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Privacy Policy

Effective Date: April 23, 2026

Welcome to FirmForce (https://firmforce.io). FirmForce operates as an on-demand legal exhibit preparation service for attorneys, law firms, and litigators. Because we process highly sensitive legal, personal, and medical data to deliver court-ready, Bates-numbered exhibit packages, protecting your privacy and your clients’ data is our highest priority.

This Privacy Policy explains what information we collect, how we use it, and how we keep it secure.

1. Information We Collect

To provide our services, we collect the following types of information:

  • Account and Contact Information: When you register for an account or place an order, we collect your name, law firm name, email address, phone number, and billing details.
  • Client Files and Documents: We collect the files you submit for exhibit preparation. This includes emails, Word documents, PDFs, images, and other file types. We recognize that these files may contain highly sensitive personal, medical, or confidential legal information belonging to your clients or opposing parties.
  • Usage Data: We automatically collect basic information about how you interact with our website, such as your IP address, browser type, operating system, and pages visited.

2. How We Use Your Information

We use the information we collect strictly to operate our business and provide you with our services. Specifically, we use your data to:

  • Fulfill Orders: Process, organize, format, and Bates-number your submitted documents to deliver final, court-ready PDF exhibit packages.
  • Communicate with You: Send order updates, deliver final files, respond to customer support requests, and handle billing inquiries.
  • Improve Our Service: Analyze aggregated website usage data to troubleshoot issues and improve the functionality and user experience of our platform.

3. Data Security and HIPAA Compliance

We understand the critical nature of the legal and medical data you entrust to us. FirmForce utilizes HIPAA-compliant infrastructure to ensure that sensitive Protected Health Information (PHI) and confidential legal data are handled with the highest level of security.

  • Encryption: All files and data are encrypted both in transit (while being uploaded or downloaded) and at rest (while stored on our servers).
  • Access Controls: Access to your submitted files is strictly limited to authorized FirmForce personnel who require access solely to prepare your exhibit packages.

(Note: If you require a Business Associate Agreement (BAA) for HIPAA compliance purposes, please contact us prior to submitting PHI).

4. Sharing Your Information

We do not sell, rent, or trade your personal information or your clients’ documents to anyone.

We only share information with third parties in the following limited circumstances:

  • Service Providers: We may use trusted third-party providers for secure cloud hosting, payment processing, or secure file delivery. These providers are strictly bound by confidentiality agreements and are permitted to use your data only to perform services on our behalf.
  • Legal Compliance: We may disclose information if required to do so by law, court order, or subpoena. However, as a service provider acting on behalf of your law firm, we will attempt to notify you of any such requests so you may assert applicable privileges, unless legally prohibited from doing so.

5. Data Retention

We keep your account data for as long as your account is active.

For Client Files and Documents submitted for exhibit preparation, we practice strict data minimization. Files are retained only as long as necessary to complete your order, allow you to download the final deliverables, and facilitate a brief revision period. Once the final exhibit package is accepted, source files and final deliverables are securely deleted from our active systems according to our standard data destruction schedule, unless you request immediate deletion.

6. Your Rights and Choices

As a user, you have the right to:

  • Access and Update: Review and update your account information and billing details at any time through your FirmForce dashboard.
  • Request Deletion: You may request the immediate deletion of your account or any specific case files you have uploaded. Upon request, we will permanently purge these files from our servers.

7. Cookies and Analytics

FirmForce uses cookies (small text files placed on your device) to keep you logged in, remember your preferences, and understand how visitors navigate our site. You can control or disable cookies through your browser settings; however, disabling certain cookies may limit your ability to use the FirmForce platform effectively.

8. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy, your data, or our security practices, please contact our compliance team at:

Email: legal@firmforce.io