Privacy Policy

Last updated: May 23, 2026

South Florida IT Consulting (“SFLITC,” “we,” “us”) operates CaseLine, a desktop application that transcribes business phone calls and video meetings and posts the resulting notes to your customer relationship management (CRM) or case management software. This Privacy Policy explains what data CaseLine processes, where it is stored, and who else touches it.

1. Information CaseLine processes

CaseLine processes the following categories of information:

• Call and meeting audio. Recorded by your phone system (such as 3CX) or video platform (such as Zoom) and transmitted to CaseLine for transcription.
• Transcripts and AI-generated summaries. Produced by Deepgram (transcription) and Anthropic Claude (summary and action-item extraction).
• Participant metadata. Names, email addresses, and phone numbers of call participants and meeting attendees.
• Authentication credentials. OAuth tokens, API keys, and similar secrets that authorize CaseLine to act on your behalf in connected systems.
• Operator identity. The display name and email address of the CaseLine user, captured from your phone system or your connected accounts.
• Usage telemetry. Anonymized counts of calls processed, audio minutes transcribed, and tokens consumed by AI services. Used for license enforcement and operational monitoring.

2. How CaseLine uses this information

• To transcribe and summarize calls and meetings on your behalf.
• To match call and meeting participants against records in your connected CRM and post AI-generated notes to the right matter, contact, lead, or ticket.
• To authenticate your CaseLine workstation against connected services (Zoom, Filevine, Lead Docket, Centerbase, MerusCase, LeadSquared, Freshservice, and others) and your AI service providers.
• To validate your CaseLine license and meter usage.
• To diagnose and resolve operational issues you report.

3. Where data is stored

• On your computer. Authentication tokens are stored in your operating system credential manager (Windows Credential Manager, macOS Keychain) with OS-level encryption at rest. Transcripts, AI summaries, and cached identity data are stored locally in the CaseLine call log. Audio files are held in memory only during processing and are never written to disk by CaseLine.
• On SFLITC’s relay infrastructure. Hosted on Microsoft Azure. Short-lived metadata (such as pending Zoom recording events and OAuth state tokens) is briefly persisted in Azure Storage Tables — encrypted at rest via AES-256 and transmitted via TLS 1.2 or higher — and deleted within minutes once you process or dismiss the record. Audio is streamed through the relay to Deepgram without being persisted.
• In your connected systems. CaseLine posts notes, activities, and tasks to your CRM or case management software. Data written there is governed by those systems’ own privacy policies.

4. Third-party services

CaseLine relies on the following third parties. Each has its own privacy policy that governs how it handles data you direct CaseLine to send.

• Deepgram — speech-to-text transcription.
• Anthropic — AI summarization (Claude).
• Microsoft Azure — hosting for SFLITC’s relay and storage.
• Zoom — video meeting platform integration.
• 3CX — phone system integration.
• Filevine, Lead Docket, Centerbase, MerusCase, LeadSquared, Freshservice — destination CRM and case management integrations.

5. Data we do not collect

• We do not retain recorded audio on our servers.
• We do not sell, rent, or share your data with third parties for marketing.
• We do not use your transcripts or summaries to train any model.

6. Your responsibilities

You are solely responsible for ensuring your use of CaseLine complies with all applicable federal, state, and local laws governing call and meeting recording, including one-party and two-party consent requirements. CaseLine processes recordings captured by your phone system and video platform; it does not initiate recording, monitor consent, or notify participants. Obtaining and documenting consent is your responsibility.

7. Your data subject rights

Depending on where you live, you have rights regarding personal information SFLITC may process on your behalf. These rights apply to data SFLITC holds — primarily license information, account identifiers, and the brief metadata cache used for the Zoom recording queue. Note that the vast majority of CaseLine data (transcripts, summaries, audio, call logs) is stored locally on your own computer and is under your direct control; you can delete it at any time by uninstalling CaseLine or clearing the application’s data directory.

Rights available to all users

• Right of access. Request a copy of the personal information SFLITC holds about you.
• Right to rectification. Request that we correct inaccurate or incomplete personal information.
• Right to erasure (“right to be forgotten”). Request that we delete personal information we hold about you. Note that some data (e.g., billing records) we may be legally required to retain.
• Right to restrict processing. Request that we limit how we use your personal information.
• Right to data portability. Request a machine-readable copy of personal information you provided to us.
• Right to object. Object to specific uses of your personal information.
• Right to withdraw consent. Where processing is based on consent, withdraw it at any time. Withdrawal does not affect the lawfulness of processing before withdrawal.

Additional rights for California residents (CCPA / CPRA)

• Right to know what categories of personal information we collect, the sources, the purposes, and the third parties with whom we share it.
• Right to delete personal information we have collected, subject to legal-retention exceptions.
• Right to correct inaccurate personal information.
• Right to opt out of sale or sharing. SFLITC does not sell personal information and does not share it for cross-context behavioral advertising.
• Right to limit use of sensitive personal information. SFLITC does not use sensitive personal information beyond the purposes for which it was collected.
• Right to non-discrimination. We will not discriminate against you for exercising any of these rights.

Additional rights for EU / EEA / UK residents (GDPR / UK GDPR)

• Right to lodge a complaint with your local data protection supervisory authority if you believe our processing of your personal information violates applicable law.

How to exercise your rights

To exercise any of the rights above, email info@sflitconsulting.com with the subject line “Data Subject Request.” Please include:

• The specific right you are exercising (e.g., “Right to erasure”).
• Your full name and the email address associated with your CaseLine license or account.
• Enough detail for us to identify the data you are asking about (e.g., date range, license key, the integration involved).

We will acknowledge your request within five (5) business days and respond substantively within thirty (30) calendar days for GDPR-eligible requests, or within forty-five (45) calendar days for CCPA-eligible requests (extendable once by an additional forty-five days with written notice if reasonably necessary).

Verification. To protect your data, we will verify your identity before fulfilling certain requests. We may ask you to confirm details from your CaseLine account or authenticate via the email address on file.

Authorized agents. You may designate an authorized agent (including under California law) to make a request on your behalf. The agent must provide written authorization signed by you, and we may still verify your identity directly.

No cost. Exercising your rights is free of charge. We may charge a reasonable fee or refuse to act on manifestly unfounded or excessive requests, as permitted by law.

Local deletion. The fastest way to delete CaseLine data on your own computer is to uninstall the application and clear its data directory (%APPDATA%\caseline on Windows). Connected integrations (Zoom, your CRM, etc.) can be disconnected via CaseLine’s Settings → the affected integration → Disconnect, or via each service’s own settings.

8. Children’s privacy

CaseLine is a business tool and is not directed to children under 13. We do not knowingly collect personal information from children.

9. Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date at the top reflects the most recent revision. Material changes will be communicated to active customers via email.

10. Contact

South Florida IT Consulting
Email: info@sflitconsulting.com
Phone: 561-515-3360

See also: Terms of Use