Privacy Policy

DepoFlow ("DepoFlow," "we," "us") provides desktop and web software that helps legal teams sync deposition transcripts to video, designate testimony, and render trial clips. This policy explains what personal information we collect, how we use it, and the choices and rights you have. For privacy questions or requests, email privacy@depoflow.com.

For the account information you give us directly, we act as the data controller (a "business" under the CCPA). For case material your firm processes with DepoFlow — witness names, matter titles, and any content you explicitly share to our cloud — we act on your firm's instructions as a processor (a "service provider" under the CCPA).

In the default local workflow, the DepoFlow desktop app performs transcription, transcript sync, designation, and clip rendering entirely on your machine. The following never leaves your device unless you explicitly use a cloud feature:

• Deposition video and audio recordings
• Transcript text, page/line content, and designations
• Exhibits and rendered clips stored in your local library

This is an architectural property of the product, not just a policy commitment.

Account information. Name, email address, firm name, and a hashed password when you create an account. We never store passwords in plain text.

Job records. When the desktop app syncs with your account, it sends a thin billing envelope for each job: witness name, matter name, recording duration, processing quality, and job status. We treat witness and matter names as confidential case information and use them only to show you your own job history and to meter billing.

Billing information. Payments are processed by Stripe. We receive transaction records (amount, status, last-four digits) but never see or store full card numbers.

Content you explicitly share. If you choose a cloud feature — sharing a transcript with another firm, hosted clip rendering, opt-in cloud transcription, or live transcription of a remote deposition — the content needed for that feature is transmitted to and stored by us (or the vendor performing the work) for as long as the feature requires, subject to the retention rules below.

Support and communications. Emails you send us, and your newsletter subscription if you opt in. Marketing email is strictly opt-in and every message includes an unsubscribe link.

Technical data. Server error logs and basic desktop-app telemetry events (feature usage and failures) used to keep the product working. We use an essential session cookie to keep you signed in; we do not use advertising trackers.

• Provide, maintain, and secure the service, including authentication and firm-level access control
• Meter usage and process payments and credits
• Respond to support requests and send transactional email (verification, password reset, receipts)
• Send product news only to users who opted in
• Diagnose errors and improve reliability
• Comply with legal obligations

• We never sell or rent your personal information, and we have not done so in the preceding 12 months.
• We never use your recordings, transcripts, designations, or any case content to train or fine-tune AI models — ours or anyone else's. Transcription uses pre-trained models.
• We never share case content with third parties except the subprocessors needed to run a feature you invoked, or where the law requires it.

We use a small set of vendors to run the service — hosting, storage, payments, email, and the opt-in cloud features. The current list, what each vendor receives, and why is published at depoflow.com/subprocessors. Each vendor is bound by contract to use the data only to provide its service to us.

We may also disclose information if required by law or court order. Because content stays on your machine by default, what we are able to produce is structurally limited to account and billing records — see our Security page for details.

• Content on your machine is yours and under your control at all times; uninstalling DepoFlow does not send us anything.
• Files you share to the cloud carry automatic lifecycle rules that purge them after a set window.
• Deleting a matter or transcript cascades to its stored cloud objects.
• Account and billing records are kept while your account is active and as needed for tax, accounting, and dispute obligations.
• You can request deletion of your account and associated personal information by emailing privacy@depoflow.com.

If you are in the European Economic Area, the United Kingdom, or Switzerland, you have the right to access, correct, delete, restrict, or object to our processing of your personal data, the right to data portability, and the right to lodge a complaint with your supervisory authority. Our legal bases are performance of our contract with you (providing the service), our legitimate interests (securing and improving the service), consent (marketing email), and legal obligations (tax and accounting records). Where we rely on consent you may withdraw it at any time.

To exercise any of these rights, email privacy@depoflow.com. We will verify your identity and respond within the timelines the law requires.

If you are a California resident, you have the right to know what personal information we collect and how we use it (this policy), to access and correct it, to delete it, and to not be discriminated against for exercising those rights. We do not sell or share personal information as those terms are defined by the CCPA, so there is nothing to opt out of. Requests go to privacy@depoflow.com; you may use an authorized agent, and we will verify requests before acting on them.

DepoFlow is operated from the United States and our cloud infrastructure is hosted in the United States (live transcription can optionally run in an EU region). If you use the service from outside the U.S., the limited data described above is transferred to and processed in the U.S. Where required for firm customers, we enter into data processing agreements with appropriate safeguards — contact us to request one.

DepoFlow is a professional tool for legal teams and is not directed to anyone under 18. We do not knowingly collect personal information from children.

If we make material changes, we will update the date at the top of this page and notify account holders by email before the changes take effect. Continued use of the service after the effective date constitutes acceptance of the updated policy.

Privacy requests: privacy@depoflow.com. Security reports: security@depoflow.com. General support: support@depoflow.com.