Privacy Policy

Last updated: January 28, 2026

1. Introduction

FirmSpan ("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 document collection platform.

2. Information We Collect

2.1 Information You Provide

  • Account Information: When you create an account, we collect your name, email address, and password.
  • Firm Information: Law firm name and contact details.
  • Client Information: Names and phone numbers of clients you add to the platform.
  • Documents: Files uploaded by your clients through the platform.

2.2 Automatically Collected Information

  • Device information (browser type, operating system)
  • IP address and general location
  • Usage data (pages visited, features used)

3. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Send SMS messages to clients on your behalf
  • Process and verify uploaded documents using AI
  • Communicate with you about your account
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. SMS and Mobile Information

Important Notice Regarding Mobile Information:

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We use SMS messaging solely to send document request links to clients on behalf of law firms using our platform. SMS opt-in consent is obtained by law firms from their clients. Message frequency varies based on document requests. Standard message and data rates may apply.

4.1 SMS Consent Collection

Law firms using FirmSpan obtain SMS consent from their clients through their standard client intake process. Below is an example of the consent language used in client retainer agreements:

Example SMS consent clause from client retainer agreement

Example: SMS consent clause in client intake documentation

5. Data Sharing and Disclosure

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

  • Service Providers: Third parties who help us operate our platform (e.g., Supabase for database hosting, Twilio for SMS, OpenAI for document verification).
  • Legal Requirements: When required by law, subpoena, or other legal process.
  • Business Transfers: In connection with a merger, acquisition, or sale of assets.

6. Data Security

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

  • AES-256 encryption for data at rest
  • TLS encryption for data in transit
  • Row-level security for multi-tenant data isolation
  • Private storage buckets with time-limited signed URLs
  • Regular security audits and monitoring

7. Data Retention

We retain your data for as long as your account is active or as needed to provide services. Documents uploaded by clients are retained according to your firm's settings and applicable legal requirements. You may request deletion of your data at any time.

8. Your Rights

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

  • Access the personal information we hold about you
  • Correct inaccurate information
  • Delete your personal information
  • Export your data in a portable format
  • Opt out of certain data processing

9. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal information from children.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy, please contact us at:

  • Email: privacy@firmspan.io
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