Privacy Policy

This Privacy Policy describes how IR Legal Solutions LLC (“Company,” “we,” “us,” or “our”) collects, uses, stores, and discloses information through the Intake AI platform (“Service”), including information collected through inbound telephone intake calls and through the Service’s outbound SMS messaging program. By using the Service, you agree to the practices described in this Policy.

1. Information We Collect

A. Information from Firm Users (Account Holders)

When you create an account or join a firm on Intake AI, we collect:

• Identity information: First name, last name, email address, and profile image, provided through our authentication provider (Clerk);
• Firm information: Firm name, firm phone number, and firm email address;
• Account metadata: User role within the firm (Admin or User), membership timestamps, and subscription status;
• Usage data: Pages visited, features used, and actions taken within the dashboard.

B. Information from Callers (Intake Subjects)

When a prospective client calls your firm’s Intake AI phone number, we collect and process:

• Caller identity: First and last name, as provided by the caller during the AI conversation;
• Phone number:The caller’s inbound phone number, captured via Twilio;
• Call recording: An audio recording of the entire call (callers are notified of recording at the start of each call);
• Transcript: A full text transcription of the call, generated by our transcription provider (Deepgram);
• Extracted intake data:Structured information derived from the transcript, including call classification (AI-handled, re-routed, or voicemail), call summary, and lead qualification status — processed by an AI language model (Google Gemini);
• Call metadata: Call duration, timestamps, and technical call identifiers;
• Signed documents: Retainer agreements and other legal documents sent to and executed by callers through our document delivery provider (DocuSeal), including document content, signature timestamps, and completion status;
• SMS opt-in records: If you provide consent during a call to receive SMS messages from your firm, we collect and retain the timestamp of your consent.

C. Automatically Collected Information

We may automatically collect standard web server logs, IP addresses, browser type, and device information when you access the dashboard. We use this data for security, diagnostics, and service improvement.

2. How We Use Information

We use collected information to:

• Provide, operate, and maintain the Service;
• Authenticate users and enforce access controls across firm accounts;
• Route, record, transcribe, and process inbound intake calls on behalf of your firm;
• Generate AI-powered summaries, transcripts, and lead qualification assessments;
• Display encounter records and analytics in your firm’s dashboard;
• Deliver retainer agreements and other legal documents to callers and track signature status through our document provider (DocuSeal);
• Send SMS text messages to callers who have opted in, including (a) retainer agreements and other legal documents requested during the call, (b) appointment confirmations and reminders, and (c) updates on the status of the caller’s matter;
• Send transactional and customer-care SMS messages required by mobile carriers, including HELP responses and STOP confirmations;
• Monitor and improve Service performance and reliability;
• Send account-related communications, including billing notifications and service updates;
• Comply with applicable legal obligations.

We do not use caller data for advertising or sell it to any third party.

3. Call Recording Disclosure

All calls processed through the Service are recorded. An automated announcement is played to callers at the start of every call informing them that the call is being recorded. Law firms using the Service are solely responsible for ensuring their use of call recording complies with all applicable federal and state consent laws.

4. Data Sharing and Sub-Processors

We share data only as necessary to provide the Service. We do not sell, rent, trade, or otherwise disclose personal information — including phone numbers and mobile information — to third parties or affiliates for marketing or promotional purposes. Our current sub-processors are:

• Clerk— User authentication, session management, and user profile storage;
• Twilio— Inbound call handling, routing, and recording delivery, and outbound SMS message delivery and consent record storage;
• Ultravox— Real-time voice AI agent for automated intake conversations;
• Deepgram— Audio transcription of call recordings;
• Google (Gemini API)— AI-powered extraction of structured intake data from call transcripts;
• DocuSeal— Electronic delivery and execution of retainer agreements and other legal documents requested during intake calls;

Each sub-processor is bound by data processing agreements and is only permitted to use data to perform services on our behalf. We may update this list as the Service evolves and will reflect changes in this Policy.

We may also disclose information:

• To comply with a legal obligation, court order, or government request;
• To protect the rights, property, or safety of IR Legal Solutions LLC, our users, or the public;
• In connection with a merger, acquisition, or sale of all or a portion of our assets, with notice to affected users.

5. SMS Messaging Program and Mobile Information

A. Description of the SMS Program

If you provide your mobile number to a law firm using the Service during an inbound intake call and consent to receive SMS messages, we will send SMS messages on the firm’s behalf in connection with your legal matter. Messages may include: (i) the retainer agreement or other legal document requested during your call, (ii) appointment confirmations and reminders, and (iii) updates on the status of your matter. We do not send marketing or promotional messages through this program.

B. Message Frequency and Cost

Message frequency varies depending on the stage and complexity of your matter. Message and data rates may apply. We do not charge you for the messages themselves; any charges depend on your mobile plan with your wireless carrier.

C. How You Opt Out

You may opt out of SMS messages at any time by replying STOP, UNSUBSCRIBE, CANCEL, END, QUIT, or STOPALL to any message we send you. You will receive one final confirmation message acknowledging your opt-out, after which no further messages will be sent. Opt-out requests are processed promptly and in any case within ten (10) business days.

D. Mobile Carriers

Mobile carriers are not liable for delayed or undelivered messages. The SMS program is supported on AT&T, T-Mobile, Verizon Wireless, U.S. Cellular, and other major U.S. carriers.

E. No Sharing of Mobile Information

Mobile phone numbers and any other mobile information collected through the Service — including inbound caller phone numbers captured during intake calls and SMS opt-in records collected during the messaging program — will not be shared with third parties or affiliates for marketing or promotional purposes at any time. This data is used exclusively to provide the intake call and SMS messaging service on behalf of your firm and is subject to the same data protection standards described in this Policy. This no-sharing commitment includes lead generators, marketing aggregators, advertising networks, and affiliated companies. We do not use mobile information to send unsolicited marketing communications. Any opt-in or opt-out preferences you express regarding mobile communications will be honored and will not be overridden by sharing your information with a third party.

6. Data Retention

We retain firm user account data for as long as your account remains active or as needed to provide the Service. Encounter records — including call recordings, transcripts, extracted data, signed documents, and SMS message logs — are retained on behalf of your firm and are accessible through your dashboard.

SMS consent records and message logs are retained for the longer of (a) seven (7) years following the close of your matter, consistent with standard legal records retention obligations, or (b) the period required by applicable law.

Upon account termination, we will retain your data for a reasonable period to allow for export requests, after which it will be deleted or anonymized in accordance with our internal data retention schedules.

7. Data Security

We implement industry-standard technical and organizational measures to protect all data against unauthorized access, loss, or disclosure. These measures include:

• Encryption in transit: All data transmitted between your browser, our servers, and our sub-processors is encrypted using TLS (Transport Layer Security);
• Encryption at rest:All stored data — including call recordings, transcripts, signed documents, caller information, and account data — is encrypted at rest;
• Access controls: Role-based access controls ensure that only authorized personnel and systems can access your data;
• Authentication: API access is protected via signed tokens and webhook signature verification to prevent unauthorized requests.

Your data is not shared with any party beyond what is described in Section 4 above. We do not use your data for any purpose other than providing and improving the Service.

No method of transmission over the internet or electronic storage is 100% secure. You are responsible for evaluating whether the Service meets your firm’s specific data security and confidentiality obligations, including any applicable state bar guidance on cloud-based storage of client information.

8. Your Rights and Choices

Depending on your jurisdiction, you may have certain rights regarding your personal data, including the right to access, correct, or delete data we hold about you. To exercise these rights, contact us at admin@intake-ai.com.

For requests related to caller data collected during intake calls, the relevant firm (your Service customer) is the data controller for that information. We process such data as a service provider on the firm’s behalf. Callers seeking to exercise data rights should contact the law firm directly.

9. California Privacy Rights (CCPA)

If you are a California resident, you have the right to know what personal information we collect, the right to delete your personal information (subject to certain exceptions), and the right to opt out of the sale of your personal information. We do not sell personal information. To exercise your CCPA rights, contact us at admin@intake-ai.com.

10. Children’s Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you via email or through the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the revised Policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

IR Legal Solutions LLC
admin@intake-ai.com