Privacy Policy

Last updated October 19, 2026

This Privacy Policy explains what Be Levelheaded Inc. ("we," "us," or "our") collects through our website and the Levelheaded platform, including the Keel resolution engine and MediatorCentral (together, the "Service"), how we use it, and the choices you have.

Transcription, recording & 72-hour retention

MediatorCentral provides live transcription of mediation sessions. Transcription never begins until every participant has signed an Agreement to Mediate consenting to it, and participants re-confirm in-meeting before any audio is streamed. During a session, meeting audio is streamed in real time to our speech-to-text subprocessor solely to produce the mediator's working transcript; we do not create or store Zoom cloud recordings. Session transcripts and any derived real-time media are automatically and permanently deleted no later than 72 hours after the mediation session ends. This deletion is performed by an automated scheduled process and is promised to participants in the Agreement to Mediate they sign before transcription begins.

Information we collect

  • Mediator account data: name, email, and Zoom user id upon connection.
  • Meeting metadata: what we need to match a Zoom meeting to its mediation case.
  • Case information: party contact details and case information provided at intake.
  • Session audio: processed transiently into a transcript, as described above.
  • Mediation records: the documents and e-signatures generated in the course of a mediation.
  • Website and device data: referring URLs, browser type, device information, and usage data, collected in part through cookies (small text files stored on your device).
  • SMS data: if you opt in to text messages, your mobile number and message data, as described in the SMS Messaging Privacy Notice below.

How we use information and who can see it

We use personal information to run mediations, process disputes, communicate with you, provide support, and improve the Service. Transcripts are visible only to the authenticated mediator assigned to the session. Communications are confidential per party: one party can never read another party's messages. Referral sources (courts and property managers) receive case status and outcomes only, never message content or transcripts.

We do not sell personal information and do not use session content for advertising. We share personal information only with service providers who help us deliver the Service and who agree to protect it. If Be Levelheaded Inc. is involved in a merger, acquisition, or sale of assets, personal information may be transferred to the acquiring entity.

Zoom integration, subprocessors and deauthorization

We request only the Zoom scopes the app uses: the in-meeting sidebar, reading the current meeting to identify its case, creating the scheduled meeting on the connecting mediator's own account, identifying the installing user, and the real-time media stream used for transcription. We request no chat, cloud-recording, or admin scopes.

Real-time audio is processed by a third-party speech-to-text subprocessor (currently Deepgram) only to generate the transcript. Transcript text is processed by Anthropic (Claude) to power the mediator's in-session AI assistant. Our AI providers are used under commercial terms that prohibit them from training their models on your data.

OAuth tokens are encrypted at rest. Disconnecting the app, or Zoom's app-deauthorization event, destroys the stored tokens and triggers our data-compliance acknowledgement to Zoom.

Data retention

Beyond the 72-hour transcript deletion above, data is removed through an automated cleanup that runs on a rolling 30-day cycle.

Security

Connections are protected with HSTS and a strict content-security policy. The live transcript stream requires a signed, short-lived, single-purpose access ticket, so there is no unauthenticated media surface. Access to case data is role-scoped (mediator, admin, clerk), and every change is recorded in an append-only audit log. No security measure is perfect, and we cannot guarantee absolute security.

Your choices and rights

A participant who declines mediation is not transcribed. You may request access to, correction of, or deletion of your personal information, or ask how your data is handled, by contacting wecare@belevelheaded.com. We will not treat you differently for exercising these rights. You may opt out of marketing emails at any time; we may still send administrative messages needed to run your case or the Service.

Be Levelheaded Inc. is the controller of personal data processed through the Levelheaded platform.

Links to other websites

The Service may link to third-party websites or applications. This Policy covers only information collected through our Service, and we are not responsible for the privacy practices of other sites.

SMS Messaging Privacy Notice

1. Scope of This Notice. This section applies solely to information collected when you opt in to receive SMS messages from Be Levelheaded Inc. ("we," "us," or "our").

2. What Information We Collect. We collect your mobile phone number when you voluntarily provide it to receive SMS notifications, alerts, or promotions. We may also collect Message Metadata, such as timestamps, delivery status, and user responses (e.g., STOP, HELP).

3. How We Use Your Information. We use your number to deliver the SMS messages you agreed to receive. We do not sell or share your mobile number with third parties or affiliates for marketing or promotional purposes. We may share it only with third-party service providers for technical delivery or customer support. We retain consent records, including timestamp and opt-in method, to demonstrate compliance with applicable laws and carrier policies.

4. Consent & Opt-In. By providing your mobile number and opting in (via web form, SMS keyword, or other method), you agree to receive SMS messages from Be Levelheaded Inc. related solely to your Levelheaded case. You consent to receive messages as needed to communicate updates regarding your Levelheaded case. Standard message and data rates may apply. Be Levelheaded Inc. will not send you any marketing-related SMS messages. Consent is required before we send any SMS messages.

5. Opt-Out & Help. You may unsubscribe at any time by replying "STOP" to any SMS you receive. After opting out, you will receive no further messages. For assistance, reply "HELP" or contact us at wecare@belevelheaded.com.

6. Message Transparency. Each message will clearly identify Be Levelheaded Inc. as the sender. Messages will include the help and opt-out instructions and, when applicable, a description of content and messaging frequency.

7. Data Security. We take reasonable administrative, technical, and physical safeguards to protect your mobile number and SMS-related data from unauthorized access, use, or disclosure.

8. Legal Rights & Choices. You may request to correct or delete your mobile number from our records. Please contact us at wecare@belevelheaded.com for such requests.

Changes to this Privacy Policy

We may update this Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. Changes take effect when posted. We will notify you of material changes by email or a notice on our website. Your continued use of the Service after changes are posted means you accept the updated Policy.

Contact us

Questions about this Policy: wecare@belevelheaded.com.