Last Updated: August 14, 2026
DictaFlow is a product and service operated by SmartBids.ai Corp., a Canadian corporation. In this policy, “DictaFlow,” “we,” and “us” refer to SmartBids.ai Corp. and the DictaFlow service.
This policy describes how we collect, use, disclose, retain, and protect information when you use DictaFlow on Android, iPhone, iPad, Mac, Windows, or through supported integrations.
The standard DictaFlow service is not intended for medical dictation, clinical documentation, patient care, diagnosis, treatment, or any use involving protected health information (PHI). Do not submit, dictate, process, store, or transmit PHI or other patient information through the standard DictaFlow service.
If you are a healthcare provider, clinic, hospital, medical office, business associate, or other organization that needs to dictate or process medical information, you must use DictaFlow Medical under the applicable medical security configuration and Business Associate Agreement (BAA), where required.
When you sign in with Apple, Google, or Microsoft, we receive information such as your name, email address, provider-specific account identifier, and authentication tokens or a DictaFlow session token. We use this information to create and secure your account, link sign-in methods that use the same email address, and determine your plan and usage limits.
When you start dictation, DictaFlow processes the microphone audio you choose to record. We and our service providers process that audio to create text. If you use Smart Edit, email formatting, or selected-text replacement, the dictated text, selected text, formatting instructions, language choice, vocabulary, and relevant snippets may also be processed to perform your request.
Microphone access is user-initiated. DictaFlow does not continuously listen in the background. We do not permanently retain audio recordings on our servers after processing in the ordinary course. Transcription text may be retained when needed to provide features you choose, synchronize supported devices, recover a requested result, investigate a support issue, or comply with law. Android history and notes are stored locally on the device unless a feature clearly indicates that data will be synchronized.
We may store settings and content you provide, including custom vocabulary, snippets, custom AI instructions, language preferences, and other configuration, so those features work across sessions or supported devices.
We collect limited account and app activity such as word and minute totals, plan state, feature requests, app version and platform, aggregate performance measurements, security events, a randomly generated installation identifier, and request identifiers. We use this information to operate the service, enforce limits, prevent abuse, diagnose failures, measure reliability, and improve DictaFlow. DictaFlow's Android app does not request the Google Advertising ID and does not contain advertising.
Payments and subscriptions offered on our website are processed by Stripe. We do not receive or store full payment-card numbers. Stripe may provide us with billing status, customer and subscription identifiers, and limited billing contact information needed to manage your subscription.
We use information to provide transcription and editing features; authenticate users; synchronize chosen settings; provide support; administer plans, usage, and subscriptions; secure and troubleshoot the service; measure aggregate product performance; communicate about the service; and meet legal obligations. We do not sell personal information or use dictated audio or text for targeted advertising.
We disclose data only as needed to operate DictaFlow, complete a request, secure the service, or comply with law. Service providers may include:
These providers process information on our behalf under their applicable contractual and security terms. We may also disclose information if required by law, to protect users or the service, or as part of a corporate transaction. DictaFlow does not sell your personal information.
We use administrative, technical, and organizational safeguards appropriate to the nature of the data. Data is encrypted in transit using HTTPS. No method of storage or transmission is completely secure. DictaFlow and its providers may process information in Canada, the United States, and other countries where they operate, subject to applicable safeguards.
We keep account, plan, usage, configuration, and security records only for as long as reasonably necessary to provide the service, meet legal and accounting obligations, resolve disputes, and prevent abuse. Audio is ordinarily discarded after processing. Local app content remains on your device until you delete it, clear app data, uninstall the app, or use an available account-deletion control.
You can deny microphone access, although dictation will not work without it. You can review or remove local history, notes, vocabulary, and snippets using available app controls.
You may request deletion of your DictaFlow account and associated cloud data from the Android app by opening Settings → Delete account, or by following the instructions on our Delete your DictaFlow account page. We may retain limited records where required for legal, billing, fraud-prevention, or security purposes. Deleting DictaFlow does not delete your Apple, Google, or Microsoft account.
DictaFlow is intended for adults and is not directed to children under 18. If you believe a child has provided personal information, contact us so we can investigate and delete it where appropriate.
We may update this policy as the service changes. We will post the updated version here and revise the date above. Material changes may also be communicated through the app or by email where appropriate.
For privacy questions or requests, email ryan@dictaflow.io.