Effective as of September 9, 2024

This Privacy Policy, together with our Terms and Conditions, and any other agreements you may execute with Parrot, explains how Parrot Tech, Inc.’s, and our subsidiaries, subcontractors, and affiliates ("Parrot," "we", “us” or "our") collect, store, use, disclose and otherwise process information, including non public personal information, we receive or collect in the course of our business,  through our websites, services, our software-as-a-service offering, our other digital or online properties or services that link to this Privacy Policy, including, as applicable, our website and social media pages, as well as our marketing and sales activities, live events and other activities described in this Privacy Policy, collectively referred to in this Privacy Policy as the “Parrot Platform”, the “Service(s)” or “Software”). It also sets out important information about your privacy rights.

Reference in this Privacy Policy to the capitalized Parrot Platform, Service(s) or Software shall incorporate, without limitation, any and all Parrot provided transcription, court reporting or digital or electronic reporting or recording, computer aided transcription or computer aided stenographic transcription and all related services, including, without limitation, court reporting videography, chatbot, AI Assistant, summaries of any kind of event, meetings, or legal proceeding, syntactic or semantic search functionality, notes, clip cutting, medical records summaries, chronologies, demand packages/letters, and other tools, all communications to or from Parrot, support services, features, or products through Parrot’s website and associated websites located at http://www.www.parrot.us/, https://www.medicalsummaries.ai/ or https://www.depositionsummaries.ai/, including any current or future services or software that Parrot develops or will develop.

We may process personal information on behalf of our business customers in connection with providing the Parrot Platform to them. This Privacy Policy may not apply to information that we process on behalf of our business customers, as it may be separately governed by agreements with those customers. If you have concerns regarding your personal information that we process on behalf of a business customer, please direct your concerns to that business customer.

Parrot may provide additional or supplemental privacy policies to individuals for specific products or services that we offer at the time we collect personal information.

Index

Personal information we collect

Cookies & other technologies

How we use your personal information

How we share your personal information‍

‍Your choices‍

‍Other sites and services ‍

‍Security‍

‍International data transfers‍

‍Children‍

‍Changes to this Privacy Policy

‍How to contact us

Personal information we collect

Information you provide to us. Personal information you may provide to us through the Service or otherwise includes:

• Contact & profile data, such as your first and last name, salutation, email address, billing and mailing addresses, professional title and company name, phone number, the email/username and password that you may set to establish an online account on the Service, biographical or professional details, and any other information that you add to your account profile.
• Demographic data, such as your city, state, country of residence, postal code, and age.
• Communications data based on our exchanges with you, including when you contact us through the Service, chat features, social media, or otherwise.
• Transactional data, such as information relating to or needed to complete your orders on or through the Service, including order numbers and transaction history.
• Marketing data, such as your preferences for receiving our marketing communications and details about your engagement with them.
• Parrot Platform data such as the following:
  
  - Video/audio data, such as photos, images, and video and audio recordings (and transcripts derived therefrom) made available or generated through the Parrot Platform, including in connection with depositions or any other legal event, or event Parrot services.
  
  - Court exhibits and other legal documents that contain personal information.
  
  - Chats and other user-generated content, such as comments, questions, messages, works of authorship, and other content or information that you generate, transmit, or otherwise make available through the Parrot Platform (including as prompts or other inputs or outputs to our AI Assistant or other generative artificial intelligence (AI) features of the Service), as well as associated metadata. Metadata includes information on how, when, where and by whom a piece of content was collected and how that content has been formatted or edited. Metadata also includes information that users can add or can have added to their content, such as keywords, geographical or location information, and other similar data.
  
  - Health data, which may be contained in any of the aforementioned data categories and which may include, in some situations, Protected Health Information (PHI) subject to HIPAA. Ensuring that our customers' data is safe, secure and always available to them is one of our top priorities. For Customers who are subject to the requirements of the Health Insurance Portability and Accountability Act 1996, as amended, and its implementing regulations (“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”). Customers who are subject to HIPAA and wish to use the Parrot Platform with PHI must inform Parrot in writing and sign a Business Associate Addendum (“BAA”) with Parrot. Parrot Customers are solely responsible for determining whether they are subject to HIPAA requirements and whether they use or intend to use Parrot Services in connection with PHI. Customers who have not signed a BAA with Parrot must not use Parrot Services in connection with PHI.
• Payment data needed to complete transactions, including payment card information or bank account number.
• Other data not specifically listed here, which may  be collected for the purposes described within this policy.

Third-party sources. We may combine personal information we receive from you with personal information falling within one of the categories identified above that we obtain from other sources, such as:

• Public sources, such as government agencies, public records, social media platforms, and other publicly available sources.
• Data providers, such as information services and data licensors.
• Partners, such as marketing partners and event co-sponsors.
• Customers.
• Service providers that provide services on our behalf or help us operate the Service or our business.
• Business transaction partners. We may receive personal information in connection with an actual or prospective business transaction. For example, we may receive your personal information from an entity we acquire or are acquired by, a successor, or assignee or any party involved in a business transaction such as a merger, acquisition, sale of assets, or similar transaction, and/or in the context of an insolvency, bankruptcy, or receivership.
• Third-party services, such as Google and Microsoft, that you use to log into, or otherwise link to, your Service account. This data may include your username, profile picture and other information associated with your account on that third-party service that is made available to us based on your account settings on that service.

Automatic data collection. We, our service providers, and our business partners may automatically log information about you, your computer or mobile device, and your interaction over time with the Service, our communications and other online services, such as:

• Device data, such as your computer or mobile device’s operating system type and version, manufacturer and model, browser type, screen resolution, RAM and disk size, CPU usage, device type (e.g., phone, tablet), IP address, unique identifiers (including identifiers used for advertising purposes), language settings, mobile device carrier, radio/network information (e.g., Wi-Fi, LTE, 3G), and general location information such as city, state or geographic area.
• Online activity data, such as pages or screens you viewed, how long you spent on a page or screen, the website you visited before browsing to the Service, navigation paths between pages or screens, information about your activity on a page or screen, access times and duration of access, and whether you have opened our emails or clicked links within them.
• Communication interaction data such as your interactions with our email or other communications (e.g., whether you open and/or forward emails) – we may do this through use of pixel tags (which are also known as clear GIFs), which may be embedded invisibly in our emails.

For more information concerning our automatic collection of data, please see the Cookies & other technologies section below.

Cookies & other technologies

Cookies and other technologies. Some of the automatic collection described above is facilitated by the following technologies:

• Cookies, which are small text files that websites store on user devices and that allow web servers to record users’ web browsing activities and remember their submissions, preferences, and login status as they navigate a site. Cookies used on our sites include both “session cookies” that are deleted when a session ends, “persistent cookies” that remain longer, “first party” cookies that we place and “third party” cookies that our third-party business partners and service providers place.
• Local storage technologies, like HTML5, that provide cookie-equivalent functionality but can store larger amounts of data on your device outside of your browser in connection with specific applications.
• Web beacons, also known as pixel tags or clear GIFs, which are used to demonstrate that a webpage or email was accessed or opened, or that certain content was viewed or clicked.
• Session-replay technologies, such as those provided by HotJar or Sentry, that employ software code to record users’ interactions with the Services in a manner that allows us to watch video replays of those user sessions. The replays include users’ clicks, mouse movements, scrolls and keystrokes/key touches during those sessions. These replays help us diagnose usability problems and identify areas for improvement. You can learn more about HotJar or Sentry at https://www.hotjar.com/legal/policies/privacy/; https://sentry.io/privacy/
• Generative AI and technology vendors, Parrot utilizes some third party vendors, like Anthropic and OpenAI along side our technology that employ software code and Generative AI to allow users to input data and to produce outputs through the Services. Our agreements with such vendors are subject to a zero data retention policy and not training on the data. OpenAI and other third parties may access and use [information about webpages visited on our website, your IP address, your general geographic information (e.g., city, state), and other personal information you share within prompts and other inputs] for the purposes described in this Privacy Policy.
• Chatbot/AI Assistant- Parrot’s AI Assistant or Chatbot uses Generative AI software and is designed to be an innovative tool for your case work. It can make mistakes and you should review the accuracy of the work. Users consent to the recording and reviewing of input and output to evaluate and improve results. Users are fully responsible for ensuring any use complies with their organization’s internal policies and any other applicable laws or rules.

For information concerning your choices with respect to the use of cookies and other technologies, see the Your choices section below.

How we use your personal information

We may use your personal information for the following purposes or as otherwise described at the time of collection:

Service delivery and operations. We may use your personal information to:

• provide, administer, maintain the Services;
• enable security features of the Service;
• establish and maintain your user profile on the Service;
• communicate with you about the Service, including by sending Service-related announcements, updates, security alerts, and support and administrative messages; and
• provide support for the Service, and respond to your requests, questions and feedback.

Service personalization, which may include using your personal information to:

• understand your needs and interests;
• personalize your experience with the Service and our Service-related communications; and
• remember your selections and preferences as you navigate webpages.

Service improvement and analytics. We may use the data and records you disclose through your use of the Services to analyze your usage of the Service and to help us understand user activity on the Service, including which pages are most and least visited and how visitors interact with the Services, as well as user interactions with our emails. For example, we use Google Analytics for this purpose. You can learn more about Google Analytics and how to prevent the use of Google Analytics relating to your use of our sites here: https://tools.google.com/dlpage/gaoptout?hl=en. We may also use all data and records you disclose to us or that are disclosed by others in connection with your use of the Services, or that Parrot discloses to you, to improve or analyze the Services, improve or analyze the rest of our business, and to develop new products and services, including by training our AI models and algorithms and for other machine learning purposes.

Marketing and advertising. We, our service providers and our third-party advertising partners may collect and use your personal information for marketing and advertising purposes:

• Direct marketing. We may send you direct marketing communications and may personalize these messages based on your needs and interests. You may opt-out of our marketing communications as described in the Opt-out of marketing section below.
• Interest-based advertising. We, our service providers, and third-party advertising partners may use cookies and other technologies to collect information about your interaction (including the data described in the automatic data collection section above) with the Service, our communications and other online services over time, and use that information to serve online ads that we or they think will interest you. This is called interest-based advertising. We may also share information about our users with these companies to facilitate interest-based advertising to those or similar users on other online platforms. You can learn more about your choices for limiting interest-based advertising in the Your choices section below.

Compliance and protection. We may use your personal information to:

• comply with applicable laws, lawful requests, and legal process, such as to respond to subpoenas, investigations or requests from government authorities;
• protect our, your or others’ rights, privacy, safety or property (including by making and defending legal claims);
• audit our internal processes for compliance with legal and contractual requirements or our internal policies;
• enforce the terms and conditions that govern the Service; and
• prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft.

Data sharing in the context of corporate events, we may share certain personal information in the context of actual or prospective corporate events – for more information, see How we share your personal information, below.

To create aggregated, de-identified and/or anonymized data. We may aggregate, de-identify and/or anonymize data or information you disclose through Parrot or receive from Parrot, including, without limitation, your non public personal information. We may use this aggregated, de-identified and/or anonymized data and share it with third parties for our lawful business purposes, including to analyze and improve the Service and promote our business.

Further uses. In some cases, we may use your personal information for further uses, in which case we will ask for your consent to use your personal information for those further purposes if they are not compatible with the purposes for which information was collected.

How we share your personal information

We may share your personal information with the following parties (or as otherwise described in this Privacy Policy, in other applicable notices, or at the time of collection).

Affiliates. Our corporate parent, subsidiaries, and affiliates.

Service providers. Third parties that provide services on our behalf or help us operate the Service or our business, such as hosting, information technology, customer support, AI providers (e.g., providers of generative AI technologies such as OpenAI), email delivery, marketing, consumer research and analytics.

Payment processors. Any payment card information you use to make a purchase on the Service is collected and processed directly by our payment processors, such as Stripe. Stripe may use your payment data in accordance with its privacy policy, https://stripe.com/privacy/.

Advertising partners. Third-party advertising companies for the interest-based advertising purposes described above.

Third parties designated by you or by our customers. We may share your personal information with third parties where you or our customer has instructed us or provided consent to do so. For example, as a court reporting vendor, Parrot is often required to provide transcripts, audio/video recordings, exhibits, and other information and documents to certain entities involved in legal proceedings.

Partners. Third parties with whom we partner, including parties with whom we co-sponsor events or promotions, with whom we jointly offer products or services, or whose products or services may be of interest to you.

Linked third-party services. If you log into the Service with, or otherwise link your Service account to, a social media or other third-party service, we may share your personal information with that third-party service. The third party’s use of the shared information will be governed by its privacy policy and the settings associated with your account with the third-party service.

Professional advisors. Professional advisors, such as lawyers, auditors, bankers and insurers, where necessary in the course of the professional services that they render to us.

Authorities and others. Law enforcement, government authorities, and private parties, as we believe in good faith to be necessary or appropriate for the Compliance and protection purposes described above.

Business transferees. We may disclose personal information in the context of actual or prospective business transactions (e.g., investments in Parrot, financing of Parrot, public stock offerings, or the sale, transfer or merger of all or part of our business, assets or shares). For example, we may need to share certain personal information with prospective counterparties and their advisers. We may also disclose your personal information to an acquirer, successor, or assignee of Parrot as part of any merger, acquisition, sale of assets, or similar transaction, and/or in the event of an insolvency, bankruptcy, or receivership in which personal information is transferred to one or more third parties as one of our business assets.

Your choices

Access or update your information. If you have registered for an account with us through the Service, you may review and update certain account information (e.g. password, payment info) by logging into the account.

Opt-out of communications. You may opt-out of marketing-related emails by following the opt-out or unsubscribe instructions at the bottom of the email, or by contacting us. Please note that if you choose to opt-out of marketing-related emails, you may continue to receive service-related and other non-marketing emails.

Cookies and other technologies. Most browsers let you remove or reject cookies. To do this, follow the instructions in your browser settings. Many browsers accept cookies by default until you change your settings. Please note that if you set your browser to disable cookies, the Service may not work properly. For more information about cookies, including how to see what cookies have been set on your browser and how to manage and delete them, visit https://allaboutcookies.org/. You can also configure your device to prevent images from loading to prevent web beacons from functioning.

Blocking images/clear gifs: Most browsers and devices allow you to configure your device to prevent images from loading. To do this, follow the instructions in your particular browser or device settings.

Advertising choices. You may be able to limit use of your information for interest-based advertising through the following settings/options/tools:

• Browser settings. Changing your internet web browser settings to block third-party cookies.
• Privacy browsers/plug-ins. Using privacy browsers and/or ad-blocking browser plug-ins that let you block tracking technologies.
• Platform settings. Certain platforms offer opt-out features that let you opt-out of use of your information for interest-based advertising. For example, you may be able to exercise that option for Google and Facebook, respectively, at the following websites:
  
  - Google: https://adssettings.google.com/
  ‍
  - Facebook: https://www.facebook.com/about/ads
• Ad industry tools. Opting out of interest-based ads from companies that participate in the following industry opt-out programs:
  
  - Network Advertising Initiative: http://www.networkadvertising.org/managing/opt_out.asp
  
  - Digital Advertising Alliance: optout.aboutads.info.  

You will need to apply these opt-out settings on each device and browser from which you wish to limit the use of your information for interest-based advertising purposes.

We cannot offer any assurances as to whether the companies we work with participate in the opt-out programs described above.

Do Not Track. Some Internet browsers may be configured to send “Do Not Track” signals to the online services that you visit. We currently do not respond to “Do Not Track” signals. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com/.

Declining to provide information. We need to collect personal information to provide certain services. If you do not provide the information we identify as required or mandatory, we may not be able to provide those services.

Linked third-party platforms. If you choose to connect to the Service through a third-party platform account, you may be able to use your settings in your account with that platform to limit the information we receive from it. If you revoke our ability to access information from a third-party platform, that choice will not apply to information that we have already received from that third party.

Return/Destruction of Data. Following the termination of any retention and disclosure period prescribed by law, and either termination of any Services Agreements between Parrot and Customer, or explicit request by Customer to do so, Parrot will return or destroy the data and records received from Customer, or created or received by Parrot on behalf of Customer in accordance with Parrot’s data deletion policies and records retention procedure. However, if return or destruction is not commercially reasonable or feasible, Parrot will extend the protections of this Privacy Policy to any data or records not returned or destroyed and limit further uses and disclosures to the purposes described in this Privacy Policy or that make the return or destruction commercially infeasible or unreasonable.

Notwithstanding the foregoing, Parrot may retain a copy of all data and records received and stored through Customer’s use of the Services for Parrot to continue its proper management and administration, and for any purposes described in this Privacy Policy, including, without limitation,  to carry out our legal responsibilities, provided that Parrot extends the protections of the Privacy Policy to such data and records.

Other sites and services

The Service may contain links to websites, mobile applications, and other online services operated by third parties. In addition, our content may be integrated into web pages or other online services that are not associated with us. These links and integrations are not an endorsement of, or representation that we are affiliated with, any third party. We do not control websites, mobile applications or online services operated by third parties, and we are not responsible for their actions. We encourage you to read the privacy policies of the other websites, mobile applications and online services you use.

Security

We employ technical, organizational and physical safeguards designed to protect the personal information we collect. However, security risk is inherent in all internet and information technologies and we cannot guarantee the security of your personal information.

International data transfer

We are headquartered, and our Service is intended for users, in the United States. We may use service providers that operate in other countries. Your personal information may be transferred to the United States or other locations where privacy laws may not be as protective as those in your state, province, or country.

Children

The Service is not intended for use by anyone under 18 years of age. If you are a parent or guardian of a child from whom you believe we have collected personal information in a manner prohibited by law, please contact us. If we learn that we have collected personal information through the Service from a child without the consent of the child’s parent or guardian as required by law, we will comply with applicable legal requirements to delete the information.

Changes to our privacy policy

We reserve the right to modify this Privacy Policy at any time. If we make material changes to this Privacy Policy, we will notify you by updating the date of this Privacy Policy and posting it on the Service or other appropriate means. Any modifications to this Privacy Policy will be effective upon our posting the modified version (or as otherwise indicated at the time of posting). In all cases, your use of the Service after the effective date of any modified Privacy Policy indicates your acknowledging that the modified Privacy Policy applies to your interactions with the Service and our business.

How to contact us

You can contact us via our contact form or the methods listed below:

Email:
info@parrothq.com

Mail:
Parrot Tech, Inc.
169 Madison Ave #2380
New York, NY 10016

Phone:
(213) 632-5374