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Privacy Policy for ProperFile, Inc.

At ProperFile, accessible from https://properfile.com, one of our main priorities is the privacy of our visitors. This Privacy Policy document contains types of information that is collected and recorded by ProperFile and how we use it.

If you have additional questions or require more information about our Privacy Policy, do not hesitate to contact us.

This Privacy Policy applies only to our online activities and is valid for visitors to our website with regards to the information that they shared and/or collect in ProperFile. This policy is not applicable to any information collected offline or via channels other than this website. Our Privacy Policy was created with the help of the Privacy Policy Generator and the Free Privacy Policy Generator.

Consent

By using our website, you hereby consent to our Privacy Policy and agree to its terms. For our Terms and Conditions, please visit the Terms & Conditions Generator.

Information we collect

The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.

If you contact us directly, we may receive additional information about you such as your name, email address, phone number, the contents of the message and/or attachments you may send us, and any other information you may choose to provide.

When you register for an Account, we may ask for your contact information, including items such as name, company name, address, email address, and telephone number.

How we use your information

We use the information we collect in various ways, including to:

  • Provide, operate, and maintain our webste
  • Improve, personalize, and expand our webste
  • Understand and analyze how you use our webste
  • Develop new products, services, features, and functionality
  • Communicate with you, either directly or through one of our partners, including for customer service, to provide you with updates and other information relating to the webste, and for marketing and promotional purposes
  • Send you emails
  • Find and prevent fraud

Artificial Intelligence (AI) Features

ProperFile offers optional AI features to the law firms that use our software, described in our Terms of Use. They stay off until they are turned on for a firm, and the firm’s administrators choose which staff can use them. When a firm uses them:

  • What is sent. We send the AI model only what the task needs, such as the court notice, order, letter or email being read, or the template or questionnaire being translated. This content can include personal information about the firm’s clients.
  • Who processes it. Anthropic’s Claude models, through Amazon Web Services, acting as our service providers. The content is processed in the United States. It is not used to train AI models, by us or by our providers, and we do not sell or share it.
  • Forwarded emails. If a firm forwards emails to its AI Smart Inbox address, we receive them through Amazon Web Services and keep them privately in the firm’s account until the firm files or deletes them. If the firm turns on “Open court (ECF) links”, we open the document link in forwarded federal court emails on the firm’s behalf and keep the PDF with the email.
  • What we keep. AI summaries and suggestions are stored in the firm’s account, with Social Security numbers and account numbers removed. Documents a firm files to a client become part of that client’s records. Files uploaded only for an AI feature, and documents a firm deletes from the AI Smart Inbox, are deleted once they are no longer needed. We keep a record of AI use (date, feature and firm) without its content.
  • Clients of law firms. We process this information on behalf of the law firm. If you are a client of a firm that uses ProperFile, please contact that firm with questions about how it uses AI on your matter.

Log Files

ProperFile follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analyzing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.

Cookies and Web Beacons

Like any other website, ProperFile uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information.

For more general information on cookies, please read “What Are Cookies” from Cookie Consent.

Advertising Partners Privacy Policies

You may consult this list to find the Privacy Policy for each of the advertising partners of ProperFile.

Third-party ad servers or ad networks uses technologies like cookies, JavaScript, or Web Beacons that are used in their respective advertisements and links that appear on ProperFile, which are sent directly to users’ browser. They automatically receive your IP address when this occurs. These technologies are used to measure the effectiveness of their advertising campaigns and/or to personalize the advertising content that you see on websites that you visit.

Note that ProperFile has no access to or control over these cookies that are used by third-party advertisers.

Google Ads and Remarketing

ProperFile uses Google Ads, including remarketing, to show ads for ProperFile to people who have previously visited properfile.com. Google and other third-party vendors use cookies to serve ads based on your prior visits to our website and other websites, and to measure whether an ad led to a sign-up or demo booking.

You can opt out of personalized advertising by visiting Google Ads Settings, or opt out of third-party vendors’ use of cookies for personalized advertising at www.aboutads.info/choices. California residents can also use the rights described in the California Privacy Rights section below.

Third Party Privacy Policies

ProperFile’s Privacy Policy does not apply to other advertisers or websites. Thus, we are advising you to consult the respective Privacy Policies of these third-party ad servers for more detailed information. It may include their practices and instructions about how to opt-out of certain options.

You can choose to disable cookies through your individual browser options. To know more detailed information about cookie management with specific web browsers, it can be found at the browsers’ respective websites.

Your California Privacy Rights (CCPA/CPRA)

Under the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), California consumers have the right to:

Request that we disclose the categories and specific pieces of personal information we have collected about you, and the categories of sources, purposes, and any third parties involved.

Request that we delete personal information we have collected from you, subject to certain exceptions permitted by law.

Request that we correct inaccurate personal information we maintain about you.

Opt out of the sale or sharing of your personal information. ProperFile does not sell or share personal information, as those terms are defined under the CCPA/CPRA, so there is currently nothing to opt out of.

Limit the use or disclosure of sensitive personal information. ProperFile does not collect sensitive personal information, as defined under the CPRA. If that changes in the future, we will update this policy and provide a way to exercise this right.

Not be discriminated against for exercising any of these rights.

If you make a request, we will respond within 45 days, with a possible one-time 45-day extension if reasonably necessary. You may designate an authorized agent to submit a request on your behalf. To exercise any of these rights, please contact us using the information below. If you believe your rights under the CCPA/CPRA have not been honored, you may file a complaint with the California Privacy Protection Agency (CPPA) or the California Attorney General’s office.

GDPR Data Protection Rights

We would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that we correct any information you believe is inaccurate. You also have the right to request that we complete the information you believe is incomplete.

The right to erasure – You have the right to request that we erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us.

Children's Information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.

ProperFile does not knowingly collect any Personal Identifiable Information from children under the age of 18. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.

Sharing of Google User Data

ProperFile does not sell, rent, or trade Google user data to third parties. Data obtained through Google APIs, including Google Calendar data, is used solely to provide the calendar sync feature within ProperFile and is not shared with any third party, advertiser, or external service, except in the following limited circumstances:

  • With service providers who host our infrastructure (such as our cloud hosting and database providers), solely to operate the application, and only to the extent necessary to provide the service
  • If required by law, subpoena, or legal process
  • With your consent, if you explicitly direct us to share specific data

We do not use Google user data for advertising purposes, and we do not transfer Google user data to any third party for their own
independent use.

Data Protection for Sensitive Data

ProperFile applies the following safeguards to protect sensitive user data, including data accessed through Google APIs:

  • Data is transmitted using encrypted connections (HTTPS/TLS)
  • Access to Google user data within ProperFile is restricted to authenticated firm admin accounts and is scoped only to the calendar events created through ProperFile
  • Data is stored on secured servers with access controls limiting who within our organization can view or manage it
  • We retain Google user data only as long as necessary to provide the calendar sync feature, and it is deleted if a user disconnects their Google account or closes their ProperFile account
  • We do not store Google account passwords, authentication is handled entirely through Google’s OAuth process