Last Updated: June 17, 2024

Our Privacy Policy explains how Parrot Tech, Inc. (“we”, “us” or “Parrot”) and its affiliates, subcontractors, and subsidiaries collect, store, use, disclose and otherwise process information we receive in the course of our business including through our websites, services, and software that link to this notice, our software-as-a-service offering; and our marketing and sales activities (collectively, our “Services”). It also sets out important information about your privacy rights.

We provide secure and accurate and efficient transcription, court reporting, and analytical software and services to our users (“you”). To provide, manage, administer, and improve our Services we need to collect certain data, whether you are using https://www.parrot.us (“Site”), are a customer of our transcription or court reporting services or are using our Apps (“Client App”, “Transcribers App” or “Apps”), videography, computer aided stenographic transcription, digital or electronic reporting or recording and related services, AI Assistant, summaries, notes, clip cutting, software, sites, products, or networks collectively our “Services” or “Software.” This Privacy and Cookies Policy (the “Privacy Policy”) is intended to inform you about our practices regarding the collection and use of your data that you may submit to us through our Services. This Privacy Policy should be read alongside, and in addition to the Terms of Service. Please read the Privacy Policy carefully.

Unless otherwise defined in this Privacy Policy, terms used have the same meaning as in the Terms of Service.

The Privacy Policy only covers data processing carried out by us. The Privacy Policy does not address, and we are not responsible for, the privacy practices of any other parties.

We do not knowingly collect or ask for information from people under the age of 18. If you are such a person, you are prohibited from using our service or sending us your information. We delete information that we learn is collected in an unauthorized manner from a person under the age of 18 unless we receive authorized consent or are otherwise required or permitted to receive it by law.

1. What type of data do we collect and process?

We collect information that alone or in combination with other information in our possession could be used to identify you (“Personal Information”) as follows:

1.1. Payment information

When you purchase or subscribe to our Services, we may collect your billing information, such as your credit card number, expiration date, and billing address, or use a third-party payment processor to process your payments (“Payment Information”).

1.2. Customer support information

When you contact us for customer support, feedback, or inquiries, we may collect your name, email address, phone number, and any other information you provide us or that we request from you to assist you or resolve your issue (“Support Information”).

1.3. Usage data

We may automatically collect information about your use of our Services, such as the types of content that you view or engage with, the features you use and the actions you take, as well as your time zone, country, the dates and times of access, user agent and version, type of computer or mobile device, computer connection, IP address, and the like.

‍Log data: Information that your browser automatically sends whenever you visit the Site (“Log Data”). Log Data includes your Internet Protocol address, browser type and settings, the date and time of your request, and how you interacted with the Site.

‍Usage data: We may automatically collect information about your use of our Services, such as the types of content that you view or engage with, the features you use and the actions you take, as well as your time zone, country, the dates and times of access, user agent and version, type of computer or mobile device, computer connection, IP address, and the like.

‍Personal Information We Collect Through Our Social Media Pages: We have postings on social media sites like YouTube, LinkedIn and X (“Social Media Pages”). When you interact with our Social Media Pages, we will collect Personal Information that you elect to provide to us, such as your contact details (“Social Information”). In addition, the companies that host our Social Media Pages may provide us with aggregate information and analytics regarding the use of our Social Media Pages.

‍Device information: Includes name of the device, operating system, and browser you are using. Information collected may depend on the type of device you use and its settings.

‍Use of the AI Assistant: The AI Assistant uses Generative AI software that is designed to be an innovative tool for your case work. It can make mistakes. As with any legal resource, you should review the accuracy of the work product. Users are fully responsible for ensuring use, including provision of any data used as an input and use of outputs, complies with their organization’s internal policies and all applicable laws and rules for professional responsibility, privacy, ethics, or otherwise. By using Parrot’s software, you consent to the monitoring and recording of chat communications through the AI Assistant by Parrot Tech, Inc. and its vendors. Parrot will use the data to maintain, administer, and improve our Services and Software to produce increasingly improved results for you. Contracts, Business Associate Agreements, and/or audits are in place with any vendors that provide service for the AI Assistant preventing them from processing any User data.

1.4. Personal Identifiable Information (“PII”)

Through our Services we may collect and process PII, which includes, but is not limited to, any representation of information that permits the identity of an individual to whom the information applies to be reasonably inferred by either direct or indirect means. Further, PII is defined as information: (i) that directly identifies an individual (e.g., name, address, social security number or other identifying number or code, telephone number, email address, etc.) or (ii) by which an agency intends to identify specific individuals in conjunction with other data elements, i.e., indirect identification. (These data elements may include a combination of gender, race, birth date, geographic indicator, and other descriptors). Additionally, information permitting the physical or online contacting of a specific individual is the same as personally identifiable information. This information can be maintained in either paper, electronic or other media.

• Names
• Email address
• Phone number
• Mailing address
• Video and audio recordings of legal proceedings you schedule or attend
• Location or country of residence
• Professional experience
• And other PII provided by you voluntarily when you use our Services

How We Use Personal Information:

We do not sell your Personal Information. Any processing or disclosure is  done to provide, administer, maintain, improve and/or analyze the Services or Software. We may use Personal Information for the following purposes:

1. To provide, administer, maintain, improve and/or analyze the information we receive through provision of Services;
2. To provide you with support services;
3. To communicate with you including by discussing with you options to use the Parrot Platform;
4. To develop new features and services;
5. To prevent fraud, criminal activity, or misuses of our services, and to ensure the security of our IT systems, architecture, and networks; and
6. To comply with legal obligations and legal process and to protect our rights, privacy, safety, or property, and/or that of our Affiliates, you, or other third parties.
7. Provide our Services to you. This purpose includes mainly the following processing activities:
• Creating and providing your account from PII you provide upon registration;
• Informing you about updates and new features of our Service;
• Notifying you about updates of our Terms & Conditions and this Privacy Policy;
• Responding to you in relation to any queries you may have with respect to our Services;
• Resolving potential agreement-related troubleshoot problems and disputes.

Aggregated Information: We may aggregate Personal Information and use the aggregated information to analyze the effectiveness of our Services, to improve and add features to our Services. In addition, from time to time, we may analyze the general behavior and characteristics of users of our Services and share aggregated information like general user statistics with third parties, publish such aggregated information or make such aggregated information generally available.

Disclosure of Personal Information:

As part of the normal course of providing, administering, maintaining, improving and/or analyzing our Services and Software we may disclose your Personal Information to our Affiliates, third party payment processors, service providers, analytics providers, authorized employees contractors, or subcontractors, with third parties without further notice to you, unless required by the law, including without limitation in the situations below:

‍Vendors, Service Providers, and Sub-Processors: To assist us in meeting business operations needs and to perform certain services and functions, we may disclose Personal Information with vendors, service providers and subprocessors, including providers of hosting services, cloud service providers, and other information technology services providers, event management services, email communication software and email newsletter services, advertising and marketing services, and web analytics services. Pursuant to our instructions, these parties will access, process, or store Personal Information in the course of performing their duties to us.

‍Vendors and Sub-Processors: Parrot has Business Associate Agreements or agreements in place with all of its vendors that process Input or Customer Data to maintain security measures consistent with our obligations consistent with applicable laws and these policies.

‍Business Transfers: If we are involved in strategic transactions, reorganization, bankruptcy, receivership, or transition of service to another provider (collectively a “Transaction”), your Personal Information and other information may be shared in the diligence process with counterparties and others assisting with the Transaction and transferred to a successor or Affiliate as part of that Transaction along with other assets.

‍Legal Requirements: If required to do so by law or in the good faith belief that such action is necessary to (i) comply with a legal obligation, including to meet national security or law enforcement requirements, (ii) protect and defend our rights or property, (iii) prevent fraud, (iv) act in urgent circumstances to protect the personal safety of users of the Services, or the public, or (v) protect against legal liability.

‍Affiliates: We may share Personal Information with our “Affiliates,” meaning an entity that controls, is controlled by, or is under common control with Parrot. Our Affiliates may use the Personal Information we share in a manner consistent with this Privacy Policy.

‍Other Users: As a court reporting, digital or electronic reporting vendor, Parrot is often required or permitted by law to provide transcripts, audio/video recordings, exhibits, etc, to authorized entities to a legal proceeding.  Industry norms in the court reporting legal Services sector have historically included the requirement or requests for receiving, use, transmission, or disclosure of records containing PHI, including but not limited to, transcripts, exhibits, and media files, through the Covered Services, via means such as unencrypted email, hand delivery, traditional postal service, clerk of court’s portal, and other means of communication or delivery.

1.5. PHI- HIPAA Compliance with Parrot

Ensuring that Customer data is safe, secure is one of our top priorities. For customers who are subject to the requirements of the Health Insurance Portability and Accountability Act (HIPAA), Parrot can support HIPAA compliance.

Under HIPAA, certain information about a person’s health or health care services is classified as Protected Health Information (PHI). Parrot customers who are subject to HIPAA and wish to use Parrot with PHI must sign a Business Associate Agreement (BAA) with Parrot.

Parrot customers are fully responsible for determining whether they are subject to HIPAA requirements and whether they use or intend to use Parrot services in connection with PHI or any other information protected by HIPAA. Customers who have not signed a BAA with Parrot must not use Parrot services in connection with PHI or any other information protected by HIPAA.

Customer’s Administrators or other authorized personnel must review and accept a BAA before engaging Parrot to provide services or software involving PHI.

1.Cookies: A cookie is a small string of information that websites you visit transfer to your computer for identification purposes. Cookies can be used to follow your activity on the website and that information helps us to understand your preferences and improve your website experience. Cookies are also used for such activities as remembering your access credentials for our Services. In addition to the cookies used by Parrot and our service providers, some cookies are placed by third parties such as Google (for analytics, described below). These third party cookies are not under our control so you should check the website of the third party service providers for more information regarding these cookies. By using our Services you agree to the use of cookies for the following purposes:
• Essential Cookies: these are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website.
• Performance and Analytics Cookies: these include Google Analytics and they keep track of the pages that you visit and the content you access, so we can determine which content is most popular and improve the performance of our website. These cookies primarily record aggregate and anonymous statistical data, but do capture a minimal amount of identifiable information such as order IDs.
• Functional Cookies: they remember the choices you make, such as language options or the region you are in. These cookies help to make your visit more personal and are deleted automatically when you close your browser or the session expires.

2. You can turn off all cookies, in case you prefer not to receive them. You can also have your computer warn you whenever cookies are being used. For both options you have to adjust your browser settings (such as Chrome, Safari, Firefox, Edge, or other browser). There are also software products available that can manage cookies for you. Please be aware, however, that when you choose to reject cookies you may limit the features and functionality of our Services.

3. Customer support information: When you contact us for customer support, feedback, or inquiries, we may collect your name, email address, phone number, and any other information you provide us or that we request from you to assist you or resolve your issue (“Support Information”).

4. Analytics: We may use a variety of online analytics products that use cookies to help us analyze how users use our Services and enhance your experience when you use them.

5. Online Tracking and Do Not Track Signals: Our website currently does not respond to “Do Not Track” (“DNT”) signals and operates as described in this Privacy Policy whether or not a DNT signal is received.

1.6. Technical Information/Data

We and/or our authorized external service providers may automatically collect technical data when you visit or interact with our Services.

Technical data may include, in particular:

• The URL of the site visited before using our Service
• The time and date of user visits
• IP address
• The browser name and type
• The type of computer or device accessing our Service
• Time spent on the Service  and other similar technical information

In a limited number of cases it is possible to use technical data and identify you as an individual, thus making them PII, however, we never use technical data to identify you as an individual.

We use technical data to:

• Manage, administer, maintain, provide, operate, and improve our Site
• Improve, personalize, and expand our Services and Software
• Understand and analyze how you use our Site
• Develop new products, services, features, and functionality
• Communicate with you, either directly or through one of our partners, including for customer service
• To provide you with updates and other information relating to the Services, and for marketing and promotional purposes
• Send you emails
• Find and prevent fraud

Security:

We take reasonable and appropriate steps to protect your Personal Information in an effort to prevent loss, misuse, and unauthorized access, disclosure, alteration and destruction. We use appropriate technical and organizational measures to protect your personal information which may include: physical access controls, encryption, intrusion detection and network monitoring depending on the nature of the information and the scope of processing. Our staff who may have access to your information are required to keep that information confidential.

Data Retention and Deletion:

We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, unless a longer retention period is required or permitted by law. We may also retain your personal information for legitimate business interests, such as to comply with our legal obligations, resolve disputes, and maintain our records. When we no longer need your Personal Information, we will delete it or anonymize it in accordance with our data retention policies and applicable laws, or, if this is not possible (for example, because your Personal Information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing, until deletion is possible.

Job Application/Recruitment:

We will process an application as part of Parrot’s recruitment and through job applications to Parrot. During our application process we may collect and process the applicant’s name, contact details and professional background. We also may be required to carry out a background check through a third party after notifying the applicant.

Market our Services:

We may market our current or future Services if you subscribe to our newsletter on our Site and by doing so, you provide us your consent with the processing of your email address for the marketing purposes.

There are several ways you can stop direct marketing communications from us: Click the “Unsubscribe from newsletter” link in any email communication that we send you. We will then stop any further newsletter emails; or Withdraw your consent through info@parrot.us.

Improve our Services:

This purpose includes the following processing activities using technical information: To influence current and future features; To prevent and detect security flaws and user interface issues.

We do not share your PII with any recipients outside of Parrot and the entities referenced in this Privacy Policy unless one of the following circumstances applies: It is necessary for the compliance with our obligations towards you or It is necessary for legal reasons.

2. Who processes the data?

Your data are being processed by our company Parrot Tech, Inc. a Delaware corporation (“Parrot“, “we”, “us” or “our”). To learn more about data management or if you have any other questions, you're welcome to contact us (info@parrot.us).

Below is a non-exclusive list of our sub-processors:

• JN Projects, Inc. (HelloSign) (Signing service)
• Help Scout PBC (HelpScout) (Support service)
• Twilio, Inc. (Sendgrid) (Emailing service)
• Inflection Risk Solutions, LLC (Goodhire) (Recruitment screening service)
• Google LLC (Metrics service)
• Mixpanel, Inc. (Metrics service)
• Smartlook, s.r.o. (Metrics Service)

The list of external service providers we use may change from time to time as we change or remove some of the providers listed above and/or put in place other providers to assist us in providing the Services.

We may disclose your PII with recipients outside of Parrot if we have a good-faith belief that access to and use of your PII is reasonably necessary to: (i) meet any applicable law, regulation, and/or court order; (ii) detect, prevent, or otherwise address fraud, security or technical issues; and/or (iii) protect the interests, properties or safety of Parrot, our users or the public as far as in accordance with the law. When possible, we will inform you about such processing.

3. Data Location; Transfer

Our Services are governed by and operated in, and in accordance with the laws of, the United States, and are intended for the enjoyment of residents of the United States. If you use our Services, or otherwise provide us with your PII , from outside the United States, you acknowledge and agree that your PII may be transmitted outside your resident jurisdiction. In particular, please note that your PII is stored and processed in the United States.

If we are involved in a merger, acquisition or other reorganization, your information may be transferred as part of that deal. We will notify you (for example, via a message to the email address associated with your account) of any such deal and outline your choices in that event.

4. What is the storage period?

Parrot stores your data for all of the purposes outlined in this Privacy Policy. Various State and Federal laws are often explicit about how long Parrot, as a court/digital/electronic reporting vendor, must keep the data and records. Part of Parrot’s mission to further empower our users is to make records we receive from you searchable and accessible to you long past the retention period required by law. Should you request Parrot take action with your data after the period during which we are required by law to keep it, we will use all reasonable means to honor such action. In certain cases, the data cannot be completely removed or destroyed from our systems due to the processing and training necessary to provide, maintain, administer, improve or otherwise process data. In all cases, however, the data remains secure, encrypted, and protected as outlined in our security policy and any BAA you sign with Parrot.

5. Parrot as a service provider

While using our Services, our users may be providing us with their clients’ PII for us to perform Services. This data may include the following: name, surname, gender, email address and any personal information they disclose in the recording processed by our Services. Our users have the obligation to ensure that they have collected their clients’ respective consents and approval in order to process such data in accordance with CCPA and with other applicable data protection law.

Access to the Parrot Apps are protected with username and password. Users who access the Apps are responsible for maintaining the confidentiality of your credentials, and we strongly recommend that you do not disclose your username or password to anyone. We will never ask you for your password in any unsolicited communication. Please notify Parrot immediately of any unauthorized use of your account credentials or any other suspected breach of security.

6. California Consumer Privacy Act Notice

If you are a California resident, California Civil Code Section 1798.83 permits you to request information regarding the disclosure of your PII to third parties for their direct marketing purposes. Moreover, you have the right to restrict the sharing of your PII and with our affiliates (companies we own or control) and outside companies with whom we do business.

We are aware of your rights afforded to California residents under the California Consumer Privacy Act (the “CCPA”). Even though the CCPA does not apply to us now, we are ready to protect your PII and give you an option to exercise your right under CCPA once it becomes applicable.

To contact us with questions about our rights under California privacy laws email us at info@parrot.us.

7. What are your rights?

Right of access: Parrot offers you access to your PII we process. This means you can contact us and request from us a confirmation whether or not your PII are being processed and if so, you have the right to request access to your data, which we will provide to you in the form of a so-called "registry" (stating, in particular, purposes, categories of personal data, categories of recipients of personal data, storage periods or criteria for determining storage periods).

‍Right to restriction of processing: You may request us to restrict certain processing of your personal data. If you restrict certain processing of your personal data, this may lead to fewer possibilities to use our Services and Site.

‍How to use your rights: You may exercise your rights above, free of charge, in writing by sending a letter or email at info@parrot.us. We may require confirmation of your identity depending on your request.

8. Is your data secure?

We take all reasonable, appropriate and compliant security measures to protect our customers from unauthorized access to or unauthorized alteration, disclosure or destruction of data we hold. Measures include, where appropriate, encryption, firewalls, secure facilities and access rights systems. Should, despite the security measures, a security breach occur that is likely to have negative effects to your privacy, we will inform you about the breach as soon as reasonably possible. If you have any questions, feel free to contact us at info@parrot.us.

Changes to our privacy policy

We may update this Privacy Policy from time to time. When we do we will post an updated version on this page, unless another type of notice is required by applicable law or contractual agreement. By continuing to use our service or providing us with Personal Information after we have posted an updated Privacy Policy, or notified you by other means, you consent to the revised Privacy Policy.

Parrot’s Privacy Policy was last modified on June 17, 2024, and may be updated to reflect changes in legislation or development of new or existing Services or Software we provide you. You can always find the most recent version on our Site. We will provide you reasonable notice via electronic communication to you should we make material changes to this Policy. What constitutes a material change will be determined at our sole discretion. By continuing to access or use our Services after you are placed on notice and after those revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, please inform us at support@parrot.us and stop using the Services.

How to contact us

If you have any questions about our Privacy Policy or privacy practices, please contact us at support@parrot.us.