, phone numbers, account IDs, payment details, private comments, and internal system names before sending transcript excerpts to vendors or public channels.
Keep an audit note
For work files, record the source filename, upload date, purpose, reviewer, and whether the result was deleted or moved into an approved system. This makes later support and deletion requests easier to handle.