Privacy Policy
This policy explains how TruDocket, a product of Kilvington Digital ("we," "us," or "our"), handles information when you visit trudocket.com or use the TruDocket desktop application (the "App"). It is written to be read, not skimmed, because the App works with sensitive hearing information and you deserve to know exactly where that information goes.
The short version. The App runs on your own computer. Your hearing itinerary, your calendar contents, and the reports you send are processed and stored only on that computer. We do not receive, store, or have access to claimant information. The only data that reaches us is what is needed to confirm your license, keep the App updated, and respond to you when you contact us.
1. Who we are
Kilvington Digital is a business systems company based in Sanford, North Carolina. TruDocket is our software product for vocational experts, medical experts, verbatim hearing reporters, and the organizations that manage them under blanket purchase agreements with the Social Security Administration's Office of Hearings Operations. TruDocket is not affiliated with, endorsed by, or operated on behalf of the Social Security Administration or any government agency.
2. Information the App accesses, and why
The App needs access to three kinds of information to do its job. Each is used for one purpose only.
2.1 Your hearing itinerary
You open a CSV or Excel file that you have downloaded from the government scheduling portal. The App reads this file to identify the hearings assigned to you. These files typically contain hearing dates and times, hearing office names, hearing identifiers, claimant names, and the names of other experts. The App:
- keeps only the rows that match the name you entered at setup;
- discards every other row in memory at the time the file is read, without writing them to disk, logs, or any other location;
- stores your matched hearings in an encrypted database on your computer so you can see past runs.
The itinerary file and its contents are never transmitted to Kilvington Digital or to any third party.
2.2 Your calendar (Google Calendar or Microsoft Outlook)
You sign in once with your Google or Microsoft account. The App then reads calendar events in the date range of your itinerary to find hearing invitations, and, when you choose, accepts those invitations on your behalf. The App requests only the permissions it needs:
| Permission | What it is used for |
|---|---|
| Read and write calendar events | Find hearing invitations, compare them to your itinerary, and accept the ones you approve. |
| Send email on your behalf | Send the missing-invite report you review, from your own address, to the hearing office contact and your BPA manager. |
The App does not request access to read your inbox, your contacts, your files, or any other part of your Google or Microsoft account. Calendar data is read directly from Google or Microsoft to your computer and is not routed through our servers.
2.3 Your name and email address
At setup you enter the name that appears on your itineraries and sign in with your email account. These are stored on your computer so the App can match your hearings and send reports as you.
3. Use of Google user data
TruDocket's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular:
- We only use Google user data to provide and improve the calendar-matching and report-sending features you see in the App.
- We do not transfer Google user data to others except as necessary to provide those features, to comply with law, or as part of a merger or acquisition with notice to you.
- We do not use Google user data for advertising.
- No human at Kilvington Digital reads your Google user data unless you give us explicit permission for a support request, it is necessary for security purposes, it is required by law, or the data has been aggregated and anonymized.
- Google user data is not used to train or improve any generalized artificial intelligence or machine learning model.
The same commitments apply to data received from Microsoft Graph for Outlook users.
4. Information that reaches Kilvington Digital
Because the App runs on your computer, very little information reaches us. Here is the complete list.
| Data | When | Purpose | Retained |
|---|---|---|---|
| License key, App version, operating system | Once a day while the App is open | Confirm your subscription is active and deliver updates and the hearing office contact directory | While your subscription is active plus 12 months |
| Run counters (number of hearings matched, accepted, reported) | Once a day | Detect failures across users. These are counts only, with no hearing details | 12 months |
| Crash reports | When the App encounters an error | Fix bugs. Reports are scrubbed on your computer before sending: file contents, event titles, email bodies, and claimant names are removed | 90 days |
| Hearing office contact submissions | When you or your manager submit or correct a hearing office contact | Maintain the shared directory of hearing office scheduling contacts (see section 6) | Indefinitely, as part of the directory |
| Mobile number and communication consent records | If you give us a phone number at checkout or in the app | Send the texts and emails you opted in to, and prove what you agreed to (see section 8) | While your subscription is active plus 4 years for consent records, as the law requires |
| Billing information | When you subscribe | Process payment. Handled by Stripe; we never see your full card number | Per Stripe's retention and our tax obligations |
| Contact form and email | When you contact us | Reply to you | Until the matter is resolved, then up to 24 months |
What never reaches us: claimant names or identifiers, hearing dates or times, your itinerary files, your calendar contents, the contents of reports you send, and your OAuth tokens.
5. Where your data is stored and how it is protected
- On your computer: hearing history is stored in a database encrypted with SQLCipher. Your Google or Microsoft sign-in tokens are stored in your operating system's keychain (Windows Credential Manager or macOS Keychain), not in a file. Temporary data created while reading an itinerary is held in memory and not written to disk.
- In transit: all connections to Google, Microsoft, and our license service use TLS. Connections to our license service additionally verify our server certificate so that responses cannot be forged.
- On our servers: the license service holds only the data listed in section 4. It is hosted in the United States, protected by access controls and two-factor authentication, and holds no claimant information by design.
- Software integrity: every release is code-signed for Windows and macOS, and updates are verified against a signing key built into the App. Altered copies will not run.
6. The hearing office contact directory
The App includes a directory of scheduling contacts at Social Security hearing offices (office name, contact name, office email address). This directory is maintained by Kilvington Digital and is built from submissions by App users and their managers. Entries are business contact details for government offices and do not include claimant or expert scheduling information. When you submit a contact, we record the contact details and the date; we do not publish who submitted an entry. The directory is distributed to all licensed users of the App.
7. Information we collect on this website
When you visit trudocket.com we collect standard server logs (IP address, browser type, pages visited, referring page) for security and to understand site usage. We use privacy-respecting analytics that do not use cookies to identify you across sites. If you fill in the contact form we collect the name, email address, role, and message you provide, and forward them to our team's email so we can reply.
8. Text messages, email, and your consent
We may contact you by email and, if you give us your mobile number, by text message. We treat service communications and marketing communications separately, and we ask for your permission for each.
- Service email (receipts, trial reminders, payment problems, security notices, support replies) is part of having an account and cannot be switched off while your subscription is active.
- Service texts (trial ending, payment problems, hearing office contact requests, support replies) are sent only if you check the service texts box and reply YES to our confirmation message.
- Marketing email and marketing texts (new features, referral rewards, TruDocket news) are sent only if you check the corresponding box. Marketing texts also require a YES reply. Marketing texts are limited to four per month and are sent between 8 a.m. and 9 p.m. in your time zone.
Consent to receive texts is never a condition of purchase. For each consent we record the date and time, your IP address, the exact wording you were shown, and your choice, so that we can show what you agreed to. You can withdraw consent at any time: reply STOP to any text, use the unsubscribe link in any marketing email, change your choices in the app under Settings, then Notifications, or email us. We record opt-outs the same way we record opt-ins. Mobile numbers and text message consent are never shared with or sold to third parties for their marketing. Our text message provider is Twilio, which processes messages on our behalf. Full text message terms are at trudocket.com/sms-terms.
9. Sharing
We do not sell, rent, or trade personal information. We share information only with the service providers we need to run the product, each bound to use it solely on our behalf:
- Stripe, for payment processing;
- our hosting providers, for the license service and this website;
- our crash-reporting provider, for scrubbed error reports;
- our email provider, for messages you send us and we send you;
- Twilio, for text messages you have opted in to receive.
We may also disclose information if required by law or to protect the rights, safety, or property of our users or ourselves.
10. Your choices and rights
- Revoke the App's access at any time. For Google, visit your Google account permissions. For Microsoft, visit your Microsoft app access page. Revoking access stops the App from reading your calendar immediately.
- Delete your local data. The App's settings include a "Delete all history" option that permanently removes the local database. Uninstalling the App also removes it. You can set history to delete automatically after 30, 60, or 90 days.
- Delete your account data with us. Email us and we will delete your license record, run counters, and any support correspondence within 30 days, except what we must keep for tax or legal reasons.
- Access or correct your information. Email us and we will respond within 30 days.
If you are a California resident, you have the right to know what personal information we collect, to request its deletion, and not to be discriminated against for exercising these rights. We do not sell personal information. Residents of other states with similar laws have equivalent rights.
11. HIPAA and your professional obligations
You may be subject to HIPAA, the Privacy Act, or contractual confidentiality obligations in your work. TruDocket is designed so that protected health information remains on your computer and is never transmitted to Kilvington Digital. Because we do not create, receive, maintain, or transmit protected health information on your behalf, we do not act as a business associate. You remain responsible for your own compliance, including how you configure the App (for example, whether claimant names are included in reports; by default they are not) and who has access to your computer.
12. Children
TruDocket is a professional tool for adults working under government contracts. We do not knowingly collect information from anyone under 18.
13. Security incidents
If we learn of a security incident affecting your information, we will notify affected users by email without unreasonable delay and, where required, within the timeframes set by applicable law.
14. Changes to this policy
We will post any changes on this page and update the effective date. If a change materially affects how the App uses your calendar or email access, the App will ask you to review and accept the updated policy before continuing.
15. Contact
Kilvington Digital
101 East Trade Street
Sanford, NC 27332
Email: info@kilvingtondigitalmarketing.com