Privacy Policy

Legacy Studio (“we,” “us,” “our”) is a platform that helps end-of-life doulas and legacy facilitators turn recorded interviews into written and video keepsakes for families. We understand that the information shared through our platform is deeply personal. This policy explains what we collect, how we use it, and how we protect it.

We operate the platform at doulalegacy.com and any related services, including family portals accessible via unique private links.

Legacy Studio processes audio recordings, transcripts, and written content created during end-of-life interviews. This material is intimate and irreplaceable. We treat every piece of data on our platform as if it were our own family's story. That principle shapes every decision described below.

When you create an account, we collect your name, email address, and an optional phone number. If you set up your practitioner profile, we also store your display name, bio, profile photo, and branding preferences (colors and logo). We collect payment information through our payment processor, but we do not store credit card numbers on our servers.

We store the client's name and optional contact information, as entered by their practitioner. We also store audio and video recordings uploaded by the practitioner, transcripts generated from those recordings, voice profiles created by our AI to match the client's speech patterns, and all written deliverables (letters, memoir chapters, milestone letters) generated from their interviews.

We do not collect information directly from clients. All client data enters the platform through their practitioner.

Family members access deliverables through a private portal link. If the portal allows contributions, we collect the contributor's name, relationship to the client, and whatever text, photo, or voice memo they choose to share. We do not require family members to create an account. We collect standard web analytics (page views, browser type) but do not use cookies for advertising or tracking across other websites.

We collect standard server logs (IP address, browser type, pages visited, timestamps) for security and performance monitoring. We may use privacy-respecting analytics to understand how the platform is used. We do not sell or share this data with advertisers.

We use practitioner information to operate accounts, process payments, and send service-related emails (password resets, billing receipts, milestone delivery confirmations).

We use client recordings and transcripts to generate transcripts via our transcription service, create voice profiles that help our AI match the client's natural speech patterns, draft letters, memoir chapters, and milestone letters using our Legacy AI, render PDF documents and memorial videos, and deliver milestone letters on scheduled dates.

We use family portal data to display deliverables to authorized family members, allow family members to contribute memories (when enabled by the practitioner), and moderate contributions before they appear publicly on the portal.

We do not use any client recordings, transcripts, or deliverables for marketing, advertising, or promotional purposes. We do not use this content to train AI models.

Legacy Studio uses AI to transcribe recordings, analyze speech patterns, and draft written deliverables. Here is exactly what happens with your data during AI processing.

Transcription. Audio recordings are sent to our transcription provider (currently AssemblyAI) for conversion to text. The audio is processed and then deleted from their servers. We have confirmed that our transcription provider does not use your audio to train their models.

Voice analysis and writing. Transcripts are sent to our AI writing provider (currently Anthropic's Claude) to create voice profiles and draft deliverables. We have confirmed that our AI provider does not use your data to train their models. Text is processed in real time and is not stored on their servers after processing is complete.

Video rendering. Photos and audio clips are sent to our video rendering provider (currently Shotstack) to create memorial videos. Media is processed and then deleted from their servers.

All AI-generated content is reviewed and edited by the practitioner before it reaches the family. The AI drafts. The human decides.

All data is stored on secured, encrypted servers provided by our infrastructure partners (currently Supabase for database and file storage, Vercel for application hosting). Audio recordings, PDFs, and video files are stored in encrypted cloud storage. All data is transmitted over HTTPS.

Access to client data is restricted at the database level. Each practitioner can only see their own clients and projects. This is enforced by row-level security policies in the database, not just application logic.

Family portals are accessible via unique private links that include a random identifier, making them effectively impossible to guess. Practitioners can also add password protection to portals for an additional layer of security.

Practitioners see all data for their own clients and projects. They cannot see other practitioners' data.

Organization administrators (for institutional customers such as hospice programs) can see data for all practitioners within their organization.

Family members see only the deliverables and portal content that the practitioner has chosen to publish. They cannot see raw transcripts, voice profiles, or practitioner notes.

Legacy Studio staff may access data for technical support, troubleshooting, or legal compliance, but only when necessary and under strict internal controls.

No one else. We do not sell, rent, or share personal information with third parties for their own purposes.

Before any recording is uploaded to Legacy Studio, the practitioner is responsible for obtaining informed consent from their client. Our platform provides a consent tracking system that records when consent was given, what it covers (recording, AI processing, sharing, posthumous access), and any changes over time.

Consent can be revoked at any time. If a client or their legal representative revokes consent for AI processing, we will stop all AI processing of their data. If consent for storage is revoked, we will delete the client's recordings, transcripts, and AI-generated content within 30 days, subject to any legal retention requirements.

Practitioners can delete a client's data at any time through the platform. Deletion removes recordings, transcripts, voice profiles, deliverables, and portal content. Some data may persist in encrypted backups for up to 90 days before being permanently removed.

Legacy Studio can schedule letters for delivery on specific future dates (birthdays, weddings, graduations). These letters may be delivered after the client has passed away. We store the recipient's email address and the scheduled delivery date for this purpose.

If a practitioner closes their account, any scheduled milestone deliveries will be completed as planned. We will not delete milestone letters that have been approved for delivery unless explicitly requested by the practitioner or the client's legal representative.

We retain practitioner account data for as long as the account is active, and for 30 days after account closure.

We retain client data (recordings, transcripts, deliverables, voice profiles) for as long as the practitioner's account is active and the client record has not been deleted.

We retain family portal data for as long as the portal is published. When a practitioner unpublishes or deletes a portal, the associated content is removed within 30 days.

We retain consent records and audit logs for 7 years after creation, as required for legal compliance in healthcare-adjacent services.

Legacy Studio is designed for use by adult practitioners. We do not knowingly collect information from anyone under the age of 13. Family portals may be viewed by people of any age, but contributions require the contributor to provide their name, and we expect contributions to come from adults.

Depending on where you live, you may have the right to access the personal information we hold about you, correct inaccurate information, request deletion of your data, object to certain types of processing, and receive a copy of your data in a portable format.

If you are a practitioner, you can exercise most of these rights directly through the platform. If you are a client or family member, contact your practitioner or reach out to us at privacy@doulalegacy.com.

We will respond to all requests within 30 days.

We may update this policy from time to time. If we make significant changes to how we handle personal information, we will notify practitioners by email and update the effective date at the top of this page.

If you have questions about this policy or how we handle your data, contact us at privacy@doulalegacy.com.

Legacy Studio is operated by Lineage Finance, Inc.