Privacy Policy

1. Introduction

Welcome to On The Record, Inc. ON THE RECORD ("On The Record," "Company," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. We build software that streamlines the lifecycle of legal transcripts. Protecting the privacy and security of your information---and the sensitive data contained in transcripts---is central to our mission.

Our Privacy Policy ("Privacy Policy") explains how we collect, use, store, share, and safeguard your data when you use our website (https://ontherecord.tech/), services (collectively, the "Services") and any other website or application that we operate. This Policy applies to all visitors and registered users of the Services.

For purposes of this Agreement:

• "Site" refers to the Company's website, which can be accessed at https://ontherecord.tech/
• "Service" refers to the Company's services accessed via the Site, in which users can manage transcript review, task management, secure file handling, team collaboration, client management, and payment tracking, aiming to boost productivity, improve financial oversight, and maintain secure handling of legal documents.
• The terms "we," "us," and "our" refer to the Company.
• "You" refers to you, as a user of our Site or our Service.

By accessing our Site or our Service, you accept our Privacy Policy and Terms of Use, and you consent to our collection, storage, use and disclosure of your Personal Information as described in this Privacy Policy.

2. Information We Collect

ON THE RECORD collect "Non-Personal Information" and "Personal Information." Non-Personal Information includes information that cannot be used to personally identify you, such as anonymous usage data, general demographic information we may collect, referring/exit pages and URLs, platform types, preferences you submit and preferences that are generated based on the data you submit and number of clicks.

We collect data from three main sources:

• You provide it directly -- for example when you create an account, upload a transcript, or contact support.
• Your device provides it automatically -- through cookies, log files, and similar technologies as you navigate the Services.
• Trusted third parties provide it -- such as our payment processor when you complete a purchase or subscribe.

Categories of Data We Collect:

• Account & Profile Information -- your name, professional title, organization, email, phone number, and secure login credentials (hashed passwords or OAuth tokens). You may also upload an avatar or profile photo.
• Billing & Payment Information -- billing contact details, postal address, tax identifiers, the last four digits and expiry date of your payment card, transaction amounts, and a record of invoices or refunds. All payment data is handled securely by Stripe and never stored in plaintext on our servers.
• Transcript Content -- audio or video you upload or record, machine‑ or human‑generated transcripts, exhibits, bookmarks, notes, redactions, comments, tags, and full version history.
• Usage & Device Information -- IP address, browser type, device model, operating system, language preference, timestamps, pages or features visited, click‑stream data, referring URLs, crash logs, and diagnostics.
• Support & Feedback Information -- content of emails, chat transcripts, recorded support calls (with notice), survey responses, feature‑request posts, and beta‑testing feedback.

3. How We Use and Share Information

We process different data elements for specific business purposes; each aligned to an authorized legal basis under the EU GDPR and comparable laws. We never sell Personal Data. We disclose it only when necessary.

4. Use of Cookies and Other Electronic Technologies

ON THE RECORD and our third-party service providers (such as analytics providers and email services) may use cookies, web server logs, web beacons, or similar technologies to gather statistical and usage information when you visit our website. Cookies are small text files placed on your device to enhance your experience and allow certain site features to function properly.

The information we collect through these tools may include your IP address, browser type, language preference, operating system, device details, location (state or country), pages visited, date and time of visits, referring websites, number of clicks, features used, searches performed, and files accessed or downloaded.

We use this information to improve and personalize our website, provide secure login and authentication, manage user sessions, enhance site security, analyze user interactions, and compile aggregate site usage statistics. We may combine information gathered through cookies and other technologies with other personal data collected from you, both online and offline, to provide better service and enhance our platform.

If you prefer not to allow cookies or similar technologies, you may disable or delete them through your browser settings. Note that disabling cookies may affect your experience on our site and limit access to certain features or functions. Adjustments must be made for each browser and each device you use.

5. Your Rights Regarding the Use of Your Personal Information

Your rights depend on your place of residence. You may have the right to access the Personal Data we hold about you, to correct inaccurate or incomplete data, to request deletion or erasure of data under certain conditions, to restrict how we process your data, or to receive a copy of your data in a portable format.

You have the right at any time to prevent us from contacting you for marketing purposes. When we send a promotional communication to a user, the user can opt out of further promotional communications by following the unsubscribe instructions provided in each promotional e-mail. You can also indicate that you do not wish to receive marketing communications from us. Please note that notwithstanding the promotional preferences you indicate by either unsubscribing or opting out, we may continue to send you administrative emails including, for example, periodic updates to our Privacy Policy.

You can exercise your rights by emailing team@ontherecord.tech with "Privacy Request" in the subject line; or by appointing an authorized agent, in which case we may ask for proof of identity and authority.

6. Your California and Virginia Rights

California law grants residents' specific rights regarding their Personal Data. Subject to certain exceptions, California consumers can: (a) request to know the categories and specific pieces of Personal Data we have collected, the categories of sources, our business or commercial purposes for collection, the categories of third parties with whom we share data, and the categories of data disclosed for a business purpose; (b) request deletion of Personal Data we collected from them; (c) request correction of inaccurate Personal Data; (d) direct us not to "sell" or "share" Personal Data for cross‑context behavioural advertising (we do not sell data in exchange for monetary consideration, but we honour opt‑out signals); (e) limit the use and disclosure of sensitive Personal Data to that which is "necessary and proportionate" under the CPRA; and (f) be free from discrimination for exercising any CCPA/CPRA right.

Virginia's Consumer Data Protection Act provides residents with rights that parallel many of the GDPR, including: (a) confirmation of whether we process Personal Data about them and access to such data; (b) correction of inaccuracies; (c) deletion of Personal Data provided by or obtained about them; (d) a copy of their Personal Data in a portable and, where technically feasible, readily usable format; and (e) the ability to opt out of (i) targeted advertising, (ii) the sale of Personal Data, and (iii) profiling in furtherance of decisions that produce legal or similarly significant effects.

You can exercise your rights by emailing team@ontherecord.tech with "Privacy Request" in the subject line.

7. Data Security

We implement security measures designed to protect your information from unauthorized access. Your account is protected by your account password and we urge you to take steps to keep your personal information safe by not disclosing your password and by logging out of your account after each use. We further protect your information from potential security breaches by implementing certain technological security measures including encryption, firewalls and secure socket layer technology. However, these measures do not guarantee that your information will not be accessed, disclosed, altered or destroyed by breach of such firewalls and secure server software. By using our Service, you acknowledge that you understand and agree to assume these risks.

8. Data Retention

We retain your information for as long as your account is active or as needed to provide you with our services. We retain Transcript Content for the life of the subscription and keep deleted items in a recycle bin for thirty days, after which they are permanently removed from primary storage and overwritten in backups within the following thirty days. Account and profile data are held until the account is deleted and for up to ninety additional days to allow for administrative closure, after which they are anonymised or removed except where required to satisfy billing, tax, or legal record‑keeping obligations. Audit and security logs are stored for twelve months and then securely deleted. Workspace administrators can export or delete projects, cases, or entire workspaces using in‑app tools. You may also request custom deletion certificates by emailing team@ontherecord.tech.

9. Links to Other Websites

As part of the Service, we may provide links to or compatibility with other websites or applications. However, we are not responsible for the privacy practices employed by those websites or the information or content they contain. This Privacy Policy applies solely to information collected by us through the Site and the Service. Therefore, this Privacy Policy does not apply to your use of a third-party website accessed by selecting a link on our Site or via our Service. To the extent that you access or use the Service through or on another website or application, then the privacy policy of that other website or application will apply to your access or use of that site or application. We encourage our users to read the privacy statements of other websites before proceeding to use them.

10. Children's Privacy

The Site and the Service are not directed to anyone under the age of 13. The Site does not knowingly collect or solicit information from anyone under the age of 13, or allow anyone under the age of 13 to sign up for the Service. In the event that we learn that we have gathered personal information from anyone under the age of 13 without the consent of a parent or guardian, we will delete that information as soon as possible. If you believe we have collected such information, please contact us at team@ontherecord.tech.

11. Changes to Our Privacy Policy

The Company reserves the right to change this policy and our Terms of Service at any time. We will notify you of significant changes to our Privacy Policy by sending a notice to the primary email address specified in your account or by placing a prominent notice on our site. Significant changes will go into effect 30 days following such notification. Non-material changes or clarifications will take effect immediately. You should periodically check the Site and this privacy page for updates.

12. Contact Us

If you have any questions regarding this Privacy Policy or the practices of this Site, please contact us by sending an email to team@ontherecord.tech.

This Statement may be amended from time to time, consistent with the requirements of applicable law, and will be effective immediately.