Copperplate privacy policy

1. Who we are

Copperplate is made by Ergonomc LLC, a Wyoming limited liability company. Our address and phone number are in section 16. This policy is written for users in the United States.

2. Words we use

• Vocabulary: names and terms you or your firm add for the app to spell correctly
• History: finished text the app keeps on your phone, if history is on
• Sealed server: a server that keeps its memory encrypted while it works and proves to your phone what software it runs

3. On-Device edition

Everything in this table stays on your phone:

Uninstalling the app deletes all of it.

The On-Device edition doesn't request Android's internet permission. Without it, Android blocks the app from opening any network connection. The app also excludes its history, vocabulary and settings from Android backup and device-to-device transfer. None of this information leaves your phone through the app or its backups, and we receive none of it.

Google Play, not the app, delivers the speech models to your phone, under Google's own terms.

4. Private Cloud edition

On your phone, the Private Cloud edition stores information as section 3's table describes and keeps it out of backups the same way. Unlike the On-Device edition, it has the internet permission and sends your audio off the phone to be turned into text.

What is sent. When you dictate, the app sends your audio to a sealed server run by our cloud provider. Any vocabulary names it needs to spell the dictation go with it. First, your phone checks the server's hardware-signed report of the software it runs. If the check fails, nothing is sent. Your phone encrypts the audio and those names so that only the verified server can decrypt them.

What happens there. The server turns the audio into text in encrypted memory and sends the text back to your phone.

What the provider keeps. For each request, the provider keeps this metadata for up to 90 days:

• the IP address the request came from
• the time of the request
• an account key
• how much was processed
• the request path, method, status code and response time

The provider's authorized staff can access it. The provider also keeps usage totals per account key indefinitely, for billing. The account key identifies our account, not you or your firm. The provider sees the IP address your phone connects from.

Who the provider is. Ask us at support@ergonomc.com and we'll tell you which provider we use and where it processes requests. Before we change provider, we update this policy (section 15).

When you're offline. With no connection, the Private Cloud edition processes your dictation on your phone and shows that it's doing so. It never moves your dictation to the cloud without showing you. If your firm has locked processing to the cloud, the app says dictation is unavailable until you're back online.

Crash reports. The Private Cloud edition sends crash reports only if you allow them, and your firm can keep them off. A report holds technical details, such as the app version, phone model, Android version and the error, never your audio, text or vocabulary. The service that collects reports for us also receives your phone's IP address. We use reports only to fix faults, and they're kept only as long as that takes. The On-Device edition can't send them.

5. Permissions the app uses

Other permissions in the app's manifest support functions this policy describes, such as Google Play's download of the speech models. None of them lets the app open a network connection. On Android, only the internet permission does that. Your IT team can read the installed app's permission list, and the security page explains how.

Android runs the app as a keyboard service, which other apps can't connect to. As it does for any keyboard you add, Android warns that the keyboard may be able to collect what you type. Copperplate processes only what you dictate, as this policy describes. It also reads each text field's type, for example to turn the mic off in password fields.

Text you put into another app is handled by that app. Dictating into Gmail sends that text to Google, as an email would.

6. What we don't collect or create

• No analytics or tracking. The app contains no analytics, advertising, attribution or tracking libraries, and doesn't use an advertising ID.
• No voiceprints. We don't create voiceprints, speaker profiles or any other biometric identifier, on your phone or anywhere else.
• No contacts, location or photos. The app doesn't read them. It opens a file only when you pick one to import as vocabulary, through Android's file picker, and needs no storage permission for that.
• No training on your dictation. We don't use your audio, text or vocabulary to train any model.

7. Licensing and support information

When you ask for access through ergonomc.com, our website privacy policy covers what you send. Once we set up licenses for you or your firm, we keep:

• the name and work email of the person who manages the account
• the firm's name
• the edition and number of licenses
• the license keys we issue
• billing contact details and records of payment

We get it from you or your firm, and from our payment processor when you pay. We use it to issue, renew and manage licenses, to contact the account holder about the account, and to keep business and tax records.

Payment. If you pay by card, our payment processor handles the card details, and we never receive the full card number. The processor also uses payment data under its own privacy policy, for example to prevent fraud.

Emails you send us. If you write to support@ergonomc.com, we keep your message and our reply as our website privacy policy describes. Please don't include client names or case details.

Who else handles it. Our payment processor, and the email and accounting services we use to run the business. Each gets only what its service needs, and we'll name them if you ask.

How long we keep it. While the account is active, then for as long as tax and accounting law requires. Then we delete it.

8. If your firm manages the app

If your firm installs Copperplate through device management, its administrators can set:

• which edition you use
• where processing happens, in the Private Cloud edition
• which modes are available
• how long history stays on your phone
• which vocabulary is pushed to it
• whether you can turn on crash reports
• the license key, which their console pushes to the app

Administrators may also be able to see, remove or wipe data on a firm-managed phone, under the firm's own policies. None of that reaches us. Questions about your firm's settings go to your firm.

9. Health and other sensitive information

People dictate sensitive things: medical details, injuries, finances and facts about other people. Sections 3 and 4 say what each edition sends off the phone and what the provider keeps. We never receive any of it in readable form from the app, and we never sell it.

What we don't claim. We don't describe Copperplate as HIPAA compliant and don't offer a business associate agreement. Whether a particular use meets your duties is your counsel's call. This policy gives them the facts.

10. How we share information

We don't sell the personal information this policy covers. We don't share it for cross-context behavioral advertising, and we don't use it for targeted advertising or profiling.

We disclose it only:

• to our cloud provider, for the Private Cloud edition (section 4)
• to the service that collects crash reports, for the reports you allow
• to the service providers in section 7, for licensing, billing and email
• to our professional advisers, such as accountants and lawyers, who must keep it confidential
• when the law requires it, for example in response to a valid subpoena or court order
• to a buyer or successor if our business is sold or merged, under the same commitments as this policy

We hold no audio, dictated text, vocabulary or history from the app, and have none to hand over.

Where it's processed. Our providers may process and store information outside the United States, and the people who answer your email may work outside it too.

11. Security

• What you dictate. Sections 3 and 4 set out how each edition handles it. On the phone, history and vocabulary are protected by your phone's lock and encryption.
• Licensing and support information. It's kept in business accounts with multi-factor sign-in, open only to the people who need it.

The security page explains these protections in detail, including their limits.

12. Your rights

Depending on where you live, US state privacy laws, such as California's, may give you the right to:

• know what personal information we hold about you, and get a copy
• correct it
• delete it
• opt out of its sale, its sharing for targeted advertising and certain profiling (we do none of these, but you can still ask)
• appeal if we decline your request

We honor these requests from any user, whether or not a law requires it. We hold your licensing information, any emails you sent us and any crash reports you allowed. We hold no dictation content from the app. Everything else is on your phone (section 13).

How to make a request. Email support@ergonomc.com. We confirm your identity using information we already hold, usually your account email. We respond within 45 days, or tell you why we need longer, up to the extension the law allows. You can use an authorized agent, and we may ask for proof of the agent's authority. We won't treat you differently for using any of these rights.

Appeals. If we decline your request, you can appeal by replying to our decision, and we'll answer within 45 days. If we decline the appeal, you can contact your state attorney general.

If your firm manages your license, we may refer requests about the firm's account to the firm, which controls it.

California notice at collection. We collect these categories of personal information:

• identifiers: name, work email and license keys, and the IP address your phone connects from, which our cloud provider sees (section 4)
• professional information: your firm's name
• commercial information: the licenses bought, and records of payment
• internet or other electronic network activity information: crash reports, only if you turn them on

We collect them from you or your firm, from our payment processor and, for crash reports and IP addresses, from the app. Sections 4 and 7 give the purposes and how long we keep each one. We don't sell or share this information, as California law defines those terms. We don't collect sensitive personal information to infer characteristics about you.

13. Delete your account

To delete your Copperplate account and the licensing information we hold:

1. Email support@ergonomc.com from the address on the account.
2. Put "Delete my account" in the subject line.
3. If the account is your firm's, the administrator who manages it sends the request.

We delete the account's contact details, license keys and support emails, and reply to confirm when it's done. We keep payment records only while tax law requires them, and our reply says what we kept.

Your history, vocabulary and settings are on your phone, not with us. To delete them, uninstall the app or clear its storage in Android's settings.

14. Children

Copperplate is a professional tool and isn't directed to children. We don't knowingly collect personal information from anyone under 16. If you believe a child has given us personal information, email support@ergonomc.com and we'll delete it.

15. Changes to this policy

If we change how the app handles information, we'll update this page and its effective date before the change takes effect. A material change includes a different cloud provider or collecting information not listed here. For those, we'll also email account holders and show a notice in the next app update.

16. Contact