Privacy Policy

1. Who we are

Shadow Counsel is a product of LYA Leadership Consulting. For privacy questions, access requests, or deletion requests, contact hello@shdwcounsel.com.

2. What we collect

We collect only the information needed to operate the product.

• Account data: your email address, verification timestamps, and last login information.
• Workspace data: organization details, team details, meeting metadata, analyses, participant notes, and transcript text you choose to submit.
• Profile data: participant names, role descriptions, positions, locations, joined company dates, and derived communication profiles that you or your workspace create.
• Technical data: essential authentication cookie data and standard server-side logs needed for security and reliability.

3. How transcript files are handled

Transcript files uploaded in the browser are read client-side and converted to text before submission, including supported `.docx` and `.pdf` files that are parsed in the browser into transcript text. Small audio uploads may pass through our server directly for transcription. Larger audio uploads may be written to a temporary private Supabase Storage location only so the transcription request can complete; those raw audio objects are deleted after transcription succeeds or fails. We do not keep uploaded source audio as a durable media library in the product. If you submit the analysis flow, the transcript text and related analysis results are stored in our Supabase-backed workspace so they can appear in your library and participant views.

4. Why we use your information

• To send one-time sign-in or verification codes.
• To authenticate users and keep them signed in securely.
• To generate meeting analyses and related participant insights.
• To maintain saved workspaces, meeting history, and people profiles.
• To respond to support requests and protect the service against abuse.

5. Legal basis

Where privacy laws require a legal basis, we generally process account and workspace data to provide the service you request, maintain account security, and pursue our legitimate interests in operating and protecting the product. If you provide third-party personal data in transcripts or participant records, you are responsible for having the authority and legal basis to share that data with us.

6. Cookies

Shadow Counsel currently uses an essential authentication cookie named sc_verified. It is HTTP-only, used to keep signed-in users authenticated, and is not used for advertising. If we add non-essential analytics or marketing cookies later, this policy should be updated before they go live.

7. Third parties and processors

We currently rely on service providers to operate core parts of the product.

• Supabase for database and application data storage.
• MailerSend or another transactional email provider for verification emails.
• Our hosting and infrastructure providers for application delivery and security.

We do not sell personal data or contact lists. We share data with processors only as needed to provide the service.

8. Retention

Account, transcript, workspace, and participant data are currently retained until you delete them, ask us to delete them, or we decide they are no longer needed to operate the service. Because the product includes saved workspaces and historical comparisons, submitted transcript text is not treated as ephemeral once an analysis is saved.

Saved meeting records can now be deleted directly from the workspace interface. When you remove a saved meeting record, the associated stored analysis and transcript artifacts for that record are deleted from the product database, subject to limited audit and recordkeeping needs.

If you close your account and want associated saved workspace data deleted, you may request deletion by contacting hello@shdwcounsel.com. We may retain limited information where needed for legal, security, fraud-prevention, billing, or recordkeeping obligations.

9. Security

We use reasonable administrative, technical, and organizational measures to protect the service, including signed authentication cookies and managed infrastructure. However, no system is completely secure, and you should avoid submitting information that you are not authorized to share.

10. Your choices

• You can stop using the product at any time.
• You can request access, correction, or deletion by contacting hello@shdwcounsel.com.
• You can ask us to delete saved account or workspace data if you no longer want it retained.
• On account closure, you can request deletion of the account and associated saved workspace data through hello@shdwcounsel.com.

11. Changes

We may update this Privacy Policy as the product evolves. If we make a material change, we will update the effective date on this page and, where appropriate, provide additional notice.