Legal
Privacy policy
Effective date: [DATE]
This policy explains how Matter Owl Inc ("Matter Owl", "we", "us") handles personal information on the website matterowl.com and in the MatterOwl service. Matter Owl Inc is a [STATE OF INCORPORATION] corporation at [REGISTERED ADDRESS].
1. Two different roles
- This website. For visitors to matterowl.com, Matter Owl decides how information is used.
- The MatterOwl service. Each customer firm's data sits on a server dedicated to that firm. The firm decides what it stores and why; Matter Owl handles that data only to provide, secure, back up and support the service, under the customer agreement [AND DATA PROCESSING TERMS]. Questions about a firm's own handling of client information should go to that firm.
2. The website
What we collect
- Server logs. Our web server records each request: IP address, date and time, the page requested, the browser's user-agent and the referring page. We use these logs to run and secure the site and keep them for [LOG RETENTION PERIOD].
- Emails you send us. If you write to hello@matterowl.com, including through the contact form (which opens your own email app), we receive what you write and your email address.
What we don't do
- The site sets no cookies and uses no analytics, advertising or tracking scripts.
- The site loads nothing from third parties: fonts and images are served from our own server.
- We don't sell or share personal information for advertising.
3. The MatterOwl service
Customer data
Customer data (matters, documents, contacts, time records and everything else a firm stores) is held in that firm's own database on its dedicated server. We access it only as needed to provide the service, to keep it secure, to restore it from backup, to provide support the firm asks for, or where the law requires. [CONFIRM SUPPORT-ACCESS PROCESS]
Backups
Each server is backed up nightly. Backups are encrypted on the server before they leave it, stored with a separate backup provider, and retained under a 30-day lock during which they can't be changed or deleted. [FULL BACKUP RETENTION SCHEDULE]
AI features
The Ask Barnaby assistant is off until a firm's administrator turns it on. When it's on, requests are sent through [AI ROUTING PROVIDER] only to model providers that commit to zero data retention and don't collect data for their own use. Firms can exclude clients and files, and choose how long conversations are kept (90 days by default).
Operational data
Each server sends our management console a health report (whether the application is up, backup status and similar figures). It contains no client data, file names or document content. We also keep account and billing records for each customer firm.
4. Service providers
We use these providers to run the service: [HOSTING PROVIDER] (servers), [BACKUP STORAGE PROVIDER] (encrypted backups), [AI ROUTING PROVIDER AND MODEL PROVIDERS] (only when a firm turns AI on), and [EMAIL PROVIDER] (service emails). [CONFIRM LIST, LOCATIONS AND CONTRACT TERMS]
5. Security
Our safeguards are described on our Security and privacy page. No system is perfectly secure; we will notify affected customers of a security incident as the law and our agreements require. [NOTIFICATION COMMITMENT]
6. Your rights
Depending on where you live, including California under the CCPA as amended by the CPRA, you may have the right to know what personal information we hold about you, to correct it, to delete it, and not to be discriminated against for exercising these rights. To make a request, email hello@matterowl.com [OR A DEDICATED PRIVACY ADDRESS]. If your information is held by a law firm that uses MatterOwl, please contact that firm; we'll help it respond.
7. Children
The site and the service are for businesses and aren't directed at children under 16.
8. Changes
We'll post any changes here and update the effective date. [NOTICE TO CUSTOMERS OF MATERIAL CHANGES]
9. Contact
Matter Owl Inc, [ADDRESS]. Email: hello@matterowl.com