Privacy Policy

• Account information — name, email, role, and the firm you belong to, provided when an account is created for you.
• Audio recordings — dictation audio you record or upload. Recording uses your device microphone only while you are actively recording.
• Dictation content — transcripts and the documents generated from your dictations, including any text you type, paste, or edit.
• Usage information — basic logs needed to operate the service securely (e.g., sign-in events, document/delivery activity, error diagnostics).
• Billing information — firm-level subscription details. Card data is handled by our payment processor; we do not store full card numbers.

• To transcribe your audio and generate the exact and polished documents.
• To apply your firm’s letterhead and deliver documents to the assigned recipient.
• To provide, secure, maintain, and improve the service.
• To manage your firm’s subscription and send service-related notifications.

We do not sell your personal information, and we do not use your dictation content to train third-party advertising or for unrelated marketing.

Verbatim relies on third-party artificial-intelligence services to turn your dictation into documents. Before your first dictation is processed, we ask for your permission in the app and tell you exactly what is sent and to whom. You can decline; if you do, transcription and document drafting are unavailable until you accept. The two AI services are:

• Deepgram — receives your audio recording and converts it to text (speech-to-text transcription).
• Anthropic (Claude) — receives the transcript text (which may include client and matter names you dictate) and cleans up, formats, and drafts your letters and documents from it.

These providers are bound by data-processing agreements that require them to protect your data to a standard equal to ours, to use it solely to perform the service above, and not to use your dictation audio or text to train their models. We do not send your dictation data to any other AI service.

We also share data only with vendors that help us run the service, under contracts that limit their use of it:

• SendGrid (Twilio) — sending the finished documents and notifications by email.
• Stripe — processing firm subscription payments.
• Cloud hosting & storage — running the service and storing audio and generated files securely.

We retain audio, transcripts, and documents for as long as your firm’s account is active or as needed to provide the service, and then delete or de-identify them within a reasonable period, unless a longer period is required by law. Your firm administrator can request deletion of firm data.

We use industry-standard safeguards — encrypted transport, access controls, and scoped permissions — to protect your information. Dictations may contain confidential or privileged material; access is limited to your firm’s authorized users. No method of transmission or storage is perfectly secure, but we work to protect your data.

• You can decline microphone access; you can still type or paste dictations.
• You may request access to, correction of, or deletion of your personal information by contacting us or your firm administrator, subject to applicable law.

Verbatim is a workplace tool and is not directed to children under 13.

We may update this policy from time to time. Material changes will be reflected by the “Last updated” date above.

Questions about this policy or your data: verbatim@newreign.ai, New Reign Labs.