Terms of Service

1. Acceptance of Terms

By accessing or using TranscribeLegal.ai (the "Service"), operated by G.T. Laitano, LLC d/b/a TranscribeLegal ("Company," "we," "us," or "our"), you ("User," "you," or "your") agree to be bound by these Terms of Service ("Terms"). If you do not agree to all provisions of these Terms, do not access or use the Service.

If you are using the Service on behalf of a law firm, corporation, or other legal entity, you represent and warrant that you have the authority to bind that entity to these Terms. In such cases, "you" and "your" refer to both you individually and the entity you represent.

These Terms constitute a legally binding agreement between you and G.T. Laitano, LLC. By creating an account, uploading content, or otherwise using any feature of the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms, together with our Privacy Policy and, where applicable, our Business Associate Agreement, all of which are incorporated herein by reference.

2. Description of Service

TranscribeLegal.ai provides AI-powered transcription services designed specifically for legal professionals, including attorneys, paralegals, legal assistants, and medical-legal reviewers. The Service includes, but is not limited to:

• Audio and video file upload and AI-powered transcription
• Speaker identification and diarization
• Transcript editing, annotation, export, and management
• Secure storage of uploaded media files and generated transcripts
• Integration with the ProvaLens document intelligence platform
• API access for enterprise and programmatic use (where available under your plan)

The Service is designed to assist legal professionals with transcription workflows. Transcripts generated by the Service are produced by artificial intelligence and are intended as drafts for professional review. The Service does not constitute legal advice, certified court reporting, or a substitute for qualified human transcription where required by law or court order.

3. Account Registration

To use the Service, you must create an account by providing accurate, current, and complete information. You agree to update your account information promptly if any details change. You are solely responsible for:

• Maintaining the confidentiality of your account credentials, including your password and any API keys
• All activity that occurs under your account, whether or not authorized by you
• Notifying us immediately at security@transcribelegal.ai of any unauthorized access or suspected security breach
• Ensuring that all users within your organization who access the Service comply with these Terms

We reserve the right to suspend or terminate accounts that contain false or misleading registration information, or that we reasonably believe have been compromised. You may not create multiple accounts to circumvent plan limits, and each account must correspond to a real individual or authorized organizational user.

4. Subscription Plans and Billing

The Service is offered under subscription plans as described on our Pricing page. By selecting a plan and providing payment information, you authorize us to charge the applicable fees.

• Free Trial: New accounts receive a 30-day free trial with full access and no usage limits. No credit card is required to begin the trial. At the end of the trial period, you must select a paid plan to continue using the Service.
• Billing Cycle: Subscriptions are billed monthly or annually, depending on the plan selected. Annual plans are billed as a single upfront payment and include a discount equivalent to two free months.
• Payment Processing: All payments are processed securely via Stripe. We do not store your full credit card details on our servers. Payment processing is subject to Stripe's terms of service and privacy policy.
• Overage Charges: If your usage exceeds the transcription minutes included in your plan, overage charges will apply at the per-minute rate specified for your plan tier. Overage charges are billed at the end of each billing cycle.
• Plan Changes: You may upgrade or downgrade your subscription at any time. Upgrades take effect immediately with prorated billing. Downgrades take effect at the start of the next billing cycle.
• Cancellation: You may cancel your subscription at any time through your account settings or by contacting support. Access to the Service continues through the end of the current paid billing period. No partial refunds are issued for unused time within a billing period.
• Refunds: Refund requests are evaluated on a case-by-case basis and must be submitted within 30 days of the charge in question. To request a refund, contact billing@transcribelegal.ai.
• Failed Payments: If a payment fails, we will attempt to process the charge up to three additional times over a 10-day period. If payment cannot be collected, your account may be downgraded or suspended until the balance is resolved.

5. Acceptable Use Policy

You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:

• Use the Service for any purpose that violates applicable local, state, national, or international law or regulation
• Upload, transmit, or process content that you do not have the legal right to transcribe, including recordings made without proper consent where required by applicable wiretapping or eavesdropping laws
• Upload content that contains child exploitation material, threats of violence, or material that promotes illegal activity
• Attempt to reverse engineer, decompile, disassemble, or otherwise derive the source code of the Service or its underlying AI models
• Interfere with, disrupt, or place an unreasonable burden on the Service or its infrastructure, including servers, networks, or connected systems
• Share your account credentials with unauthorized third parties or allow others to access your account without proper authorization
• Use automated scripts, bots, scrapers, or other automated tools to access the Service without our prior written consent
• Resell, sublicense, or redistribute the Service or any transcripts generated by the Service to third parties as a competing transcription service
• Attempt to probe, scan, or test the vulnerability of the Service or any associated system or network, or breach any security or authentication measures
• Use the Service to generate transcripts for the purpose of training competing AI models or transcription services

We reserve the right to investigate and take appropriate action against anyone who, in our sole discretion, violates this Acceptable Use Policy, including removing content, suspending or terminating accounts, and reporting violations to law enforcement authorities.

6. Intellectual Property Rights

Your Content

You retain all ownership rights to your audio files, video files, and the generated transcripts ("Your Content"). We do not claim any ownership interest in Your Content. By uploading content to the Service, you grant us a limited, non-exclusive license to process, store, and transmit Your Content solely for the purpose of providing the Service to you. This license terminates when Your Content is deleted from our systems.

Our Service

The Service, including its software, algorithms, AI models, user interface design, documentation, branding, logos, trademarks, and all related intellectual property, is owned exclusively by G.T. Laitano, LLC and is protected by United States and international intellectual property laws, including copyright, trademark, patent, and trade secret laws. You may not copy, modify, distribute, sell, lease, or create derivative works based on any part of the Service without our prior written permission.

Feedback

If you provide us with feedback, suggestions, or ideas regarding the Service ("Feedback"), you grant us a perpetual, irrevocable, worldwide, royalty-free license to use, modify, and incorporate such Feedback into the Service without any obligation of compensation or attribution to you. You acknowledge that Feedback is provided voluntarily and does not create any confidentiality obligation on our part.

Trademarks

"TranscribeLegal," "TranscribeLegal.ai," "ProvaLens," and the associated logos are trademarks or registered trademarks of G.T. Laitano, LLC. You may not use these marks without our prior written consent, except as reasonably necessary to refer to our Service in a factual and non-misleading manner.

7. AI Transcription Accuracy and Disclaimer

TranscribeLegal.ai uses artificial intelligence and machine learning models for transcription. While we continuously work to improve accuracy and quality:

• Transcripts are generated by AI and may contain errors, omissions, or inaccuracies, particularly with specialized legal or medical terminology, heavy accents, poor audio quality, or overlapping speakers
• You are solely responsible for reviewing, editing, and verifying all transcripts before relying on them for any legal, medical, business, or evidentiary purpose
• Transcripts generated by the Service should not be submitted as certified court transcripts, official legal records, or sworn testimony unless independently reviewed and certified by a qualified court reporter or other authorized professional
• We do not guarantee any specific level of accuracy for any transcription, and accuracy may vary based on audio quality, speaker clarity, background noise, recording equipment, and other factors beyond our control
• The Service does not provide legal advice, medical opinions, or professional recommendations of any kind. Any decisions made based on transcripts generated by the Service are made at your own risk

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." WE MAKE NO WARRANTIES, EXPRESS OR IMPLIED, REGARDING THE ACCURACY, COMPLETENESS, RELIABILITY, OR SUITABILITY OF ANY TRANSCRIPTION OUTPUT FOR ANY PARTICULAR PURPOSE.

8. Data Privacy, Security, and HIPAA Compliance

Your use of the Service is governed by our Privacy Policy, which describes how we collect, use, store, and protect your personal information and content. We implement comprehensive security measures designed to protect your data, including:

• AES-256 encryption for data at rest and TLS 1.2+ encryption for data in transit
• Role-based access controls and multi-factor authentication options
• Comprehensive audit logging of all system access and data operations
• Regular security assessments, vulnerability scanning, and penetration testing
• Infrastructure hosted on Microsoft Azure with SOC 2 Type II and HIPAA-compliant data centers
• Firm-level data isolation ensuring that no organization can access another organization's data

HIPAA Compliance

TranscribeLegal.ai is designed to support HIPAA-compliant workflows for firms that handle Protected Health Information (PHI). If your use of the Service involves PHI, you must execute a Business Associate Agreement (BAA) with us before uploading any PHI to the Service. Our BAA is available at our BAA page. Without an executed BAA, you agree not to upload, transmit, or process any PHI through the Service.

Subprocessors

We use third-party subprocessors (including cloud infrastructure providers and AI model providers) to deliver the Service. All subprocessors are contractually bound to maintain security and confidentiality standards consistent with these Terms and applicable law. A current list of subprocessors is available upon request.

9. Data Retention and Deletion

We retain your uploaded media files and generated transcripts for as long as your account is active and in good standing. Our data retention practices are as follows:

• Active Accounts: Your Content is stored securely and remains accessible for the duration of your subscription
• Cancelled Accounts: Upon cancellation, Your Content remains accessible through the end of your paid billing period. After the billing period ends, your data is retained for 30 days to allow for data export or account reactivation
• Terminated Accounts: If your account is terminated for a violation of these Terms, you will be given 30 days to export your data unless the termination is due to illegal activity or a court order
• Permanent Deletion: After the applicable retention period expires, all of Your Content, including uploaded media files, transcripts, and associated metadata, will be permanently and irreversibly deleted from our systems, including backups, within 90 days
• On-Demand Deletion: You may delete individual files, transcripts, or your entire account at any time through the Service. Deletion requests are processed within 30 days, and data is purged from backups within 90 days
• Legal Holds: We may be required to retain certain data beyond the standard retention period in response to a valid legal hold, subpoena, court order, or regulatory requirement. We will notify you of such holds to the extent permitted by law

10. User Rights

As a user of the Service, you have the following rights with respect to your data and account:

• Right to Access: You may access and download all of Your Content at any time through the Service, including transcripts in multiple export formats (DOCX, PDF, TXT, SRT)
• Right to Data Portability: You may export all of your data, including transcripts, account information, and usage history, in standard machine-readable formats
• Right to Correction: You may edit and correct your transcripts and account information at any time through the Service
• Right to Deletion: You may request deletion of your account and all associated data as described in Section 9 above
• Right to Object: You may object to certain processing activities by contacting us at privacy@transcribelegal.ai
• Right to Restrict Processing: In certain circumstances, you may request that we restrict processing of your data while a dispute or inquiry is being resolved

To exercise any of these rights, contact us at privacy@transcribelegal.ai. We will respond to all requests within 30 days.

11. Service Availability

We strive for 99.9% uptime but do not guarantee uninterrupted or error-free access to the Service. The Service may be temporarily unavailable due to:

• Scheduled maintenance (we will provide at least 24 hours advance notice via email or in-app notification for planned downtime)
• Emergency maintenance, critical security patches, or urgent updates required to protect the integrity of the Service or your data
• Factors beyond our reasonable control, including internet outages, cloud provider disruptions, denial-of-service attacks, natural disasters, or force majeure events

We will make commercially reasonable efforts to minimize downtime and to restore the Service as quickly as possible. Service status and incident updates are available at our status page. For enterprise customers with custom Service Level Agreements (SLAs), the terms of the SLA shall govern in the event of a conflict with this section.

12. Incident Response and Security Notifications

We maintain a formal incident response program to address security events that may affect the Service or your data. Our incident response procedures include:

• Detection and Containment: We employ continuous monitoring, intrusion detection systems, and automated alerting to identify and contain potential security incidents promptly
• Investigation: Upon detection of a suspected incident, our security team conducts a thorough investigation to determine the scope, cause, and impact of the event
• Notification: In the event of a confirmed data breach that affects your personal information or content, we will notify you without unreasonable delay, and in no event later than 60 days after discovery of the breach, or sooner if required by applicable law. For incidents involving PHI covered by a BAA, we will notify you within the timeframes specified in the BAA and as required by HIPAA
• Remediation: We will take all reasonable steps to remediate the incident, mitigate potential harm, and implement measures to prevent recurrence
• Documentation: All security incidents are documented, reviewed, and used to improve our security posture and incident response procedures

If you discover or suspect a security vulnerability in the Service, please report it immediately to security@transcribelegal.ai. We appreciate responsible disclosure and will work with you to address any confirmed vulnerabilities.

13. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, G.T. LAITANO, LLC AND ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, AFFILIATES, AND LICENSORS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO DAMAGES FOR LOSS OF PROFITS, REVENUE, DATA, GOODWILL, BUSINESS OPPORTUNITIES, OR OTHER INTANGIBLE LOSSES, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF OR INABILITY TO USE THE SERVICE, REGARDLESS OF THE THEORY OF LIABILITY (CONTRACT, TORT, STRICT LIABILITY, OR OTHERWISE) AND EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL CUMULATIVE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL AMOUNT YOU PAID TO US IN THE TWELVE (12) MONTHS IMMEDIATELY PRECEDING THE EVENT GIVING RISE TO THE CLAIM, OR (B) ONE HUNDRED DOLLARS ($100).

THE LIMITATIONS IN THIS SECTION APPLY TO THE FULLEST EXTENT PERMITTED BY LAW AND SHALL SURVIVE TERMINATION OF THESE TERMS. SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES, SO SOME OF THE ABOVE LIMITATIONS MAY NOT APPLY TO YOU.

14. Indemnification

You agree to indemnify, defend, and hold harmless G.T. Laitano, LLC and its officers, directors, employees, agents, affiliates, successors, and assigns from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to:

• Your use of the Service or any activity conducted through your account
• Your violation of these Terms or any applicable law or regulation
• Your violation of any third-party rights, including intellectual property rights, privacy rights, or contractual obligations
• Content that you upload, transmit, or otherwise make available through the Service, including recordings made in violation of applicable consent or wiretapping laws
• Any claim that your use of the Service caused damage to a third party

We reserve the right, at your expense, to assume the exclusive defense and control of any matter subject to indemnification by you. You agree to cooperate with our defense of such claims. You shall not settle any claim without our prior written consent.

15. Termination

Termination by You

You may terminate your account at any time by cancelling your subscription through your account settings or by contacting us at support@transcribelegal.ai. Upon cancellation, your access continues through the end of the current billing period, after which the data retention provisions in Section 9 apply.

Termination by Us

We may suspend or terminate your access to the Service, with or without notice, if:

• You materially breach these Terms and fail to cure such breach within 15 days of receiving written notice
• You engage in activity that poses a security risk to the Service, other users, or our infrastructure
• You violate the Acceptable Use Policy set forth in Section 5
• Your account has been inactive for more than 12 consecutive months on a free or expired trial plan
• We are required to do so by law, regulation, or court order
• We cease to offer the Service (in which case, we will provide at least 90 days notice)

Effect of Termination

Upon termination of your account for any reason:

• Your right to access and use the Service ceases immediately (or at the end of your billing period, if you initiated the cancellation)
• You may request an export of your data within 30 days of termination by contacting support
• After the 30-day export window, your data will be permanently deleted in accordance with Section 9
• Any outstanding fees owed to us become immediately due and payable
• Sections 6 (Intellectual Property), 7 (Disclaimers), 13 (Limitation of Liability), 14 (Indemnification), 16 (Dispute Resolution), and 17 (Governing Law) shall survive termination

16. Dispute Resolution

Informal Resolution

Before initiating any formal dispute proceeding, you agree to first contact us at legal@transcribelegal.ai and attempt to resolve the dispute informally. We will make good-faith efforts to resolve any dispute within 30 days of receiving your written notice. Most concerns can be resolved quickly through direct communication.

Binding Arbitration

If informal resolution is unsuccessful, any dispute, claim, or controversy arising out of or relating to these Terms or the Service shall be resolved by binding arbitration administered by the American Arbitration Association (AAA) in accordance with its Commercial Arbitration Rules. The arbitration shall be conducted by a single arbitrator in Pinellas County, Florida. The arbitrator's decision shall be final and binding, and judgment upon the award may be entered in any court of competent jurisdiction.

Class Action Waiver

YOU AGREE THAT ANY DISPUTE RESOLUTION PROCEEDINGS WILL BE CONDUCTED ONLY ON AN INDIVIDUAL BASIS AND NOT IN A CLASS, CONSOLIDATED, OR REPRESENTATIVE ACTION. You waive any right to participate in a class action lawsuit or class-wide arbitration against G.T. Laitano, LLC.

Exceptions

Notwithstanding the above, either party may seek injunctive or other equitable relief in any court of competent jurisdiction to prevent the actual or threatened infringement, misappropriation, or violation of intellectual property rights or confidential information.

17. Governing Law

These Terms are governed by and construed in accordance with the laws of the State of Florida, United States, without regard to its conflict of law provisions. To the extent that any lawsuit or court proceeding is permitted under these Terms, you and G.T. Laitano, LLC agree to submit to the exclusive personal jurisdiction of the state and federal courts located in Pinellas County, Florida, for the purpose of litigating any such dispute.

18. Modifications to the Service

We reserve the right to modify, update, or discontinue any feature or functionality of the Service at any time, with or without notice. We will make commercially reasonable efforts to provide advance notice of material changes that may negatively affect your use of the Service. If we discontinue the Service entirely, we will provide at least 90 days notice and a reasonable opportunity to export your data.

19. Changes to Terms

We may revise these Terms from time to time to reflect changes in the Service, our business practices, or applicable law. When we make material changes, we will notify you by email to the address associated with your account and by posting a prominent notice on our website at least 30 days before the changes take effect. Non-material changes, such as corrections of typographical errors or clarifications, may be made without advance notice.

Your continued use of the Service after the effective date of revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Service and cancel your account before the changes take effect.

20. General Provisions

• Entire Agreement: These Terms, together with the Privacy Policy and any applicable BAA, constitute the entire agreement between you and G.T. Laitano, LLC regarding the Service, and supersede all prior agreements, understandings, and communications, whether written or oral.
• Severability: If any provision of these Terms is held to be invalid, illegal, or unenforceable by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it valid and enforceable, and the remaining provisions shall continue in full force and effect.
• Waiver: Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. A waiver of any term shall only be effective if in writing and signed by an authorized representative of G.T. Laitano, LLC.
• Assignment: You may not assign or transfer these Terms or any rights or obligations hereunder without our prior written consent. We may assign these Terms in connection with a merger, acquisition, reorganization, or sale of all or substantially all of our assets, upon written notice to you.
• Force Majeure: We shall not be liable for any delay or failure to perform our obligations under these Terms if such delay or failure is caused by events beyond our reasonable control, including natural disasters, pandemics, government actions, cyberattacks, or disruptions to internet infrastructure or third-party cloud services.
• Notices: All notices required or permitted under these Terms shall be in writing and shall be deemed delivered when sent by email to the address associated with your account (for notices to you) or to legal@transcribelegal.ai (for notices to us).
• Third-Party Beneficiaries: These Terms do not create any third-party beneficiary rights in any individual or entity that is not a party to these Terms.

21. Contact

Questions about these Terms? Contact us: