Privacy Policy

This Privacy Policy explains how A.I. Esquire, Inc., a Delaware C Corporation (“A.I. Esquire,” “we,” “us,” “our”) collects, uses, shares, and protects information when you visit our websites, request a demo, or use our products and services (collectively, the “Service”).

If you are using the Service on behalf of a law firm or other organization, that organization is the “Customer” and you are an “Authorized User.”

1. IMPORTANT NOTE FOR LAW FIRMS

Our Service helps law firms handle intake and administrative communications. We are not a law firm, we do not provide legal advice, and we do not form an attorney-client relationship with your firm’s callers, leads, or clients.

Customers are responsible for configuring and using the Service in a manner that complies with applicable laws, including call recording and consent requirements.

2. INFORMATION WE COLLECT

We collect information in three main ways: (a) information you provide, (b) information collected automatically, and (c) information we receive from integrations and third parties.

A. Information you provide

Depending on how you use the Service, you may provide:

• Contact and account information, name, email, phone number, company name, job title, billing details
• Demo and sales information, notes you share with us, intake workflow preferences, your firm’s routing and screening criteria
• Communications, messages you send to us, support requests, surveys, and other correspondence

B. Customer Data processed on your behalf

When a Customer uses the Service, we may process information relating to the Customer’s callers, leads, clients, and matters, as directed by the Customer. This may include:

• Call audio, voicemails, recordings (if enabled), and call metadata (time, duration, routing)
• Transcripts, summaries, notes, and tags generated from communications
• Contact details of callers and leads (name, phone, email, address, preferred contact method)
• Intake details and matter information the caller provides (for example, incident description, dates, injuries, medical treatment, insurance details, opposing parties)

C. Information collected automatically

When you visit our website or use the Service, we may automatically collect:

• Device and usage data (browser type, device type, operating system, IP address)
• Log and performance data (pages viewed, actions taken, error reports, time zone, referral URLs)
• Cookie and tracking data (see “Cookies and tracking” below)

D. Information from integrations and third parties

If you connect third-party services, we may receive data from those services as needed to provide the integration, such as calendar availability, CRM entries, case management or intake records, or messaging delivery status.

3. HOW WE USE INFORMATION

We use information to:

• Provide, maintain, and improve the Service
• Set up accounts, authenticate users, and administer subscriptions
• Operate core features, such as call handling, transcription, summarization, intake workflows, scheduling, and follow-up
• Provide customer support, troubleshooting, and training
• Send administrative messages (security alerts, billing notices, product updates)
• Communicate about demos, pricing, and features you request
• Monitor security, prevent fraud, and enforce our Terms
• Comply with legal obligations and respond to lawful requests

AI and automation note

Some Service features use automated processing, including AI, to transcribe, summarize, classify, and route communications. Outputs can be imperfect. Customers should review outputs and configure workflows based on their needs and compliance requirements.

4. HOW WE SHARE INFORMATION

We do not sell personal information for money.

We may share information in the following situations:

• Service providers and subprocessors. We use vendors to host infrastructure, process payments, provide analytics, deliver communications (phone, SMS, email), and support AI or transcription features. These vendors process information under contractual obligations consistent with this Policy.
• Integrations you enable. If you connect third-party services, we share information as needed to complete the integration, based on your settings.
• Legal and safety. We may disclose information to comply with law, respond to legal process, protect rights and safety, and prevent fraud or abuse.
• Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction.
• With your instructions or consent. For example, if you request a specific data export or share data with a third party.

5. CUSTOMER DATA, ROLES, AND YOUR RESPONSIBILITIES

When a law firm or other organization uses the Service, Customer Data is processed on the Customer’s behalf. In most cases:

• The Customer is the “controller” (or equivalent) of Customer Data.
• A.I. Esquire is a “processor” or “service provider” (or equivalent).

Customers are responsible for:

• Providing required notices and obtaining any required consents (including call recording consent)
• Ensuring that data entered into or processed by the Service is handled lawfully
• Configuring retention, routing, and access controls consistent with their professional obligations

6. CALL RECORDING AND CONSENT

The Service may support call recording and transcription. Call recording laws vary by jurisdiction. Customers are responsible for determining what disclosures and consents are required and for configuring their intake process accordingly.

7. TEXT MESSAGING AND OPT OUT

If the Service sends SMS messages on a Customer’s behalf, messages may be subject to carrier rules and applicable law. Standard opt-out functionality is typically supported (for example, replying “STOP”), and opt out requests should be honored according to the Customer’s configuration and legal requirements.

8. COOKIES AND TRACKING

We use cookies and similar technologies to:

• Make the website function
• Remember preferences
• Understand usage and improve performance
• Measure the effectiveness of marketing campaigns

You can control cookies through your browser settings. If we use optional analytics cookies, you may also have in-product or on-site controls depending on your configuration.

9. DATA RETENTION

We retain information for as long as necessary to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business needs.

Customer Data retention may be controlled by Customer settings, contract terms, and applicable law. If you want a specific retention schedule, we recommend making it explicit in your internal policy and your configuration.

10. SECURITY

We use reasonable administrative, technical, and organizational safeguards designed to protect information. No method of transmission or storage is 100 percent secure, and we cannot guarantee absolute security.

11. YOUR RIGHTS AND CHOICES

Depending on your location and relationship to us, you may have rights to:

• Access, correct, or delete certain information
• Object to or restrict certain processing
• Receive a copy of certain information in a portable format
• Opt out of certain marketing communications

How to exercise rights

Contact us using the details at the end of this Policy. If your request relates to Customer Data handled for a law firm Customer, we may direct you to that Customer, because the Customer controls the data and decisions.

12. US STATE PRIVACY DISCLOSURES (INCLUDING CALIFORNIA)

If applicable, we provide the following notice:

• Categories of personal information: identifiers (name, email, phone), internet activity (usage data), and professional or employment information (title, firm).
• Purposes: providing the Service, security, analytics, support, marketing, and legal compliance.
• Categories of recipients: service providers, integration partners as directed, and legal recipients as required.
• Sales and sharing: we do not sell personal information for money. We do not knowingly share personal information for cross-context behavioral advertising in a way that would be considered a “sale” under certain state laws.

If you are a California resident, you may have rights to know, delete, correct, and limit certain uses, subject to exceptions. We will not discriminate against you for exercising applicable rights.

13. INTERNATIONAL USERS

If you access the Service from outside the United States, your information may be processed in the United States and other jurisdictions where our vendors operate. Where required, we use appropriate safeguards for cross-border transfers.

14. CHILDREN

The Service is not directed to children under 13, and we do not knowingly collect personal information from children.

15. CHANGES TO THIS POLICY

We may update this Policy from time to time. If changes are material, we will update the effective date and may provide additional notice.

16. CONTACT US

A.I. Esquire, Inc.
Attn: Privacy