Privacy Policy

Last updated: [TODO: insert effective date]

1. Introduction

American Platform Services, LLC d/b/a TheRecordXchange^® ("TRX," "we," "our," or "us") operates the browser-based court record management platform available at therecordxchange.com and related subdomains (collectively, the "Platform"). This Privacy Policy explains how we collect, use, disclose, and safeguard information when you access or use the Platform.

This policy applies to all users of the Platform, including court customers (institutional accounts), authorized court staff, and public requesters (attorneys, journalists, litigants, and other members of the public who submit records requests through the Platform).

By accessing or using the Platform, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with its terms, do not use the Platform.

Effective date: [TODO: insert date]

2. Information We Collect

We collect information in the following categories depending on how you interact with the Platform.

Account Information

When a court customer or authorized user creates an account, we collect information necessary to provide and administer the account:

Name (first and last)
Work email address
Organization name and court jurisdiction
Role or job title
Account credentials (passwords are hashed — never stored in plain text)

Court Record Data

Court customers upload and store court records, audio and video recordings, certified transcripts, and related case materials through the Platform. This data is uploaded and controlled by the court customer. TRX processes this data as a service provider acting on the court's behalf. TRX does not claim ownership of uploaded court content and does not use it for any purpose other than providing the contracted services.

Usage Data

We automatically collect certain data when you use the Platform, including:

IP address and general geographic region
Browser type and version
Pages visited and features accessed
Session start/end times and duration
Access logs for security and audit purposes

Payment Information

Public requesters who pay fees to access court records submit payment through a third-party payment processor. TRX does not collect, store, or have access to full credit card numbers or banking information. Payment data is processed entirely by the payment processor under their own privacy and security controls. TRX may receive a transaction confirmation and amount for recordkeeping purposes.

3. How We Use Information

We use the information we collect for the following purposes:

To provide Platform services — account management, record storage, records request workflows, and transcript processing.
To communicate about your account — service updates, security alerts, billing notices, and support responses.
To maintain security and compliance — monitoring for unauthorized access, maintaining audit logs, and fulfilling our obligations under our SOC 2 Type II certification.
To improve the Platform — aggregate, anonymized usage analysis to understand how the Platform is used and where it can be improved.
To comply with legal obligations — responding to lawful requests from government authorities or courts.

4. Data Storage and Security

TheRecordXchange is SOC 2 Type II certified. This means our security controls have been audited by an independent third party across a sustained period — not just assessed at a single point in time. Our security program includes:

Data encrypted at rest using industry-standard encryption
Data encrypted in transit using TLS
Role-based access controls limiting staff access to data
Audit logging of all significant data access events
Regular security assessments and vulnerability management

No security system is impenetrable. While we take commercially reasonable measures to protect your data, we cannot guarantee absolute security. In the event of a data breach affecting your information, we will notify affected parties as required by applicable law.

5. Data Retention

How long we retain data depends on the type of data and the context in which it was created:

Data Type	Retention Period
Court record data	Retained per the court customer's applicable retention policy. Deleted upon the court's instruction or contract termination per agreed wind-down procedures.
User account data	Retained while the account is active. Following account termination, retained for a period consistent with legal obligations and legitimate business interests. [TODO: specify exact period with legal review]
Usage and audit logs	Retained for a period consistent with our SOC 2 Type II audit obligations and applicable law. [TODO: specify retention period with legal review]
Payment transaction records	Retained as required by applicable tax and financial recordkeeping laws.

6. Third-Party Services

We use the following categories of third-party services in connection with the Platform. Each third party operates under its own privacy policy.

Web Analytics — Google Tag Manager / Google Analytics
We use Google Tag Manager to manage analytics tags and Google Analytics to understand how visitors use the marketing site. This does not apply to authenticated Platform sessions. Analytics data is aggregated and not linked to individual court records.
CRM and Marketing — HubSpot
We use HubSpot for customer relationship management and marketing communications. Contact information submitted through marketing forms (e.g., "Request a Presentation") may be stored in HubSpot. HubSpot is not used to store court record data.
Payment Processing
Payment transactions for public record orders are handled by a third-party payment processor. [TODO: name payment processor and link to their privacy policy after legal review]

7. Your Rights

Depending on your location and applicable law, you may have the following rights regarding your personal information:

Access — the right to request a copy of the personal information we hold about you.
Correction — the right to request that we correct inaccurate or incomplete information.
Deletion — the right to request deletion of your personal information, subject to legal and contractual retention obligations.
Restriction — the right to request that we limit processing of your information in certain circumstances.
Portability — the right to receive your data in a structured, machine-readable format where technically feasible.

To exercise any of these rights, contact us at privacy@trxchange.com. We will respond within the timeframe required by applicable law.

Note for court record requests: If you are seeking access to your own court records, that request must be directed to the court that holds the record. TRX serves as a technology platform for courts and cannot independently grant or deny access to court records on behalf of a jurisdiction.

8. Contact Us

For questions, concerns, or requests related to this Privacy Policy or your personal information, contact us at:

American Platform Services, LLC

d/b/a TheRecordXchange

Email: privacy@trxchange.com

Address: [TODO: insert mailing address]

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