1. Introduction
CourtSync LLC ("CourtSync," "we," "us," or "our") is dedicated to safeguarding your privacy. This Privacy Policy outlines how we collect, use, disclose, and protect your information when using our AI-powered platform for editing rough court transcripts (the "Service"). Operating across all 50 U.S. states, the Service supports court reporters, scopists, proofreaders, agencies, and legal departments with per-page fee structures.
By using the Service, you consent to this Privacy Policy. If you disagree, please refrain from using the Service. We may update this Policy to reflect legal or operational changes, posting revisions here and notifying you via email or in-app alerts for any changes, material or otherwise.
2. Information We Collect
- Personal Information: Client names, email addresses, roles (e.g., court reporter, scopist, proofreader), and payment details (e.g., billing information).
- Service-Related Data: Transcript content (rough and edited in RTF, TXT, PDF formats), audio recordings of hearings, usage logs, and analytics (e.g., IP addresses, device information). Transcripts and audio may contain embedded personal data (e.g., names, case details), which we process only as necessary and with safeguards like redaction where feasible.
- Automatically Collected Data: Cookies, browser type, access times, and interaction data to enhance Service functionality and performance.
We minimize collection of sensitive information, such as case-specific personal data, and apply de-identification techniques where possible.
3. How We Collect Information
- Directly from You: When you create an account, upload transcripts or audio, assign roles, or process payments.
- Automatically: Via cookies, analytics tools (e.g., Google Analytics), and server logs during platform interactions.
- From Third Parties: Through integrations with AI providers (e.g., OpenAI's Whisper, Assembly AI, pyannote-audio, Spacy, proprietary LLMs), payment processors (Stripe), and infrastructure services (AWS S3, RDS, EC2, GitHub Actions, Docker, RabbitMQ/SQS, ELK Stack, Nightwatch, Cloudwatch).
4. How We Use Your Information
We use your information to:
- Deliver and enhance the Service, including AI-assisted transcript editing, jurisdiction-specific formatting, audio-text alignment, error correction, speaker diarization, and workflow management.
- Process per-page payments and manage subscriptions.
- Ensure security, prevent fraud, and meet legal obligations.
- Analyze anonymized usage data to improve AI tools and Service performance. We do not use your data for custom AI model training without explicit opt-in consent.
- Communicate updates, support, or marketing messages (with clear opt-out options).
6. Data Security
- Encryption: AES-256 for data at rest and in transit, covering audio, transcripts, and AI outputs.
- Access Controls: Role-based access control (RBAC) limits access to authorized users (e.g., court reporters owning workspaces).
- Proactive Measures: Mandatory vulnerability assessments, penetration testing, regular backups, and compliance with U.S. legal standards (e.g., CCPA, state court reporting rules).
- Breach Notification: In case of a data breach, we will notify affected users within 72 hours, as required by applicable laws.
7. Your Rights and Choices
Under applicable U.S. laws (e.g., CCPA, Colorado CPA, Connecticut CTDPA):
- Access, Correct, or Delete: Request access to, correction of, or deletion of your personal information.
- Opt-Out: Opt out of data sharing, targeted advertising, or AI-driven profiling.
- Data Portability: Request a copy of your data in a structured format.
- Non-Discrimination: Exercise rights without penalty to Service access or quality.
To exercise rights, email service@courtsync.us. We respond within 45 days (extendable by 45 days for complex requests, with notice).
8. Data Retention
- Transcripts and audio: Typically 1 year unless longer retention is required by law.
- Personal information: Retained while your account is active or as needed for legal obligations.
- Deletion: Upon account termination, you will have thirty (30) days to export or request copies of your Service-related data. After this period, we will securely delete it from active systems (e.g., NIST 800-88), subject to residual copies in encrypted backups purged on our standard rotation schedule.
10. Compliance with Laws
We comply with U.S. federal and state laws, including state-specific court reporting standards. We do not process children's data under COPPA, as the Service is not directed to users under 13.
11. Updates to This Policy
We may revise this Policy to reflect changes in practices or laws. All updates will be posted here, with email or in-app notifications for any changes.
12. Contact Us
Thank you for entrusting CourtSync with your legal workflows.
- General Inquiries: service@courtsync.us
- Direct Complaints: Gage Dellin, 24619 East County Road 1610, Elmore City, OK; gage@courtsync.us