Version: 2025.10.22
Last Updated: 10/22/2025
Vernon Court Reporters (“we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information we collect through our website, client web application, and related services. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.
Scope
This Privacy Policy applies to all data collected through our website (www.vernoncourtreporters.com), our secure client web application, and any related online services, forms, or communications operated by Vernon Court Reporters (collectively, the “Services”).
By using our website or accessing our web application, you agree to the collection and use of your information in accordance with this Policy.
Information We Collect
We collect personal information only as necessary to provide our services or operate our systems. This may include:
- Contact information: name, email address, phone number, and firm affiliation.
- Account information: usernames, passwords, and authentication details.
- Order and billing details: transaction records, payment history, and related job information.
- Uploaded materials: recordings, exhibits, and documents submitted for transcription or reporting.
- Usage and analytics data: IP address, browser type, operating system, device information, and site or app interaction data through analytics and monitoring tools.
We collect this information through secure online forms, the client portal, and automated technologies such as cookies and session tracking.
How We Use Information
We use your personal information to:
- Provide, manage, and improve our court reporting, transcription, and related services.
- Manage user accounts and provide secure access to our online transcription and case-management platform.
- Communicate with you regarding scheduling, delivery, billing, and account management.
- Maintain secure authentication and system performance.
- Diagnose and fix technical issues, prevent fraud, and monitor service reliability.
- Analyze website traffic and improve user experience.
- Comply with legal and professional obligations.
We do not sell, rent, or trade personal information to third parties.
Data Retention
We retain personal information only as long as necessary to fulfill the purposes described above.
- Media files (audio and video) are deleted 30 days after the job is completed in accordance with our Content Retention Policy.
- Transcripts and related records are retained for up to 10 years, unless otherwise specified.
For more details, please review our Content Retention Policy on our website.
Cookies and Tracking Technologies
We use cookies and similar technologies to support secure authentication, improve performance, and analyze usage across our website and web application.
- Our web application uses functional cookies and session tokens to maintain secure logins and ensure proper operation of the platform. These are strictly necessary and cannot be disabled without impairing functionality.
- We also use analytics and diagnostic tools including:
- Google Analytics – analyzes traffic patterns and site usage.
- Sentry – monitors performance and application errors.
- Hotjar – records anonymized heatmaps and user interactions.
These third-party tools may collect anonymized or pseudonymized data such as page views, session duration, browser type, and user actions within the site. None of these tools collect transcript or case data.
You can control or disable cookies through your browser settings, though some features may not function correctly if cookies are disabled.
For details:
Sharing of Information
We may share limited personal information with:
- Authorized employees or independent contractors who assist in providing services.
- Payment processors, hosting providers, and analytics vendors who support our operations.
- Legal or regulatory authorities when required by law or court order.
All third parties are bound by confidentiality and data-protection obligations.
Service Providers and Subprocessors
We use trusted third-party service providers to support the secure operation of our platform, client communications, and financial processes. These vendors process information solely on our behalf and under strict confidentiality and data-protection agreements.
These subprocessors support both our public website and our client web application.
Our key service providers may include:
- Vercel – application hosting and deployment.
- Amazon Web Services (AWS) – cloud infrastructure and storage.
- Postmarkapp – transactional and system email delivery.
- QuickBooks Online (Intuit Inc.) – financial recordkeeping, invoicing, and billing.
- Zoom Video Communications, Inc. – virtual proceedings, depositions, and remote meetings.
- Rev – automated speech-to-text processing of uploaded or recorded audio.
- Sentry – performance monitoring and error diagnostics.
- Hotjar – user-interaction analysis and feedback tools.
- Google Analytics – website analytics and traffic insights.
These providers may process limited information such as IP addresses, account identifiers, uploaded media, meeting recordings, or invoice data as needed to perform their services.
A current list of subprocessors is available upon request.
Data Security
We use reasonable administrative, technical, and physical safeguards to protect information from unauthorized access, alteration, or disclosure. These include encryption, access controls, secure data centers, and permanent deletion protocols.
While we make every effort to safeguard your information, no online system is completely secure. You acknowledge that we cannot guarantee absolute security of your information.
User Accounts and Security
Access to our client web application requires registration and authentication. You are responsible for maintaining the confidentiality of your login credentials and for any actions taken through your account.
We use encrypted connections and industry-standard authentication mechanisms to protect account information. In some cases, two-factor authentication (2FA) may be required.
If you suspect unauthorized use of your account, contact us immediately.
Your Rights and Choices
You may request access, correction, or deletion of your personal information by contacting us. We will respond promptly in accordance with applicable laws.
If you represent another individual or entity (such as a client or witness), you are responsible for obtaining any necessary consent before submitting their information to us.
Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The “Effective Date” above indicates the most recent revision.
Continued use of our website or web application after any update constitutes acceptance of the revised Privacy Policy.
Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact:
Vernon Court Reporters
Phone: 1-800-553-1092
Web: [email protected]/contact/
