Privacy Policy — [FIRM NAME] Case Evaluation Service
1. Who This Policy Covers
This Privacy Policy explains how [Law Firm Name] ("we," "us," "our"), through its case evaluation intake service (the "Service"), collects, uses, stores, and protects personal information you provide when you submit the case evaluation form on this website. The Service is operated with the technical assistance of Lawreto, a third-party technology provider, as described in Section 5.
2. Information We Collect
When you submit the case evaluation form, we collect:
- Your name
- Your telephone number
- The office location you select (when we have more than one office)
- Your consent status and the exact date/time you gave consent ("consent timestamp")
- Information you share with us during the phone call described in Section 4, which may include the nature of your legal issue, how long ago it occurred, and whether you have received medical or legal assistance related to it
- Recordings and transcripts of that phone call
We do not collect this information through any means other than your direct, voluntary submission of the form and the phone call that follows it.
3. Why We Collect It and How We Use It
We use this information solely to:
- Contact you promptly by phone to evaluate your potential case
- Connect you with a member of our legal team, or an AI-assisted intake agent acting on our behalf, to gather preliminary information about your situation
- Transfer your call to a specialist on our legal team if you consent to that during the call
- Maintain records of our communications with prospective clients
We do not sell your personal information. We do not use it for advertising or marketing to third parties.
4. How We Contact You
Calling. By checking the consent box and submitting the form, you agree that [Law Firm Name] and its service providers may call the phone number you provided, including using an artificial or AI-generated voice, to discuss your case evaluation. This consent is not a condition of receiving legal services from us.
AI-generated voice. Some or all of your initial call may be conducted by an AI-powered voice agent rather than a live person. The agent will identify itself as an AI assistant at the start of the call. If a live specialist is available, the call may be transferred to them during the conversation.
Call attempts. We place one call to the phone number you provided shortly after you submit the form. We do not make repeat call attempts if we are unable to reach you. You may withdraw consent to be contacted at any time by informing us during a call or by contacting us using the information in Section 9.
Calling hours. We only place calls Monday through Saturday, between 9:00 AM and 6:00 PM, in the time zone associated with the office location you selected. We do not place calls on Sundays.
Recording. Calls placed through this Service are recorded and transcribed for quality assurance, training, and record-keeping purposes. The agent will notify you of this at the start of the call. By proceeding with the call, you consent to this recording. If you do not wish to be recorded, please inform the agent at the start of the call.
5. Third-Party Service Providers
We use the following third-party providers to operate the Service. Each processes personal information on our behalf under its own privacy and security practices:
| Provider | Purpose | Data Processed |
|---|---|---|
| Lawreto | Intake platform / widget technology | Name, phone, office, consent |
| Airtable (a US-based company) | Storage of lead records | Name, phone, office, consent, call outcome |
| Make.com | Workflow automation connecting the above services | Name, phone, office, consent |
| Retell AI | AI voice calling, call recording, and transcription | Phone number, call audio, transcript |
Cross-border data transfer. Some or all of these providers store or process data on servers located in the United States. If you are located in Canada, this means your personal information may be transferred outside of Canada and could become subject to access by foreign courts, law enforcement, or national security authorities under the laws of the jurisdiction where it is stored (for example, under US federal law). By submitting the form, you acknowledge and consent to this cross-border transfer.
6. Data Retention
We retain your personal information — including your name, phone number, call recording, and transcript — for 90 days from the date you submit the form. After 90 days, this personal information is automatically deleted from our systems.
We retain anonymized, aggregate statistics about form submissions and call outcomes (for example, total number of leads and call completion rates) beyond this 90-day period for reporting and business analytics purposes. These aggregate statistics do not identify you.
If you become a client of [Law Firm Name], your information will instead be retained under our standard client file retention policy, in accordance with applicable professional record-keeping rules, and will be transferred out of this intake system into our client records before the 90-day period referenced above.
7. Your Rights
Depending on your location, you may have the right to:
- Request access to the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information, subject to our legal retention obligations
- Withdraw your consent to be contacted (see Section 4)
To exercise these rights, contact us using the information in Section 9.
8. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect your personal information. No method of transmission or storage is 100% secure.
9. Contact Us
[Law Firm Name]
[Street Address, City, Province/State]
[contact@lawfirm.com]
[Phone Number]
10. Changes to This Policy
We may update this Privacy Policy from time to time. The "Last Updated" date at the top of this page reflects the most recent revision.