Privacy Policy

This Privacy Policy explains how personal information is handled in ReporterHQ, a web application for court reporting organizations, provided by Queltech, LLC, a New York limited liability company ("Queltech," "we," "us"). It covers the application at app.reporterhq.com and the public website at reporterhq.com.

1. Who is responsible for your information

ReporterHQ is used by organizations such as court reporters' offices. In this policy, "your organization" is the organization using ReporterHQ that invited you or whose records include you.

• Your organization is the data controller. It decides what information is entered, who in its office may use the application, what each person may see, and how long its records are kept.
• Queltech is the data processor. Queltech provides, hosts and maintains the software and processes personal information only on your organization's instructions, to run the service for it. Queltech does not sell personal information and does not use your organization's data for its own marketing, advertising, or to build profiles.

If you have a question about your information (for example, to see or correct it), contact your organization first. You may also contact Queltech at support@reporterhq.com; we will pass requests to your organization and help it respond.

2. Who can use ReporterHQ

ReporterHQ is not open to the public. Every login is created by your organization's administrator by invitation; there is no public sign-up. Users are the office's administrators and staff, its court reporters (including reporters who also schedule assignments), and, in future, court and chambers staff your organization invites.

3. Information we process

Scheduling data (proceedings, dockets, judges and courtrooms) comes from public court records. The private information ReporterHQ holds is reporter and staff information: contact details, time-off records and attachments, and sign-in and activity data. It also holds non-public flags, such as whether a proceeding is sealed or restricted.

3.1 Users who sign in

• Name, email address, the office they belong to, and their role.
• Sign-in records kept by our authentication provider: email address, sign-in method, and time of last sign-in.
• Records of invitations sent again and of changes to a sign-in email address.
• Screen preferences (for example, a saved filter or a collapsed sidebar).

You sign in with a one-time link sent to your email address, or with Google. If you choose Google, Google confirms your email address and basic profile (name and picture) to us; we request no other Google access (no mail, calendar or files).

3.2 Court reporters employed by your organization

• Work record (visible to members of the reporter's office): name, office email, office and mobile phone, employee type and status, employment start date (used to compute seniority and leave allotments), job-share arrangements, rotation-list positions, certifications, and a yes/no flag showing whether the reporter holds a security clearance.
• Private details (visible only to the reporter, the office's administrator and its office staff): home address, home phone, personal email addresses, up to four emergency contacts, retirement or resignation date, and notes.
• Time off: leave requests (type, dates, hours, status, decisions and reasons), leave balances and adjustments, annual vacation choices, waitlists, decision notices, private notes on a request, and attachments to a request (for example, a doctor's note when the office's policy requires one). Leave types and notes may reveal health information; the application has no field that asks for a diagnosis.

3.3 Court and case information

To schedule reporters, your organization records court proceedings and related case reference material: dates and times, courtrooms, judges, proceeding types, docket numbers and case captions (which can name parties, including criminal defendants). This scheduling data comes from public court records.

Your organization also keeps its own working records with it: the reporter assigned, delivery requirements, conference dial-in details, notes, the ordering party, case glossaries (spellings of names and terms), reference documents attached to a docket, and contact details for judges, chambers and court staff, attorneys and law firms.

Sealed and classified proceedings. The application records whether a proceeding is sealed or requires a security-cleared reporter ("classified"), and limits who may see it (section 5). ReporterHQ holds no classified material: for a classified proceeding it holds only scheduling information (date, time, courtroom, judge, proceeding type, docket number, reporter assignment and billing-related fields), never classified documents, transcripts or content.

Transcripts. ReporterHQ does not store transcript text or audio.

3.4 The audit log

To protect the integrity of court-related records, the application keeps an audit log of every addition, change and deletion to its records: who made the change, when, which record, and a copy of the record as changed. The audit log therefore contains personal information. Only your organization's administrator can read it, and no user can change or delete entries.

3.5 Website visitors

The public website at reporterhq.com sets no cookies of its own and uses no analytics. Our hosting provider receives your IP address and browser information when you visit (section 6). The help page at /help is open to anyone and keeps nothing about you.

3.6 Information we do not collect

No Social Security numbers or other government identifiers; no dates of birth; no payment or bank details; no location data; no advertising, analytics or tracking data; no information about children. The application itself does not record IP addresses or browser details (our hosting providers keep server logs; section 6).

4. How information is used

Only to provide the service to your organization: signing users in; scheduling reporters to proceedings; managing leave, balances and the annual vacation review; keeping case reference material; sending the emails described in section 6 (sign-in links, invitations, notices to the office's schedulers when a proceeding is sealed, and, if your organization turns them on, time-off decision emails); keeping the audit log; securing, supporting and maintaining the service; and as required by law.

5. Who can see what

Access is decided by each user's role in your organization's office and is enforced by the database itself, not only by the screens. A user of one organization can never see another organization's data.

• Proceedings, dockets, judges and glossaries: the office's administrator, staff and reporters.
• Sealed proceedings: their details are visible to the administrator, the office's staff and its reporters; reference files on a docket with a sealed proceeding are visible to the same people.
• Classified proceedings: visible in full only to the administrator, the reporters who schedule assignments, and reporters who hold a security clearance. The office's staff, who bill for the work, see only the scheduling and billing fields listed in section 3.3, read-only; notes, dial-in details and files are withheld, and each such view is logged. Other users do not see classified proceedings at all.
• Reporters' private details: only the reporter, the administrator and the office's staff.
• Time off: a reporter sees their own requests and balances; colleagues see only a reporter's short name, leave type and whether it is approved or pending on the office calendar; the administrator, the schedulers and the office's staff see full detail. Private notes on a request are seen only by the reporter, the administrator and the schedulers.
• Courthouse display screen: a public display shows that day's proceedings for the office (judge, proceeding type, docket number and case caption, courtroom, status and reporter names). Sealed, classified and canceled proceedings never appear on it.

6. Service providers (subprocessors)

We use these providers to run ReporterHQ. Each receives only what it needs. All are located in, and store data in, the United States.

We will update this list before adding a provider that receives personal information, and tell your organization.

7. Cookies and browser storage

We use only cookies needed for the service and to remember display choices:

• Sign-in session (sb-…-auth-token, on app.reporterhq.com): keeps you signed in; strictly necessary; removed when you sign out.
• Display choices (rhq_location_display, rhq_day_view, rhq_rail; one year) and the calendar sidebar's state (sidebar_state; seven days). These contain no personal information.

The application also keeps a few display choices in your browser's local storage, which never leaves your device. We use no advertising, analytics or tracking cookies, and cookies are never shared across *.reporterhq.com.

8. Retention

Your organization, as controller, decides how long its records are kept. The standard retention policy is:

• Audit log: kept searchable for 13 months from each event; then moved to an encrypted archive until 7 years from the event; then deleted. The job that moves entries to the archive and deletes them afterwards is scheduled to be built; until it runs, entries stay in the searchable log.
• When a reporter leaves the office: their records stay with your organization (the controller) as part of its employment and court records; leaving is recorded as a change of status, not a deletion.
• Operational records (proceedings, case reference material and files, leave requests and balances, and the like) are not deleted automatically; proceedings and leave are canceled by status rather than deleted.

When your organization stops using ReporterHQ, we will return or delete its data as any agreement between it and Queltech provides.

9. Security

Data is encrypted in transit (HTTPS) and stored with providers that encrypt data at rest. Access is limited by role in the database itself; files are kept in private storage; there is no public sign-up; sign-in uses one-time links or Google; secret keys stay on the server; and every change is recorded in the audit log. No system is perfectly secure; if we become aware of a security incident affecting personal information we will notify your organization as any agreement with it and applicable law require, including New York's breach-notification law.

10. Your choices and rights

Because your organization controls the information, requests to access, correct or delete your information should go to it; we will help it respond. You can ask your organization to correct your work record or private details. Some records (for example, proceedings you covered and your leave history) are kept as part of the office's employment and court records and the audit log, as your organization's retention policy provides.

11. Children

ReporterHQ is for court and office staff and is not directed to children. We do not knowingly collect information about children as users.

12. Changes

We will post any change to this policy at reporterhq.com/privacy-policy with a new "Last updated" date and, for material changes, notify your organization in advance.

13. Contact

Queltech, LLC · New York · support@reporterhq.com