Privacy Policy

1. Introduction

Adam Legal Systems ("we," "our," or "us") operates the Intake Form Pro service. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

We are committed to protecting the privacy and confidentiality of all information processed through our platform, including attorney-client privileged communications and work product.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, firm name, and practice areas when you register.
• Client Intake Data: Information submitted through intake forms, including client names, contact details, case descriptions, and uploaded documents.
• Payment Information: Billing details processed through our secure payment provider (we do not store full credit card numbers).
• Communications: Support requests and correspondence with our team.

2.2 Automatically Collected Information

• Usage Data: Pages visited, features used, and interaction patterns.
• Device Information: Browser type, operating system, and IP address.
• Cookies: Session management and authentication tokens.

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve our services
• Process intake submissions and generate AI-powered case briefs
• Send notifications about new submissions and system updates
• Process payments and manage subscriptions
• Respond to support inquiries
• Ensure security and prevent fraud
• Comply with legal obligations

4. AI Processing and Data Use

Our AI-powered features analyze documents and case information to generate briefs and insights. Important points about AI processing:

• No Training on Your Data: We do not use your client data or documents to train our AI models.
• Isolated Processing: Each analysis is performed in isolation; data from one user is never mixed with another's.
• Document Storage: Documents your clients upload are stored securely in our cloud storage so you can access them in your portal. They remain available until you delete the submission or your account. Document text is sent to our AI provider only for the duration of the analysis.
• Sub-processors: We share data with a small number of vendors who help us run the service. See our sub-processor list for the current set and what each receives.
• Human Review: Our team may review anonymized error logs to improve service quality, but never individual case data.

5. Data Sharing and Disclosure

We do not sell your personal information. We may share information with:

• Service Providers: Cloud hosting, payment processing, and email delivery services that help us operate.
• Legal Requirements: When required by law, court order, or government request.
• Business Transfers: In connection with a merger, acquisition, or sale of assets (with notice to users).
• With Your Consent: When you explicitly authorize specific disclosures.

6. Data Security

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

• Encryption in transit (TLS 1.3) and at rest (AES-256)
• Secure cloud infrastructure with SOC 2 compliance
• Regular security audits and penetration testing
• Access controls and authentication requirements
• Employee security training and background checks

7. Data Retention

We retain your data as follows:

• Account Data: Retained while your account is active. When you request deletion, your account is closed immediately and permanently erased after a 30-day grace period. Signing in during that window restores it.
• Intake Submissions: Retained until you delete them or close your account.
• Uploaded Documents: Stored securely until you delete them or close your account. Deleting a submission removes its documents from our storage.
• Usage and Security Logs: Retained for as long as your account is active, and removed when your account is erased. You can set your own retention windows for submissions and logs in your privacy settings; when enabled, data past those windows is removed automatically.

Erasing a client's data

You can erase an individual client's personal data at any time from your privacy settings, including in response to a request from that person. Please read the following before you do, because the effect is permanent.

• Erasure cannot be undone. Unlike closing your account, which has a 30-day grace period, erasing a client takes effect immediately and there is no recovery.
• Case detail is destroyed, not archived. The client's matter description, your notes, message history and any AI case brief are permanently deleted.
• Uploaded documents are removed from storage and cannot be recovered.
• The submission record itself is kept in anonymized form — dates, status and reporting figures remain, with all identifying information stripped, so your file and your analytics stay intact.
• Data already sent to systems you connected — such as Clio, SignWell, your calendar or your email provider — is outside our control. You will need to erase it in each of those systems separately. We tell you which ones received the data when you erase.
• You are the data controller. Before erasing, please confirm you hold no legal, regulatory or professional obligation to retain that record. Law firms are frequently required to keep client files for a set number of years, and that duty sits with you rather than with us.

8. Your Rights

Depending on your location, you may have the right to:

• Access and receive a copy of your personal data
• Correct inaccurate personal data
• Request deletion of your personal data
• Object to or restrict processing of your data
• Data portability (receive your data in a structured format)
• Withdraw consent where processing is based on consent

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

9. Children's Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the service. Your continued use after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: