Privacy Policy

Effective date: 31 July 2026  •  Last updated: 31 July 2026
This policy applies to plcscribe.com and the PLCScribe application at app.plcscribe.com.

1. Who we are

PLCScribe is operated by Yantriq LLC and engn8 inc (together, “PLCScribe”, “we”, “us”). We provide software that captures operational knowledge from manufacturing personnel and turns it into searchable documentation.

For data submitted into the product by a customer — including operator interviews, SOPs, and maintenance records — the customer (the plant or company holding the PLCScribe account) is the data controller and PLCScribe acts as a data processor. For our own website visitors, prospects, and account administrators, PLCScribe is the controller.

2. What data we collect

Data you give us directly

• Account and contact data: name, work email, phone number, job title, company name, and plant location, provided when you request a demo, create an account, or contact support.
• Content you upload: standard operating procedures, maintenance logs, equipment records, and other documents you choose to add to your knowledge base.
• Interview recordings and transcripts: audio captured during knowledge-capture sessions and the text derived from it. See section 3.
• Billing data: handled by our payment processor. We do not store full payment card numbers on our systems.

Data collected automatically

• Usage data: pages visited, features used, timestamps, and actions taken in the application, used to operate and improve the service.
• Device and log data: IP address, browser type, operating system, and error logs.

3. Operator interview recordings

Because our product records employees speaking about their work, we treat this data with particular care.

• Recordings and transcripts belong to the customer, not to PLCScribe.
• PLCScribe does not use customer interview content to evaluate individual worker performance.
• An operator may ask their employer to have a session deleted; see section 10.
• Where a works council, collective agreement, or local law imposes additional requirements on recording employees, the customer is responsible for meeting them before running interviews.

4. How we use data

• To provide the service: transcribing interviews, generating documentation, and answering questions through the knowledge assistant.
• To authenticate users, maintain audit trails, and support approval workflows.
• To provide customer support and respond to your enquiries.
• To maintain security, prevent abuse, and diagnose faults.
• To send service-related communications, and — where permitted — marketing communications you can opt out of at any time.
• To improve the product using aggregated or de-identified usage patterns.

5. Legal basis for processing

Where the GDPR or UK GDPR applies, we rely on the following bases:

• Contract: to deliver the service to a customer who has signed up for it.
• Legitimate interests: to secure our systems, prevent fraud, and improve our product, balanced against your rights.
• Consent: for interview recording (obtained from the participant) and for marketing email, which you may withdraw at any time.
• Legal obligation: where retention or disclosure is required by law.

6. AI processing and sub-processors

PLCScribe uses third-party speech-recognition and large language model services to transcribe interviews and generate answers. Content you submit may be transmitted to these providers strictly to perform those functions on our behalf. We contract with sub-processors that do not use customer content to train their general-purpose models.

We also rely on sub-processors for cloud hosting, error monitoring, email delivery, and payment processing. A current list of sub-processors is available on request at [email protected], and customers may ask to be notified of changes.

Customers who require that content never leave their own infrastructure should contact us about on-premise or private-cloud deployment.

7. When we share data

We share personal data only in these circumstances:

• With sub-processors acting on our instructions, under contract, as described in section 6.
• With your organisation: content you create in the product is visible to authorised users on your company's account, including supervisors who review and approve documentation.
• For legal reasons: where required by law, regulation, or valid legal process, or to protect the rights and safety of people or our systems.
• In a business transfer: if we are involved in a merger, acquisition, or sale of assets, in which case we will notify affected customers.

8. How long we keep data

• Customer content is retained for as long as the account is active.
• If an account is cancelled, content moves to read-only access and is retained for 90 days so that you can export it, after which it is deleted.
• Account and billing records are kept as long as needed to meet tax, accounting, and legal obligations.
• Prospect and enquiry data is retained no longer than necessary for the purpose it was collected, and can be deleted on request.

9. How we protect data

We apply technical and organisational safeguards including encryption of data in transit and at rest, role-based access control, audit logging, and least-privilege access for our own staff. Deployment options include private cloud and on-premise installation for customers with stricter requirements. Further detail is available on our Compliance & Security page.

No system can be guaranteed perfectly secure. If a breach affects your personal data, we will notify you and any applicable regulator as required by law.

10. Your rights

Depending on where you live, you may have the right to:

• Access the personal data we hold about you.
• Correct data that is inaccurate or incomplete.
• Delete your personal data (“right to erasure”). Verified requests are processed within 30 days.
• Export your documents, transcripts, and audit logs in standard formats.
• Object to or restrict certain processing, including direct marketing.
• Withdraw consent where processing is based on consent.
• Lodge a complaint with your local data protection authority.

If your data was submitted by an employer using PLCScribe, please direct your request to that employer, who controls the data. We will assist them in responding. To exercise rights against PLCScribe directly, email [email protected].

We do not discriminate against anyone for exercising these rights.

11. International transfers

We are based in the United States and may process data there or in other countries where our sub-processors operate. Where data is transferred out of the European Economic Area or the United Kingdom, we rely on appropriate safeguards such as Standard Contractual Clauses. Customers with data residency requirements should contact us before deployment.

12. Cookies

Our website uses cookies that are strictly necessary for the site to function, and may use analytics cookies to understand how the site is used. We do not use advertising or cross-site tracking cookies. You can block or delete cookies through your browser settings; strictly necessary cookies cannot be disabled without affecting site functionality.

13. Children's data

PLCScribe is a workplace product intended for use by adults. It is not directed at children, and we do not knowingly collect personal data from anyone under 16. If we learn we have done so, we will delete it.

14. Changes to this policy

We may update this policy as the product and the law evolve. The “last updated” date above will always reflect the current version. If we make a material change, we will notify account holders by email or through the application before it takes effect.

15. How to contact us