Privacy Policy — ASAP Trial Technologies LLC

This Privacy Policy explains how ASAP Trial Technologies LLC (“ASAP,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you access our websites, accounts, and the ASAP Trial Ready software suite, including PDF Sorter Pro, Deposum Pro, MedicalChron, JuryPanel Pro, and ScribeClips (collectively, the “Services”).

1. Who We Are

ASAP Trial Technologies LLC is a Florida limited liability company providing software tools to law firms and litigation professionals. You can contact us at legal@asaptrialready.com.

2. Information We Collect

Account information: name, business email, firm, billing contact, and authentication credentials.
Payment information: processed by our PCI-compliant payment processor; we do not store full card numbers on our servers.
Customer content: documents, transcripts, medical records, video, deposition files, juror notes, and other case materials you or your firm upload (“Customer Content”).
Usage data: log files, device and browser metadata, IP address, feature usage, and diagnostic information.

3. Protected Health Information (PHI) and HIPAA

We treat any medical record, billing record, clinical note, imaging file, or other patient-identifying information you upload as Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (“HIPAA”). When a law firm uses the Services in connection with PHI it holds on behalf of a client or covered entity, ASAP acts as a Business Associate as defined in 45 C.F.R. § 160.103.

Business Associate Agreement (BAA): Customers who handle PHI must execute a BAA with us prior to uploading PHI. Request one at legal@asaptrialready.com.
Minimum necessary: We only use or disclose PHI to the minimum extent necessary to provide the Services and as permitted by the BAA.
Safeguards: We maintain administrative, physical, and technical safeguards consistent with the HIPAA Security Rule (45 C.F.R. Part 164, Subpart C), including encryption in transit (TLS 1.2+), encryption at rest, access controls, unique user identification, audit logging, automatic logoff, and workforce training.
Sub-processors: Any sub-processor with access to PHI is bound by contractual obligations no less protective than those in our BAA.
Breach notification: In the event of a Breach of Unsecured PHI (as defined in 45 C.F.R. § 164.402), we will notify the affected Customer without unreasonable delay and in any event within the timeframes required by HIPAA.
No secondary use: We do not sell PHI, use PHI to train third-party AI models, or use PHI for advertising. PHI is not used for any purpose other than delivering the Services and as expressly permitted by the BAA or law.

If you are an individual whose PHI may be processed through the Services, please direct access, amendment, or accounting-of-disclosures requests to the law firm or covered entity that uploaded your information; we act only on instructions from our Customer.

4. How We Use Information

To provide, maintain, secure, and improve the Services.
To process payments and manage subscriptions.
To authenticate users and prevent fraud or abuse.
To respond to support requests and communicate with you about your account.
To comply with legal obligations and enforce our Terms of Service.

5. Sharing of Information

We share information only with: (a) sub-processors and infrastructure providers acting on our behalf under written confidentiality and (where applicable) BAA obligations; (b) your firm's authorized administrators; (c) parties you direct us to share with; and (d) authorities when compelled by valid legal process. We do not sell personal information or PHI.

6. Data Retention and Deletion

Customer Content is retained for the duration of your subscription and for a limited period thereafter as described in your order or BAA. You may request export or deletion of Customer Content (including PHI) by emailing legal@asaptrialready.com. We will return or destroy PHI at termination of the BAA where feasible.

7. Security

We implement industry-standard safeguards, including encryption, role-based access, least-privilege provisioning, audit logging, and regular security reviews. No method of transmission or storage is 100% secure; you are responsible for maintaining the confidentiality of your account credentials.

8. Your Privacy Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or port your personal information, or to object to certain processing. To exercise these rights, contact legal@asaptrialready.com. For PHI, contact the law firm that uploaded the information.

9. Children

The Services are intended for legal professionals and are not directed to children under 13. We do not knowingly collect personal information from children.

10. International Users

The Services are operated from the United States. By using the Services you consent to the transfer and processing of your information in the United States.

11. Changes to This Policy

We may update this Policy from time to time. Material changes will be communicated by posting the revised Policy with a new effective date or by other reasonable means.

12. Contact

ASAP Trial Technologies LLC
Email: legal@asaptrialready.com