Privacy policy.

Effective Date: July 16, 2025
Version: 1.0

Welcome to Sound Transcript ("we," "us," or "our"), a Washington State-based company providing proofreading services for court reporters nationwide. We are committed to protecting your privacy and the confidentiality of your data, especially given the sensitive nature of court transcripts. This Privacy Policy outlines how we collect, use, store, and share your personal information when you use our website (www.soundtranscript.com) or related services, communications, or transactions (collectively, the "Services"). By using our Services, you agree to the terms outlined below.

1. Information We Collect

We collect both personal and non-personal information, including:

a. Information You Provide Directly

  • Personal Identifiers: Your name, email address, phone number, or other information you provide via our contact forms, client communications, or account creation.

  • Client Files: Court transcripts and related documents you upload for proofreading, which may contain sensitive, confidential, or legally protected information (e.g., personal identifiers, legal proceedings).

  • Payment Details: We use Stripe to securely process payments. We do not store or handle your credit card information directly. See Stripe’s Privacy Policy for details.

b. Information Collected Automatically

  • Device & Usage Data: IP address, browser type, device information, operating system, and pages visited, collected automatically by Squarespace, our website hosting platform. See Squarespace’s Privacy Policy for details.

  • Cookies and Tracking Technologies: We use essential cookies for website functionality (e.g., session management) and analytics cookies via Squarespace to understand usage patterns. We do not use cookies for advertising or third-party tracking. You can manage cookies through your browser settings or our cookie consent tool (if applicable).

2. How We Use Your Information

We use your information to:

  • Fulfill and manage your proofreading requests, including processing court transcripts with strict confidentiality.

  • Communicate with you (e.g., sending invoices, providing support, or sharing project updates).

  • Process and confirm payments via Stripe.

  • Maintain and improve the functionality, performance, and security of our website.

  • Comply with legal obligations, including Washington State laws (e.g., My Health My Data Act, if applicable), federal laws, and court reporting regulations.

  • Adhere to industry best practices, such as those set by the National Court Reporters Association (NCRA), to ensure the confidentiality and integrity of your transcripts.

3. Legal Basis for Processing (for International Users)

For users in regions with specific data protection laws (e.g., GDPR for EU residents), we process your personal information based on:

  • Your consent (e.g., when you submit Client Files or contact information).

  • The necessity of processing to perform a contract (e.g., proofreading services).

  • Our legitimate business interests (e.g., improving client services, ensuring website security, fraud prevention).

  • Compliance with legal obligations (e.g., court reporting regulations).

4. How We Share Information

We do not sell, rent, or trade your personal information. We share data only with trusted third parties or personnel necessary to operate our Services:

  • Stripe: For secure payment processing.

  • Squarespace: For website hosting and analytics.

  • Cloud Storage Providers (e.g., Google Drive, Dropbox): For secure document transfer and storage.

  • Proofreaders: Our trained proofreaders (employees or subcontractors) may access Client Files solely to perform requested proofreading services. All proofreaders are bound by strict confidentiality agreements, undergo regular data protection training, and access data on a need-to-know basis.

All third parties and proofreaders are contractually obligated to protect your data, use it only as needed to perform their services, and comply with applicable laws and industry standards.

5. Data Storage, Security & Retention

We prioritize the security of your data, especially given the sensitive nature of court transcripts. Client Files and personal information are stored using industry-standard encrypted cloud storage with access restricted to authorized personnel only. We implement robust measures, including encryption during transfer and storage, access controls, and regular security audits, to safeguard your data. However, no system is 100% secure, and we cannot guarantee absolute security.

We retain Client Files for up to one year after service completion to maintain accurate client records and comply with court reporting requirements, unless you request earlier deletion by emailing hello@soundtranscript.com. Personal information is retained only as long as necessary to provide Services, maintain client relationships, or comply with legal obligations.

6. Your Rights and Choices

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal information.

  • Correction: Request updates to inaccurate or incomplete information.

  • Deletion: Request erasure of your personal data and Client Files.

  • Objection or Restriction: Limit how we use your information in certain cases.

  • Data Portability: Request your data in a structured, commonly used format (where applicable).

For California residents, under the California Consumer Privacy Act (CCPA), you have the right to know what personal information we collect, request its deletion, and opt out of data sales (we do not sell your data). Washington State residents may have additional rights under laws like the My Health My Data Act, if applicable (e.g., for health-related information in transcripts).

To exercise these rights, submit a verifiable request to hello@soundtranscript.com. We will verify your identity and respond within 30 days (or as required by law, e.g., 45 days for CCPA requests).

7. International Data Transfers

As a Washington State-based company offering services nationwide, your data may be transferred to, stored, and processed in the United States. For international users (e.g., in the EU), we ensure compliance with applicable data transfer regulations (e.g., GDPR) through contractual safeguards with third parties. By using our Services, you consent to this transfer.

8. Children’s Privacy

Our Services are intended for individuals 18 years and older. We do not knowingly collect personal information from children under 18. If we learn that a child has submitted information, we will delete it promptly.

9. Data Breach Protocol

In the unlikely event of a data breach, we will:

  • Notify affected users within 72 hours of discovery, where required by law (e.g., GDPR, Washington State data breach notification laws).

  • Investigate the breach, contain its scope, and mitigate potential harm.

  • Notify relevant authorities, if required, and offer support to affected users (e.g., coordinating with legal or regulatory bodies, if applicable).

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on this page with a new effective date and version number. Continued use of the Services after an update constitutes acceptance of the revised policy. We encourage you to review this policy periodically.

11. Governing Law

This Privacy Policy is governed by the laws of the State of Washington, United States, without regard to its conflict of laws principles. Any disputes arising under this policy will be subject to the exclusive jurisdiction of the courts in Washington State.

12. Accessibility

We are committed to making our Services accessible to all users, including those with disabilities. To request this Privacy Policy in an alternative format (e.g., PDF, large print, or other accessible formats), please contact us at hello@soundtranscript.com.

13. Contact Us

For questions, concerns, or to exercise your privacy rights:
📧 Email: hello@soundtranscript.com
🌐 Website: www.soundtranscript.com