Privacy Policy.

Last updated: June 22, 2026  ·  Effective: [at publication]

StenoDesk LLC ("StenoDesk," "we," "us," or "our") operates the StenoDesk platform at stenodesk.com and related subdomains (the "Service"). This Privacy Policy explains what information we collect, how we use and share it, and the choices you have.

StenoDesk is a business-management platform for court reporters, scopists, stenographers, and legal-support professionals. By using the Service you agree to this Privacy Policy and our Terms of Service.

1. Who this applies to

• Account holders — court reporters and subcontractors (scopists/proofers) who create StenoDesk accounts.
• Third-party individuals whose information account holders enter or upload (e.g., attorneys, law-firm contacts, witnesses/deponents, and people named in case materials). For most of this data, the account holder is the controller and StenoDesk is a processor acting on their behalf (see §9).

The Service is for business use by professionals and is not directed to children under 18.

2. Information we collect

a. Account & profile information. Name, email address, phone number, business name, professional certification/license number (e.g., CSR/CCR/RPR), state, role, avatar, and authentication credentials (managed by our auth provider).

b. Client, contact & case information you enter or upload. Client and law-firm records (names, emails, phone numbers, addresses, EIN/tax IDs), contacts, case captions and numbers, witnesses/deponents, cast-of-characters/appearance details, exhibits, job and scheduling details, notes, and rate sheets.

c. Transcript and case-file content. Documents you upload to a job — including legal transcripts (ASCII/PDF), notices, exhibits, and correspondence. These may contain sensitive personal information about third parties. We process this content to provide features you request (e.g., document generation, exhibit indexing, AI-assisted proofing and extraction).

d. Financial and billing information. Invoices, amounts, payment status, and subscription details. Payment card data is handled by our payment processor (Stripe); we do not store full card numbers.

e. Email and calendar data (only if you connect an account). If you connect a Google (Gmail) or Microsoft (Outlook) mailbox/calendar through our integration provider (Nylas), we access messages, contacts, and calendar events to provide the email and calendar features inside StenoDesk and to extract job details when you ask us to. This access is optional, requires your explicit OAuth consent, and can be revoked at any time. See §4 for Google-specific terms.

f. Usage and device information. Product-analytics events (pages/features used), error/diagnostic data, and limited technical information (browser, approximate region). We use privacy-preserving settings: error monitoring with IP storage disabled and analytics without session replay.

g. Support communications. Information you provide when you contact us.

We do not intentionally collect special-category data about you as an account holder; however, case materials you upload may contain sensitive third-party data, which you are responsible for handling lawfully (see §9 and the Terms).

3. How we use information

We use information to:

• Provide, operate, secure, and improve the Service;
• Authenticate you and manage your account;
• Generate documents and reports you request (worksheets, appearance pages, exhibit indexes, invoices, glossaries);
• Provide AI-assisted features (proofing, data extraction) at your direction (see §5);
• Send transactional messages (e.g., notifications, invites, password resets) via our transactional email provider;
• Process subscription billing;
• Provide product support and respond to requests;
• Monitor performance, debug, and prevent abuse or fraud;
• Comply with legal obligations and enforce our Terms.

We do not sell your personal information, and we do not use the contents of your connected email, calendar, or uploaded case files to train generalized AI/ML models or for advertising.

4. Google user data — Limited Use disclosure

If you connect a Google account, StenoDesk (through Nylas) requests access to Google user data such as Gmail messages, contacts, and Google Calendar events, solely to provide user-facing features within StenoDesk (reading/sending email you initiate, displaying your calendar, and extracting job details you ask us to capture).

StenoDesk's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, we:

• only use Google user data to provide or improve user-facing features that are prominent in the Service;
• do not transfer or sell Google user data for advertising, credit, or other unrelated purposes;
• do not use Google user data for serving ads;
• do not allow humans to read Google user data unless (i) you give explicit consent for specific messages, (ii) it is necessary for security or to comply with law, or (iii) the data is aggregated and anonymized for internal operations; and
• do not use Google user data to train generalized/non-personalized AI/ML models.

You can disconnect a Google account at any time in Settings, which revokes our access going forward. Revocation can also be managed at myaccount.google.com/permissions. The same principles apply to Microsoft/Outlook data.

5. AI-assisted features

Certain features (e.g., proofing of transcripts, extraction of case details from documents/email, glossary generation) send the relevant content to our AI provider, Anthropic (Claude API), to process your request and return a result. We send only the content needed for the task you initiate.

• We process this content at your direction, to provide the requested output.
• We are pursuing a Zero-Data-Retention (ZDR) configuration with Anthropic; [final retention posture to be confirmed here].
• AI outputs are assistive only and may contain errors; they are not a substitute for the professional judgment of a certified reporter, scopist, or attorney.

6. How we share information (subprocessors)

We share information with service providers ("subprocessors") that help us run the Service, under contractual confidentiality and security obligations. We share only what is necessary, and we maintain and update this list as the Service evolves.

We may also disclose information (a) to comply with law, legal process, or lawful requests; (b) to protect the rights, safety, and security of users, the public, or StenoDesk; (c) in connection with a merger, acquisition, or asset sale (with notice where required); or (d) with your consent.

7. Data storage, security & retention

• Storage/location. Data is stored with our cloud providers, primarily in the United States.
• Security. We use industry-standard safeguards including encryption in transit, encryption at rest, row-level access controls scoping each user to their own data, least-privilege database grants, and access controls. No method of transmission or storage is 100% secure.
• Retention. We retain account and content data for as long as your account is active or as needed to provide the Service, then delete or anonymize it within a reasonable period, subject to legal/accounting obligations. You can delete records in-app, and you can delete your account from Settings; account deletion is scheduled with a 30-day recoverable grace period, after which your data is permanently removed (see §8).

8. Your rights and choices

Depending on your location, you may have rights to access, correct, export, or delete your personal information, to object to or restrict certain processing, and to withdraw consent. Account holders can edit/delete most data directly in the Service.

• Access/export/deletion requests: contact us at privacy@stenodesk.com.
• Account deletion: Settings → Account → Delete account (30-day recoverable grace period).
• Connected-account revocation: disconnect email/calendar in Settings at any time.
• California (CCPA/CPRA), EEA/UK (GDPR): we do not sell or "share" personal information for cross-context behavioral advertising. Where StenoDesk is a controller, our legal bases are contract performance, legitimate interests, consent (for connected accounts and certain AI processing), and legal obligation. [Jurisdiction-specific disclosures, DPA, and international-transfer mechanisms to be finalized with counsel.]

For data that an account holder uploaded about you (e.g., you are an attorney or witness in a case file), please contact the account holder (the controller); we will assist them as their processor.

9. Account holders as controllers; your responsibilities

When you upload client, contact, case, transcript, or connected-mailbox data, you are the controller of that data and StenoDesk acts as your processor. You are responsible for having a lawful basis to collect and process it (including any sensitive personal information in transcripts) and for honoring the rights of those individuals. We process such data per your instructions and our Terms of Service and, where applicable, a Data Processing Addendum (available on request).

10. Cookies and similar technologies

We use cookies/local storage that are strictly necessary to run the Service (e.g., authentication/session) and limited analytics. [A cookie list/banner will be added where required for your audience.]

11. International data transfers

If you access the Service from outside the United States, your information may be transferred to and processed in the U.S. and other countries where our subprocessors operate. [Transfer-mechanism language (e.g., SCCs) to be added if we serve EEA/UK users.]

12. Children

The Service is not intended for, and we do not knowingly collect personal information from, children under 18.

13. Changes to this Policy

We may update this Policy. We will post the updated version with a new "Last updated" date and, for material changes, provide additional notice. Continued use after changes take effect constitutes acceptance.

14. Contact us

StenoDesk LLC
Email: privacy@stenodesk.com
[Mailing address]