Privacy Policy

1. Who We Are

FirmFlow Automation ("FirmFlow," "we," "us," or "our") is a software company that develops practice management and workflow automation tools for law firms. Our principal place of business is located at:

FirmFlow Automation
[Company Address Placeholder]
California, United States

Questions about this Privacy Policy may be directed to privacy@firmflowautomation.com.

2. Scope of This Policy

This Privacy Policy describes how FirmFlow Automation collects, uses, and handles information in connection with:

• Our website at firmflowautomation.com
• Our desktop application, FirmFlow PBO
• Our license validation API and related services

3. Information We Do Not Collect — Client Case Data

FirmFlow PBO processes all case data locally on your machine. This means that information you enter into the application — including client names, party information, case numbers, court selections, and any other intake data used to generate court forms — is never transmitted to FirmFlow servers, stored in our databases, or shared with any third party.

PDF generation, form filling, and ZIP packaging all occur entirely within the FirmFlow PBO application running on your local computer. We have deliberately designed the product this way to protect the confidentiality of your clients and to ensure that your firm's use of our software does not create any data handling obligations under attorney-client privilege or applicable privacy law.

4. Information We Do Collect

4.1 License Validation Data

When FirmFlow PBO validates a license key — either during initial activation or periodic online check-ins — the application sends the following to our validation API:

• Your license key
• An anonymous machine identifier generated by the application

No user names, email addresses, firm names, IP addresses beyond what is inherent in any HTTP request, or case data are included in validation requests. Our validation API responds with only a validity status and, if valid, your firm name as registered with your subscription.

4.2 Website Usage Data

When you visit firmflowautomation.com, we may collect standard web server log data including your IP address, browser type, referring page, and pages visited. This information is used solely for operating and improving the website and is not linked to any personally identifiable information.

4.3 Contact Form Submissions

If you submit a contact form on our website, we collect the information you provide — such as your name, firm name, practice area, email address, phone number, and message. We use this information only to respond to your inquiry. Contact form submissions are processed through a third-party form service (Formspree) and are subject to their privacy policy as well.

4.4 Subscription and Billing Information

To maintain your subscription, we collect and store your firm name, contact email address, and payment information. Payment processing is handled by a PCI-compliant third-party payment processor. We do not store full credit card numbers on our systems.

5. How We Use the Information We Collect

We use collected information only for the following purposes:

• To validate and manage software licenses
• To process subscription payments and renewals
• To respond to support and sales inquiries
• To deliver software updates to the FirmFlow PBO application
• To operate and improve our website
• To communicate about material changes to our products or terms

6. Information Sharing and Disclosure

We do not sell, rent, or trade your information to any third party. We do not share personally identifiable information with advertisers or marketing companies.

We may share information with service providers who assist us in operating our business (such as payment processors and email delivery services), but only to the extent necessary to provide those services and subject to appropriate confidentiality obligations.

We may disclose information if required to do so by law or in response to a valid legal process, or if we believe disclosure is necessary to protect the rights, property, or safety of FirmFlow Automation, our customers, or the public.

7. Data Retention

We retain subscription and billing records for as long as your account is active and for a reasonable period thereafter as required by applicable law. Contact form submissions are retained only as long as necessary to address your inquiry. License validation logs are retained for a limited period for security and fraud prevention purposes.

8. Security

We implement reasonable technical and organizational measures to protect the information we hold. Our license validation API communicates over encrypted HTTPS connections. Access to subscription data is restricted to authorized personnel only.

Because FirmFlow PBO processes all case data locally, the security of your client files depends on the security practices of your firm's computers and network — not on our systems.

9. Your Rights

You may contact us at any time to request access to, correction of, or deletion of personal information we hold about you. To make such a request, contact us at privacy@firmflowautomation.com.

10. Children's Privacy

Our services are intended for use by legal professionals and are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to active subscribers by email. The effective date at the top of this page reflects when the current version took effect.

12. Contact

For any questions or concerns regarding this Privacy Policy, please contact:

FirmFlow Automation
privacy@firmflowautomation.com
[Company Address Placeholder]
California, United States