FirmSpan LLC – Privacy Policy

Effective Date: August 6, 2026 (previously April 3, 2026)

At FirmSpan LLC (“FirmSpan,” “we,” “us,” or “our”), we value your privacy and are committed to protecting your personal and financial information. This Privacy Policy explains how we collect, use, share, and protect your data when you use our application to submit financial information, documents, and message-conversation recordings to your legal representative.

1. Information We Collect

We collect information directly from you, from your legal representative, and through third-party integrations, strictly for the purpose of facilitating your legal services.

• Personal Information: Name, email address, and phone number provided by you or your attorney to facilitate access to the FirmSpan platform.
• Financial Information: With your explicit consent, we utilize Plaid Inc. (“Plaid”) to securely connect to your financial institutions. We collect account balances, transaction history, and statement data as required by your legal representative.
• User-Uploaded Documents: Any files, legal documents, or financial statements you manually upload to the platform.
• Screen Recordings of Message Conversations: If your attorney asks you to preserve a text-message conversation as evidence, and you choose to do so, you record your own screen using your phone’s built-in recorder and upload that recording to us. We receive and keep the entire video file, not only the messages in it. A screen recording captures everything visible while it was made — any notifications that appeared, anything else on your screen, and every part of the conversation you scrolled past — and, if your phone was set to record sound, any audio the microphone picked up, including your own voice. We also receive basic details about the recording, such as its size, format, and when your phone reports it was made.
• Authentication Data: We utilize stateless magic links for secure, passwordless login. We do not retain persistent financial login states or session data once you exit the platform.

2. How We Obtain Consent

We do not collect, process, or store your financial data or personal documents without your explicit consent. Consent is obtained when you actively initiate a connection via Plaid Link or when you manually upload documents to our secure portal. You may revoke this consent at any time by contacting your attorney or FirmSpan directly.

Screen recordings are handled the same way, with an additional step: before any part of a recording leaves your phone, we show you a disclosure describing exactly what is uploaded, where it goes, and who processes it, and nothing is sent unless you agree to it on that screen. We record which version of that disclosure you agreed to, and when. If you decline, nothing is uploaded.

3. How We Use Your Information

We use your information exclusively to provide our document automation and collection services:

• To compile, format, and securely transmit your financial data and documents to your retained law firm.
• To authenticate your identity and secure your session.
• To provide customer support and troubleshoot technical issues.
• To turn a screen recording into a written record. If you upload a recording, we extract still images from the video and read the text in those images so your attorney has a searchable transcript of the conversation. This is described in Section 4, because it involves outside processors.

4. How We Share Your Information

We do not sell, rent, or trade your personal or financial information. We only share your data with:

• Your Legal Representative: Data is shared exclusively with the specific law firm that requested your information.
• Service Providers: We share necessary data with trusted infrastructure partners (such as secure cloud hosting and database providers) and data processors (such as Plaid).
• Plaid Integration: By connecting your bank account via Plaid, you agree to Plaid’s Privacy Policy. Plaid’s privacy practices govern their collection and use of your data.
• Processors for screen recordings: To produce the written record described in Section 3, still images taken from your video are read by Google Cloud Vision, and the resulting message text is organized by OpenAI. Both act as processors on FirmSpan’s behalf and only to provide this service. The video file itself is not sent to either of them — only still images taken from it, and the text read out of those images.

5. Data Retention and Deletion

We retain your personal and financial data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law.

Screen recordings are an exception, and we want to be plain about it. A recording you upload is evidence in a legal matter, and the original video is the source everything else is derived from — so we keep the whole file for as long as your legal matter requires it. There is no automatic deletion. Even after your attorney has what they need, the recording may have to be preserved under a legal hold until your firm confirms it can be removed.

• Data Deletion: You have the right to request the deletion of your data. Because FirmSpan acts as a processor for your law firm, deletion requests should primarily be directed to your attorney. However, you may also contact us directly to request data deletion, and we will coordinate with your law firm to securely purge your records from our active databases and backups in accordance with applicable laws. This applies to screen recordings as well, subject to the legal-hold limitation described above — which means we cannot promise that a recording in an active matter will be deleted on request.

6. SMS and Phone Number Policy

We collect your phone numbers only when you voluntarily provide them to us, for example, during transactions, inquiries, or when you sign up to receive notification messages. You can opt in to receive these SMS messages by providing your phone number.

• Use of Phone Numbers: SMS messaging charges may be applied by your carrier. We will only share your phone number with our SMS provider, subject to their privacy policy.
• Opting Out: If at any time you wish to stop receiving messages from us, you can opt out by texting STOP.
• Privacy of Phone Numbers: Once you have opted out, we will not send you any more SMS messages, nor will we sell or transfer your phone number to another party for marketing purposes.

7. Changes to This Policy

We may periodically update this policy. We will notify you about significant changes in the way we treat your information by placing a prominent notice on our site or sending a notification to your registered email address.

8. Contact Us

If you have any questions, concerns, or deletion requests regarding this policy, please contact us via the support form on our site.