Privacy Policy

2.1 Information You Provide Directly:

• Account Information: Name, email address, phone number, law firm name, physical address
• Billing Information: Credit card details, banking information, VAT number
• Profile Information: Job title, practice areas, preferences

2.2 Information Generated Through Service Use:

• Audio Files: Recordings you upload for transcription
• Transcripts: AI-generated transcripts of your audio files
• Usage Data: Log files, IP addresses, browser type, pages viewed, time spent on pages
• Device Information: Device type, operating system, unique device identifiers

2.3 Information from Third Parties:

• Payment Processors: Transaction confirmation and payment status
• Authentication Providers: If you use Google/Microsoft login

3.1 We use your personal information to:

• Provide the Service: Process transcriptions, store your data, enable account access
• Billing and Payment: Issue invoices and accept EFT payments only (no debit/credit cards)
• Customer Support: Respond to inquiries, troubleshoot issues, provide technical assistance
• Service Improvement: Analyze usage patterns to improve Service (using anonymized, aggregated data only)
• Communications: Send service updates, security alerts, billing notifications
• Legal Compliance: Comply with legal obligations, respond to lawful requests

4.1 Service Providers (Sub-Processors):

We share limited information with trusted third-party service providers who assist us in operating the Service:

• Cloud Hosting: South Africa–based data centers (data storage and processing)
• Email Services: Transactional email for service communications

All service providers are contractually bound to protect your information and use it only for specified purposes.

4.2 Legal Requirements:

We may disclose your information if required by law, including:

• Court orders or subpoenas
• Legal processes or government requests
• Protection of our rights, property, or safety
• Investigation of fraud or security issues
• Compliance with POPIA, Cybercrimes Act, or other applicable laws

4.3 Business Transfers:

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred. You will be notified of any such change.

4.4 With Your Consent:

We may share your information with other parties if you provide explicit consent.

5.1 Technical Measures:

• Encryption in Transit: TLS 1.3 for all data transmission
• Encryption at Rest: AES-256 encryption for stored data
• Access Controls: Role-based access, multi-factor authentication
• Monitoring: 24/7 security monitoring and intrusion detection
• Regular Audits: Annual security audits and penetration testing

5.2 Organizational Measures:

• Background checks for employees with data access
• Confidentiality agreements for all staff and contractors
• Regular security training
• Incident response procedures
• Data breach notification protocols

5.3 Your Responsibility:

• Use strong, unique passwords
• Enable multi-factor authentication
• Keep login credentials confidential
• Log out on shared devices
• Report suspicious activity immediately

6.1 Active Subscriptions:

• Account information: Retained while your subscription is active
• Client Data (audio files and transcripts): Retained until you delete them or terminate your subscription

6.2 After Termination:

• Client Data: Retained for 30 days for recovery, then permanently deleted
• Account Information: Retained for 7 years for tax and legal compliance
• Billing Records: Retained for 5 years as required by tax law

6.3 Backups:

• Deleted data may remain in backups for up to 90 days
• Backups are securely encrypted and eventually overwritten

7.1 You have the right to:

• Access: Request a copy of your personal information we hold
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal retention requirements)
• Objection: Object to processing of your personal information
• Restriction: Request restriction of processing in certain circumstances
• Data Portability: Receive your data in a structured, machine-readable format
• Withdraw Consent: Withdraw consent for processing (may affect Service availability)

7.2 How to Exercise Your Rights:

Contact our Information Officer via our contact page. We will respond within 30 days.

7.3 Complaints:

If you believe we have violated your privacy rights, you may lodge a complaint with:

• Our Information Officer: Please use our contact page
• Information Regulator of South Africa: complaints.IR@justice.gov.za or 012 406 4818