Privacy Policy

1. Introduction

FirmLink Legal, LLC ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our legal practice management platform and services.

We understand the sensitive nature of legal information and maintain the highest standards of confidentiality and security in accordance with attorney-client privilege and applicable legal ethics rules.

2. Information We Collect

2.1 Information You Provide

We collect information you directly provide, including:

• Account information (name, email, phone number, professional credentials)
• Law firm information (firm name, address, practice areas)
• Client intake information (contact details, case descriptions, injury information)
• Case documents and files
• Calendar and scheduling information
• Communication data (emails, messages, voice recordings)
• Billing and payment information

2.2 Automatically Collected Information

We automatically collect certain information, including:

• Device information (IP address, browser type, operating system)
• Usage data (pages viewed, features used, time spent)
• Log data (access times, error logs, performance data)
• Cookies and similar tracking technologies

2.3 Third-Party Information

We may receive information from third-party services when you integrate them with our platform, including Google Calendar, email providers, and payment processors.

3. How We Use Your Information

We use collected information for:

• Providing and maintaining our legal practice management services
• Processing client intake and case management
• Facilitating attorney-client communications
• Scheduling appointments and calendar management
• Document generation and management
• AI-powered legal analysis and workflow automation
• Processing payments and billing
• Sending service notifications and updates
• Improving our services and developing new features
• Ensuring security and preventing fraud
• Complying with legal obligations

4. Information Sharing and Disclosure

4.1 We Do Not Sell Your Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

4.2 Limited Sharing

We may share information only in these circumstances:

• With Your Consent: When you explicitly authorize sharing
• Service Providers: With trusted vendors who assist in operating our platform (cloud hosting, payment processing, email services) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with continued privacy protections
• Security and Fraud Prevention: To protect against security threats, fraud, or illegal activities

4.3 Third-Party Integrations

When you connect third-party services (Google Calendar, email providers), those services may have access to relevant data as necessary to provide their functionality. Their use is governed by their own privacy policies.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encryption in transit (TLS/SSL) and at rest (AES-256)
• Secure authentication using AWS Cognito
• Regular security audits and monitoring
• Access controls and role-based permissions
• Automated backups and disaster recovery
• Enterprise-grade cloud infrastructure (AWS, Neon)

While we strive to protect your information, no method of transmission over the internet is 100% secure. We encourage you to use strong passwords and protect your account credentials.

6. Attorney-Client Privilege

We recognize that information processed through our platform may be subject to attorney-client privilege. We maintain strict confidentiality protocols and do not access, review, or use privileged communications except as necessary to provide our services or when legally required.

Our employees and contractors are bound by confidentiality agreements and trained on the ethical obligations surrounding legal information.

7. Data Retention

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations (including legal hold requirements)
• Resolve disputes and enforce agreements
• Maintain business records as required by law

When you close your account, we will delete or anonymize your data within 90 days, except for information we must retain for legal compliance or legitimate business purposes.

8. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Data Portability: Receive your data in a machine-readable format
• Opt-Out: Decline marketing communications (service notifications may still be sent)
• Restriction: Limit how we process your information

To exercise these rights, contact us at privacy@firmlinklegal.com.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Maintain your session and keep you logged in
• Remember your preferences
• Analyze usage patterns and improve our services
• Provide security features

You can control cookies through your browser settings. Note that disabling cookies may limit certain functionality of our platform.

10. SMS/Text Message Communications

10.1 Consent and Opt-In

By providing your phone number and opting in to receive SMS/text messages from FirmLink Legal or the law firms using our platform, you consent to receive text messages for:

• Case status updates and appointment reminders
• Document signing requests and confirmations
• Important legal matter notifications
• Attorney-client communications
• Two-factor authentication codes

10.2 Message Frequency

Message frequency varies based on your case activity and communications with your law firm. You may receive multiple messages per week during active periods of your case.

10.3 Opt-Out Instructions

You can opt out of SMS communications at any time by:

• Replying STOP to any message you receive
• Contacting your law firm directly
• Emailing us at support@firmlinklegal.com

After opting out, you will receive a confirmation message. Note that opting out of SMS may impact your ability to receive timely case updates.

10.4 Help and Support

Reply HELP to any message for assistance, or contact us at support@firmlinklegal.com.

10.5 Carrier Fees

Message and data rates may apply. Your mobile carrier may charge standard messaging fees. FirmLink Legal is not responsible for carrier fees.

10.6 Privacy of SMS Data

Phone numbers and SMS message content are handled with the same confidentiality as all other client information. We do not sell, rent, or share phone numbers with third parties for marketing purposes.

11. Third-Party Services

Our platform integrates with third-party services, including:

• Google Services: Calendar integration, OAuth authentication
• AWS (Amazon Web Services): Cloud infrastructure, authentication (Cognito)
• Stripe: Payment processing
• Twilio: SMS/text messaging services
• OpenAI: AI-powered features and voice interactions
• Sentry: Error monitoring and performance analytics
• Google Analytics: Usage analytics

These services have their own privacy policies. We carefully vet our partners and require them to protect your data, but we are not responsible for their privacy practices.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately.

13. International Data Transfers

Your information may be transferred to and processed in the United States or other countries where our service providers operate. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy and applicable law.

14. California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold
• Right to delete personal information
• Right to opt-out of the sale of personal information (we do not sell personal information)
• Right to non-discrimination for exercising CCPA rights

To exercise these rights, contact us at privacy@firmlinklegal.com.

15. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy with a new "Last Updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice on our platform

Your continued use of our services after changes take effect constitutes acceptance of the updated Privacy Policy.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your inquiry within 30 days or as required by applicable law.

16. Consent

By using our platform and services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.