Privacy Policy

We collect business contact and account information, mostly from you directly:

• Contact details such as name, title, firm, email, phone number and address, when you contact us, request a demo, sign an agreement or subscribe to updates.
• Account information such as usernames, roles and login activity for people who use our platforms.
• Billing information such as billing contacts and invoice records. Payment card details are handled by our payment providers.
• Communications such as emails, meeting notes, support requests and feedback.
• Technical information such as IP address, browser type, device information and pages visited, collected automatically when you use our websites or platforms.

We use this information to:

• provide, maintain, support and improve our services;
• set up and manage accounts and user access;
• respond to enquiries and communicate about projects, billing and service updates;
• send information about our products, which you can opt out of at any time;
• keep our services secure and prevent misuse; and
• meet our legal, accounting and contractual obligations and protect our rights.

Our clients upload documents, files and records to CoClerk and our custom solutions, which may include personal information about their own clients, claimants, patients, examinees, witnesses and others ("Client Data").

• Our clients control Client Data. Each client decides what Client Data to submit and how it is used, and is responsible for having the authority and consents to share it with us.
• We act on their behalf. We process Client Data only to provide and support the services our client has engaged us for, in line with our agreement with that client.
• We don't sell it or use it for our own purposes. We do not sell Client Data or use it for advertising. We do not use one client's Client Data to train models used for other clients without that client's written consent.
• Questions go to the firm. If you are an individual whose information appears in Client Data, please contact the firm or organization that provided it to us. We will assist our client in responding where appropriate.

We do not sell personal information. We share it only as needed to run our business and deliver our services:

• Service providers that help us operate, such as cloud hosting, AI model, email, communications, fax, mail, e-signature, payment and accounting providers. They may use the information only to provide services to us.
• Professional advisors such as lawyers, accountants and auditors, under a duty of confidentiality.
• Business transfers, if we are involved in a merger, financing, reorganization or sale of all or part of our business, subject to appropriate confidentiality protections.
• Legal requirements, where required by law, court order or a lawful request by a public authority, or to protect our rights, property or safety or those of others.
• With your direction or consent, including where a client instructs us to send information to a third party.

Where information is stored. We use reputable cloud infrastructure providers. Information may be stored or processed in Canada or in other countries where we or our service providers operate, and may be subject to the laws of those places.

Security. We take reasonable measures to protect personal information against unauthorized access, loss and disclosure, including access controls and limiting access to personnel who need it. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Retention. We keep personal information for as long as needed for the purposes described in this policy, to meet our contractual, legal and accounting requirements, and to resolve disputes. Client Data is retained and deleted as set out in our agreement with the relevant client.

Cookies. Our websites and platforms use cookies and similar technologies to keep you signed in, remember preferences, keep our services secure and understand how they are used. You can control cookies through your browser settings, though some features may not work without them.

Your choices. You may ask to access or correct the personal information we hold about you, or withdraw consent to how we use it, subject to legal and contractual limits. You can unsubscribe from marketing emails at any time using the link in the email. We may need to verify your identity before responding.

Changes to this policy. We may change this policy at any time without prior notice by posting an updated version on our websites. Clients and users are responsible for reviewing this policy and our General Terms and Conditions regularly. Each time a client or user logs in to Kolabrya, CoClerk or any Kolabrya work product, that person must manually accept the then-current Privacy Policy and General Terms and Conditions before continuing. The acceptance screen will include links to both documents. Continued access or use after acceptance constitutes agreement to the updated documents.

Contact us. Questions or requests about this policy can be sent to yashar@kolabrya.com.