Privacy Policy

Effective Date: June 29, 2026

AI Legal Automations, LLC ("AI Legal Automations," "we," "us," or "our"), an Illinois limited liability company, respects your privacy and is committed to protecting the personal and professional information you entrust to us. This Privacy Policy explains how we collect, use, share, and secure your information when you access or use our website, the AI Legal Automations platform, and all related modules and services, including PowerBilling, PowerCase, PowerMedical, PowerAuditor, PowerTranscribe, PowerContract, PowerDiscovery, and the unified Desk workspace (collectively, the "Services").

By using the Services, you agree to the terms of this Privacy Policy.

1. Information We Collect

A. Personal Information You Provide

We collect personal information that you voluntarily provide when you:

• Create an account;
• Connect your Microsoft account or other third-party services;
• Upload documents, respond to prompts, or use AI drafting tools;
• Submit inquiries or support requests.

This information may include your name, email address, firm affiliation, user ID, timekeeper #, client-list, and billing or usage preferences.

B. Microsoft Account Data (Email, Calendar, and Productivity Tools)

In connection with our timekeeping and billing features (PowerBilling), and only if you choose to connect your account, you authorize AI Legal Automations to access data from your Microsoft account, including but not limited to:

• Outlook: email message metadata and content, calendar events, recipients, attachments, timestamps;
• Microsoft Teams: meeting logs, chat messages, call metadata;
• Microsoft Office 365: document titles, usage history, timestamps for activity in Word, Excel, or PowerPoint;
• OneDrive or SharePoint: file names, last modified data, and access logs.

We use this data solely to identify and infer time-based professional activities for drafting billing narratives and time entries.

C. Usage and Technical Information

We may collect data about how you interact with the Services, including:

• IP address, browser type, and device information;
• Log files, access times, and pages visited;
• Cookies and analytics data.

We use this information to secure, optimize, and troubleshoot the Services.

D. Documents and Matter Content You Upload

When you use modules such as PowerCase, PowerMedical, PowerContract, PowerDiscovery, or the Desk workspace, you may upload or transmit case files, pleadings, medical records, contracts, discovery materials, transcripts, and related matter content. We process this content solely to generate the work product you request (for example, case evaluations, medical chronologies, contract analyses, invoice audits, or document review) and to operate the Services at your direction.

This content is treated as confidential Subscriber Data. We do not use it to train general-purpose AI models, and we do not sell or share it for advertising purposes.

2. How We Use Your Information

We use your information to:

• Provide, customize, and maintain the Services;
• Generate draft billing entries using AI-based tools;
• Authenticate users and manage accounts;
• Respond to support inquiries and legal requests;
• Improve our platform through performance and usage analytics;
• Comply with applicable legal and ethical obligations.

We do not use your data to train general-purpose AI models, nor do we sell or share your data for third-party advertising purposes.

3. Legal Bases for Processing

Where applicable (e.g., under the GDPR), our legal bases for processing personal information include:

• Your consent;
• The performance of our contractual obligations to you;
• Compliance with legal obligations;
• Our legitimate interests in delivering secure, reliable, and effective Services.

4. Data Security

We use industry-standard safeguards to protect your data, including:

• Encryption at rest and in transit;
• Role-based access controls;
• Network segmentation and logging;
• Staff confidentiality obligations;
• Regular vulnerability testing and platform monitoring.

Access to your Microsoft data is governed by granular OAuth scopes and is subject to revocation at any time through your Microsoft account settings or via your AI Legal Automations dashboard.

5. Data Sharing and Disclosure

We do not sell or rent your personal data. We may share your information only as follows:

• With subprocessors and service providers that assist in operating our platform (subject to strict confidentiality and data protection terms);
• With your consent or as instructed by you;
• As required by law, subpoena, or court order;
• To investigate or prevent fraud, abuse, or security threats.

You may request a current list of authorized subprocessors at any time.

6. Protected Health Information (PHI) and HIPAA

Certain modules, in particular PowerMedical, are designed to process medical records and related health information that you submit in connection with litigation, claims, or other legal matters you are handling. Where information you submit constitutes Protected Health Information ("PHI") under the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its regulations, AI Legal Automations acts as a Business Associate only after a written Business Associate Agreement ("BAA") has been executed.

If you are a Covered Entity or Business Associate under HIPAA, or you otherwise intend to use the Services in connection with PHI in a capacity that triggers HIPAA's requirements, you are solely responsible for:

• Determining whether a BAA is legally required for your use; and
• Requesting and executing a written BAA with AI Legal Automations prior to submitting or transmitting PHI in such a capacity.

You remain responsible for ensuring you have the authority and any consents necessary to submit medical or other regulated information through the Services.

7. Your Rights and Choices

You may:

• Access or update your personal account information;
• Revoke Microsoft account access at any time;
• Delete your account and request deletion of associated data;
• Request a copy of your data in a portable format;
• Object to or restrict certain types of processing (where applicable by law).

To exercise these rights, please contact us at privacy@ailegalautomations.com or use the settings within your account. We will respond within 30 days (45 days for complex requests).

California Residents (CCPA/CPRA)

If you are a California resident, you have the right to:

• Know what personal information we collect, use, and disclose;
• Request deletion of your personal information;
• Opt out of the sale or sharing of personal information (we do not sell your data);
• Non-discrimination for exercising your privacy rights.

8. Data Retention

We retain personal and usage data only as long as reasonably necessary for the purposes outlined in this policy, including compliance with our legal obligations and audit requirements.

Unless otherwise required by law, we will delete or anonymize your data within 60 days of account closure or termination of services.

9. Cross-Border Transfers

If you use the Services from outside the United States, please be aware that your information may be transferred to, stored in, and processed in the United States or other countries where we or our subprocessors operate. Where required, we rely on Standard Contractual Clauses or other legal mechanisms for lawful data transfer.

10. Children's Privacy

The Services are intended solely for use by professionals over the age of 18. We do not knowingly collect or process personal information from individuals under 18 years of age. If we learn that we have collected such information, we will delete it.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If material changes are made, we will notify you by updating the effective date above, posting a notice on our website, or sending an email or other direct communication, where appropriate.

12. Contact Us

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