1) Who We Are

Verbal Scribe is an application owned and managed by Tracsoft Enterprises (“Tracsoft,” “we,” “our,” or “us”). This Privacy Policy explains how we collect, use, share, and protect personal information when you use https://verbalscribe.com (the “Site”) and related services (the “Services”).

Contact for Privacy Inquiries
Email: postmaster@verbalscribe.com
Address: 1220 2nd Ave, Columbus, GA 31901, USA
EU/UK Representative or DPO: Not applicable (we do not have an EU/UK presence).

2) Scope

This Policy applies to information collected through the Site and Services, including accounts, forms, comments, uploads, cookies, analytics, embedded content, and payments processed via third parties.

3) Information We Collect

A. Information You Provide

• Account/Profile Data: name, display name, username, email, password (hashed), profile photo, preferences.
• Comments & Forms: the content you submit plus your name, email, website (optional), IP address, and browser user-agent (for spam/abuse prevention).
• Uploads/Media: files you upload (e.g., images). Tip: avoid uploading images with EXIF GPS/location data—visitors can download and extract location data from posted images.
• Support/Contact: messages and any attachments.
• Payments: If you purchase through the Site, Stripe processes your payment data. We do not receive or store full card numbers or CVV; we may receive limited details (e.g., last 4 digits, card brand, expiration month/year) and transaction metadata from Stripe.

B. Information Collected Automatically

• Cookies/Similar Tech (see Section 6).
• Device/Usage Data: IP address, user-agent, browser/OS details, pages viewed, referring URLs, links clicked, timestamps, session identifiers, and approximate location (from IP).

C. Information From Third Parties

• Gravatar (Automattic): an anonymized hash of your email may be sent to check for a Gravatar profile; if approved, your avatar appears publicly with your comment.
• Embedded Content: when you interact with embedded content (e.g., videos, posts), those providers may collect data under their own policies.
• Analytics & Site Tools: Google Analytics and Google Search Console help us understand site performance; Meta/Facebook Pixel supports measurement and ads/retargeting.

4) How We Use Personal Information

We use information to:

• Provide, operate, and secure the Site/Services (including authentication, troubleshooting, spam/abuse detection).
• Moderate comments and user content.
• Process transactions and prevent fraud (via Stripe).
• Communicate with you (service messages, support, and—if you opt in—marketing).
• Remember your preferences (e.g., login persistence, display options).
• Analyze performance and improve the Site (using GA/Search Console).
• Comply with legal obligations and enforce our terms.

5) WordPress-Specific Practices (Comments, Gravatar, Media)

• Comments: We collect the form data, IP, and user-agent to help detect spam. Approved comments are public.
• Gravatar: We may send a hashed email to Gravatar to check for an associated avatar. After approval, your profile image is visible with your comment.
• Media: Do not upload images containing location EXIF data.

6) Cookies & Similar Technologies

We use cookies and similar technologies to operate the Site and, with consent where required, to measure usage and deliver/measure advertising.

• Convenience Cookies: If you leave a comment, you may opt in to saving your name, email, and website in cookies for one year.
• Session Testing: Visiting the login page sets a temporary cookie to test if your browser accepts cookies; it contains no personal data and is removed when you close your browser.
• Authentication & Preferences: Login cookies last two days; screen options cookies last one year. “Remember Me” keeps you logged in for two weeks; logging out removes login cookies.
• Authoring: Editing/publishing sets a cookie with the post ID you edited; expires after one day.
• Analytics/Ads:
  • Google Analytics (GA4) to analyze traffic and usage trends (IP address may be processed; we use aggregated reports whenever feasible).
  • Google Search Console to monitor site performance in search.
  • Meta/Facebook Pixel to measure ad performance and support retargeting.

Your Choices: You can manage cookies via your browser settings. Where required by law, we will present a cookie banner that lets you accept, reject, or manage non-essential cookies (including analytics and advertising pixels). Blocking certain cookies may impact functionality.

Do Not Track: We do not currently respond to DNT signals. If standards emerge and we adopt them, we will update this Policy.

7) Embedded Content from Other Websites

Embedded content (e.g., videos, images, articles) behaves as if you visited the other site. Those sites may collect data, use cookies, embed third-party tracking, and monitor your interactions—including if you are logged in to their service. Review their privacy policies for details.

8) How We Share Information

We share information only as described below:

• Service Providers/Processors:
  • Nexcess (hosting/infrastructure and security logs)
  • Stripe (payment processing and fraud prevention)
  • Google (Analytics and Search Console)
  • Meta/Facebook (Pixel for ads measurement/retargeting)
    These parties process data under agreements requiring confidentiality and appropriate safeguards.
• Legal/Compliance: To comply with law, legal process, or to protect rights, safety, and property.
• Business Transfers: If we undergo a merger, acquisition, financing, or asset sale, information may be transferred to the successor subject to this Policy.
• At Your Direction: For example, when you interact with embedded content or link accounts.

“Sell” or “Share” (U.S. state privacy laws)

• We do not sell personal information.
• Because we use advertising/analytics pixels, we may “share” personal information for cross-context behavioral advertising (e.g., with Meta/Facebook Pixel) as those terms are defined in certain state laws (e.g., California). You can opt out of such “sharing” via our cookie controls (where available) or by emailing postmaster@verbalscribe.com with the subject line “Do Not Sell or Share”. Where required by law, we will also recognize applicable opt-out preference signals.

9) Data Retention (What to keep & why)

We keep personal information only as long as needed for the purposes described or as required by law. Our baseline schedule:

Data Type	Typical Retention	Why
Comments & their metadata	Indefinitely (until you delete/request deletion)	Recognize/approve follow-ups and preserve discussion history
Account/Profile data	While your account is active; delete within ~30 days after confirmed request	Provide your account; legal/operational needs
Login/session cookies	2 days (Remember Me: 2 weeks)	Authentication
Screen/display preferences cookies	1 year	Preferences
Post-editing cookie	1 day	Authoring workflow
Server/security logs (Nexcess)	12 months	Security, fraud, troubleshooting
Site backups	30–90 days (rolling)	Disaster recovery
Support tickets/emails	24 months	Reference, quality assurance
Analytics events (GA4)	14 months (configured)	Trend analysis and product decisions
Ad/Pixel data (Meta)	Per provider settings; we minimize scope and duration where possible	Ads measurement/retargeting
Payment/transaction records (Stripe)	7 years	Tax, accounting, fraud prevention, legal obligations

Note: If a shorter or longer period is required by law or necessary to establish, exercise, or defend legal claims, we will adjust accordingly. Backups may retain deleted data until they expire.

10) Your Rights & Choices

A. U.S. State Privacy Rights (e.g., CA, CO, CT, UT, VA)

Depending on your state, you may have the right to access/know, correct, delete, obtain a portable copy, and opt out of targeted advertising (cross-context behavioral advertising) and certain profiling. California residents may also request information about categories of personal information disclosed and request to opt out of sharing.

How to exercise: Email postmaster@verbalscribe.com. To opt out of targeted advertising/“sharing,” use our cookie controls (where available) or email us with the subject “Do Not Sell or Share.” We will verify and respond as required by applicable law, and you may appeal a denial by replying to our decision or emailing with “Appeal” in the subject.

B. Email Preferences

You can unsubscribe from marketing emails using the link in the email. We may still send transactional or legal notices.

C. EU/UK Visitors

We do not have an EU/UK establishment. If you are in the EU/UK, you may have rights under GDPR/UK GDPR (access, rectification, erasure, restriction, portability, objection, and consent withdrawal). Contact us at postmaster@verbalscribe.com and we will respond consistent with applicable law.

11) International Transfers

We are U.S.-based and use providers (e.g., Stripe, Google, Meta) that may process data in the U.S. and other countries. By using the Services, you understand your information may be transferred to jurisdictions with different data-protection laws. Where required, we implement appropriate safeguards.

12) Security

We use reasonable administrative, technical, and physical safeguards (e.g., HTTPS/TLS, access controls, logging) appropriate to the nature of the data. No method of transmission or storage is 100% secure. We will notify you and regulators of a data breach as required by law.

13) Children’s Privacy

Our Services are not directed to children under 13 (or under 16 in some jurisdictions). We do not knowingly collect personal information from children. If you believe a child provided us personal information, contact us to delete it.

14) Additional WordPress Details

• Password Reset: If you request a password reset, your IP address may be included in the reset email.
• Spam Detection: Visitor comments may be checked through an automated spam detection service.

15) Changes to This Policy

We may update this Policy periodically. We will post updates here with a revised “Last Updated” date. Material changes will be communicated on the Site or as otherwise required.