Overview

MatterReady ("we", "us", or "our") operates the MatterReady.io platform. This Privacy Policy describes how we collect, use, and share information when you use our services.

Information We Collect

Account Information

When you create an account, we collect your name, email address, law firm name, and billing information. This information is necessary to provide our services.

Client Intake Data

When prospective clients complete intake forms, we collect the information they provide, including names, contact information, and matter details. This data belongs to your law firm and is processed on your behalf.

Usage Data

We automatically collect information about how you use our services, including pages visited, features used, and actions taken. This helps us improve our platform.

Phone Numbers and SMS Data

When you provide a phone number and consent to SMS messages, we collect and store your phone number in encrypted form. We also collect records of SMS messages sent and received, including security alert responses. Phone numbers are encrypted at rest and hashed for lookup. We do not share phone numbers or SMS data with third parties for marketing purposes. SMS messages are transmitted via Twilio, our messaging service provider, subject to their privacy policy.

Integration Data

When you connect integrations (such as Clio, Google Calendar, or Google Analytics), we access only the data necessary to provide the integration functionality. We never store your credentials for third-party services.

How We Use Your Information

We use the information we collect to:

Provide and maintain our services
Process transactions and send related information
Send technical notices and support messages
Respond to your comments and questions
Analyze usage patterns to improve our services
Detect and prevent fraud or abuse

Artificial Intelligence & Data Processing

MatterReady includes AI-powered features that process data on your behalf. This section describes what these features are, what data they access, and how that data is handled.

AI Features

Chatbot intake — An AI chatbot on your website collects structured intake information from prospective clients
Contact qualification scoring — AI analyzes intake submissions to prioritize leads by practice area fit and urgency
Billing intelligence — AI surfaces billing anomalies and time entry patterns from your Clio billing data
AI assistant — Staff can ask operational questions and get answers sourced from your MatterReady data

What Data Goes to AI Providers

AI features send operational queries and structured context to OpenAI via their API. This includes data such as practice area categories, lead counts, status values, and billing summaries. The AI assistant may include matter details when the requesting user is authorized to view them.

The chatbot sends conversation messages and your firm's configured chatbot personality and practice area information. It does not send internal lead data or billing information.

No Training on Your Data

MatterReady does not use Customer Content to train generalized AI or machine learning models. Our AI providers are contractually prohibited from using submitted data for model training. Data sent to those providers is processed only as necessary to deliver the requested feature.

For more detail on our AI commitments, see our AI Principles page.

Service Providers & Subprocessors

We do not sell your personal information. MatterReady uses a limited number of subprocessors to deliver the service, including providers for hosting, messaging, billing, and electronic signatures.

A current list of subprocessors is available at /subprocessors.

We also share information in the following circumstances:

With your consent — When you direct us to share information
Legal requirements — When required by law or to protect our rights
Business transfers — In connection with a merger, acquisition, or sale of assets

Cookies & Tracking Technologies

Essential Cookies

We use essential cookies for session management and authentication. These cookies are required for the Service to function and cannot be disabled.

Analytics

We collect usage analytics to understand how the platform is used and to identify areas for improvement. We do not use third-party advertising cookies or sell data to advertisers.

Chatbot Session Tracking

When a visitor interacts with a firm's chatbot widget, we use a session identifier to maintain conversation continuity. This identifier is not used for cross-site tracking.

Marketing Attribution

If your firm connects Google Analytics or Google Ads, those services may set their own cookies on your firm's intake pages. These integrations are optional and controlled by your firm's settings. MatterReady does not set advertising cookies on its own.

Data Retention

Active accounts: We retain your information for as long as your account is active and as needed to provide services.

Post-cancellation: After cancellation, your data is retained for ninety (90) days to allow for data retrieval via the self-service export feature. After this retrieval window, Customer Content is permanently deleted from our systems.

Audit logs: Audit logs of administrative actions are retained according to compliance requirements and your firm's configuration.

Backups: Encrypted daily snapshots are created automatically and retained according to your plan's retention policy. Snapshot data is deleted when the retention window expires.

You can request immediate deletion of your data at any time by contacting privacy@matterready.io. Deletion requests are honored within 30 days.

Your Rights

Depending on your location, you may have the right to:

Access the personal information we hold about you
Correct inaccurate information
Delete your personal information
Export your data in a portable format
Opt out of certain data processing activities

To exercise these rights, contact us at privacy@matterready.io.

California Privacy Rights (CCPA)

California residents have additional rights under the California Consumer Privacy Act, including the right to know what personal information we collect and how we use it, the right to delete personal information, and the right to opt out of the sale of personal information (we do not sell personal information).

European Data Protection (GDPR)

If you are located in the European Economic Area (EEA) or the United Kingdom, the following additional provisions apply:

Legal Basis for Processing

We process personal data on the following legal bases:

Contract performance — Processing necessary to provide the Service you subscribed to
Legitimate interests — Processing necessary for service improvement, fraud detection, and security, where our interests do not override your rights
Consent — Where you have given explicit consent (e.g., marketing communications, SMS messages)

Data Subject Rights

In addition to the rights listed above, GDPR provides you with the right to:

Portability — Receive your personal data in a structured, machine-readable format
Restriction — Request restriction of processing in certain circumstances
Objection — Object to processing based on legitimate interests

Data Processing Agreement

A Data Processing Agreement (DPA) is available on request for firms that require one for GDPR compliance. Contact privacy@matterready.io to request a DPA.

Security

We implement appropriate technical and organizational measures to protect your information. For details, see our Security & Trust page.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have questions about this Privacy Policy, please contact us at privacy@matterready.io or through our contact page.