Privacy Policy

Last updated: October 6, 2026

This policy explains what personal information we collect through whitecoatcaptioning.com, why we collect it, and what you can do about it. We collect as little as we can and we never sell it.

Who we are

White Coat Captioning provides live captioning (CART and speech-to-text) for conferences, companies, universities and events. This website is operated by White Coat Captioning, LLC, Saint Albans, Vermont, USA.

For clients in the United Kingdom, services are provided by White Coat Captioning Ltd, registered in England and Wales, company number 10921602, registered office 4 South Terrace, South Street, Dorchester DT1 1DE.

For anything in this policy, contact Norma Miller at norma@whitecoatcaptioning.com or +1 (802) 233-3747.

What we collect and why

When you request a quote or contact us

The contact form asks for your name, email address and details of your event (such as dates, location, platform and anything you choose to tell us). We use this only to reply to you and prepare a quote. We ask for your consent on the form before you send it.

Your message is stored in this website’s database and emailed to us. We keep inquiries for two years and then delete them, unless you become a client, in which case we keep the correspondence with your client records.

When you browse the site

With your permission, we use two analytics tools to understand how many people visit and which pages they read:

  • Google Analytics (Google LLC). If you accept statistics cookies it sets cookies named _ga and _ga_BQN6NQQJPK, which last up to two years. If you don’t accept, no analytics cookies are set and Google receives only anonymous, cookieless signals that can’t identify you.
  • Jetpack Stats (Automattic Inc.). This only loads if you accept statistics cookies.

We do not use advertising or remarketing cookies.

Security logs

Like most websites, ours records the IP address and browser type of each visit for a short time so that our security software (Wordfence) can block attacks and repeated failed logins. We rely on our legitimate interest in keeping the site secure.

Cookies

The first time you visit, a banner asks whether you accept or reject non-essential cookies. Nothing optional is set until you choose. You can change your mind at any time using the cookie button at the bottom-left of any page.

  • Essential: wpconsent_preferences remembers your cookie choice for 180 days. If you use the accessibility toolbar, it remembers your contrast and text-size settings.
  • Statistics (optional): Google Analytics and Jetpack Stats, described above.

Embedded content

Some pages include videos hosted on YouTube. We use YouTube’s privacy-enhanced mode, which doesn’t set tracking cookies unless you play the video. Once you press play, YouTube (Google) may collect information as described in its own privacy policy.

The site’s fonts are stored on our own server, so loading a page doesn’t send a font request to Google or anyone else.

Who we share information with

We don’t sell or rent personal information. It is handled by a small number of service providers who work on our behalf:

  • Bluehost (Newfold Digital), which hosts this website in the United States
  • Google (Analytics, and Google Drive, where website backups are stored)
  • Automattic (Jetpack Stats)
  • Our email provider, Google Workspace, which delivers form messages to our inbox
  • Cirque Online, which maintains the website for us

We may also disclose information if the law requires it.

International transfers

We are based in the United States and our website is hosted there. If you contact us from the UK or EU, your information will be transferred to and stored in the US. Where our providers are involved, transfers are covered by the EU–US Data Privacy Framework and its UK extension, or by standard contractual clauses.

Our legal bases (UK and EU visitors)

  • Consent — for analytics cookies and for storing the details you send through the contact form. You can withdraw consent at any time.
  • Steps before a contract — to prepare the quote you asked for.
  • Legitimate interests — to keep the website secure and working.

Your rights

If you are in the UK or EU you have the right to ask for a copy of the personal information we hold about you, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Residents of some US states, including California, have similar rights to know, delete and correct. We don’t sell personal information, so there is nothing to opt out of.

To use any of these rights, email norma@whitecoatcaptioning.com. We’ll reply within 30 days. You also have the right to complain to your data protection authority — in the UK, the Information Commissioner’s Office (ico.org.uk).

Captioning work for clients

This policy covers the website. When we caption an event, we may see or hear personal information in the course of the work and may produce a transcript for the client. That material is handled under our agreement with each client and isn’t shared with anyone else.

Children

This site is for organizations and event planners. We don’t knowingly collect information from children under 16.

Changes to this policy

If we change how we handle personal information we’ll update this page and the date at the top.