Privacy Policy

Effective Date: July 14, 2025

AI Legal Automations, LLC, doing business as PowerBilling.ai ("PowerBilling.ai," "we," "us," or "our"), 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, platform, and related services (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)

You hereby authorize PowerBilling.ai 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.

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 PowerBilling.ai 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

PowerBilling.ai is not intended for the transmission or processing of Protected Health Information ("PHI") subject to the Health Insurance Portability and Accountability Act of 1996 ("HIPAA") and its regulations. PowerBilling.ai does not act as a Business Associate under HIPAA unless and until a separate Business Associate Agreement ("BAA") is executed.

If you are a Covered Entity or Business Associate under HIPAA and intend to use the Services in connection with PHI, you are solely responsible for:

• Determining whether a BAA is legally required; and
• Requesting and executing a written BAA with PowerBilling.ai prior to submitting or transmitting any PHI.

Absent such an agreement, you must not submit PHI 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;
• Object to or restrict certain types of processing (where applicable by law).

To exercise these rights, please contact us at support@powerbilling.ai or use the settings within your account.

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: