RecSimpleAs of November 2026 · Version 6 · applies to the RecSimple app, the customer account and the website recsimple.com
1. Controller
SmartbIT SG OG, Krakaudorf 115g, 8854 Krakau, Austria
Email office@smartbit.at
2. What stays on your PC
RecSimple processes recordings, dictations, recognised texts, your specialist dictionary and your settings only on your PC; speech recognition also runs there. This content is not transmitted to us.
3. What is transmitted: licence check, customer account, payment
Licence check. When you sign in to the app, RecSimple transmits to our licence server: email address, password, a random device identifier, the computer name and the app language. After that, the app regularly checks with an access key of the device whether the subscription is active. The IP address is used only briefly in working memory for transmission and to limit server requests, and is not stored.
Customer account. We store email address, the password only as a hash value, account language, subscription (type, end of term, device slots, cancellation) and, per device, device identifier, computer name and time of the last licence check. You see the computer name in the customer account so that you can tell your devices apart and remove them. If you sign in with Google or Microsoft, we receive a user identifier and your email address from that provider. If you provide a company name or VAT ID, we store these as well. If you invite users, we store their email address and the status of the invitation and send the invitation to that address.
Payment. Subscriptions are handled by Stripe; you enter payment details directly in the Stripe payment form embedded in the customer account. We transmit email address, customer number, language and subscription to Stripe, as well as billing address and VAT ID if you provide them. So that the free trial is available once per email address and payment card, we store hash values of your email address and of the card identifier formed by Stripe.
On our payment pages we load the payment component Stripe.js from the servers of Stripe Payments Europe, Limited, One Wilton Park, Wilton Place, Dublin 2, D02 FX04, Ireland. Stripe.js only runs where you pay or change your payment method. Stripe processes payment data as well as device and usage data, including for fraud detection.
Stripe describes the role it takes for each processing activity, how long it stores data, and the legal basis and safeguards for transfers to third countries here: Stripe Privacy Policy and Stripe Privacy Center.
Withdrawal from the contract. If you withdraw from the contract, we store the name, email address, time and subscription details of the declaration.
Cancellation without sign-in. If you cancel via “Cancel contracts here”, we store the details from the form (type of cancellation, reason if any, name, email address of the account, contract, requested date, address for the confirmation) and the time of receipt. We send the confirmation only to the email address of the account.
Messages to us. If you write to us, we process your message and any attached files to handle the enquiry.
| Purpose | Legal basis |
|---|---|
| Customer account, licence, subscription and cancellation, device management, account and subscription emails, messages about the contract | performance of the contract (Art. 6(1)(b) GDPR) |
| Invoices and records, including withdrawal declarations (contract) to which a payment or refund relates | legal obligation (point (c), section 132 Austrian Federal Fiscal Code, BAO) |
| Withdrawal declarations (contract) without payment, cancellation declarations | legitimate interest in proof (point (f)) |
| Limiting server requests, one-time free trial | legitimate interest in a secure service and in preventing abuse (point (f)) |
| Messages to us outside a contract | legitimate interest in answering your message (point (f)) |
| Data | Storage period |
|---|---|
| Account data | until you delete the account, at the latest seven years after the end of your last subscription, without a subscription seven years after the account was created; device data until you remove the device |
| Invoices and records, including withdrawal declarations (contract) to which a payment or refund relates | seven years from the end of the calendar year |
| Withdrawal declarations (contract) without payment | seven years from the declaration |
| Cancellation declarations | seven years from the declaration |
| Trial hash values | seven years after they were recorded |
| Delivery logs of the mail server | up to five weeks, in backups up to seven weeks |
| Messages to us | until they are dealt with; if they belong to a contract, like the contract data |
RecSimple cannot be used without the account and licence data.
4. This website
When you visit the website, our web host processes your IP address and access data for technical reasons in order to deliver and secure the pages (point (f)); the web host stores technically necessary access logs for a short time. The customer account sets a technically necessary session cookie; no consent is required for this (Art. 6(1)(b) GDPR). If you choose a language in the customer account, the cookie rs_sprache stores this choice for one year; it contains only the language code and applies only to the customer account.
Term lists. If you download a term list in the app at the press of a button, the app retrieves the list from recsimple.com. As when you visit the website, our web host processes your IP address and the time of the retrieval and stores them in the technically necessary access logs for a short time (point (f)). Only the request for the list is transmitted.
5. Google Ads (only with consent)
On your first visit to recsimple.com you choose whether we may use Google Ads to measure whether an ad led to a download in the Microsoft Store or to a subscription. Without consent this measurement does not take place. With consent, Google processes among other things your IP address and browser details. We are responsible for the integration and the transmission to Google; Google Ireland Limited is independently responsible for the further processing. Which cookies Google sets and for how long: business.safety.google/adscookies. Details from Google: policies.google.com/privacy.
The legal basis is your consent (Art. 6(1)(a) GDPR), which you can withdraw at any time via . We store your choice in your browser for six months; after that we ask again.
6. Recipients
| Recipient | Country | Purpose |
|---|---|---|
| Data centre operator in Germany (processor) | Germany | Data centre for our licence and mail server (licence check, customer account, email delivery) |
| ALL-INKL.COM - Neue Medien Münnich (processor) | Germany | Operation of the website |
| Stripe Payments Europe, Limited | Ireland | Payment, subscription, invoices and the related emails |
| Google Ireland Limited | Ireland | Sign-in with Google, if you choose it; Google Ads only with consent |
| Microsoft Ireland Operations Limited | Ireland | Sign-in with a Microsoft account, if you choose it; mailbox for messages to office@smartbit.at (processor) |
Stripe, Google and Microsoft may also process data outside the EU; details are in their privacy policies (stripe.com/privacy, policies.google.com/privacy, privacy.microsoft.com).
7. Your rights
You have the right of access, rectification, erasure, restriction of processing and data portability (Art. 15–18 and 20 GDPR). You can withdraw consent at any time (Art. 7(3)). To do so, contact office@smartbit.at.
Right to object: Where we process data on the basis of legitimate interests (point (f)), you can object at any time on grounds relating to your particular situation (Art. 21 GDPR).
You may lodge a complaint with a data protection supervisory authority, in particular in the country where you live; the authority responsible for us is the Austrian Data Protection Authority (dsb.gv.at).
Previous versions
| Version | Valid from–to | Links |
|---|---|---|
| Version 1 | 3 September 2026 to 6 October 2026 | HTML · PDF |
| Version 2 | 7 October 2026 to 7 October 2026 | HTML · PDF |
| Version 3 | 8 October 2026 until publication of version 5 | HTML · PDF |
| Version 5 | 28 October 2026 until publication of version 6 | HTML · PDF |
| Version 6 (current) | from 3 November 2026 | this page |