Privacy Policy

Filevine, Inc. (“Filevine” or “we” or “us”) is committed to respecting and protecting your privacy. Filevine provides cloud-based legal case management, contract management & lead generation platforms (the “Services”) to enable Filevine subscribers (“Subscribers”) to create and manage their workflows and business tasks. Filevine Subscribers may, in turn, make the Services available to its employees, independent contractors, clients and/or other third parties (“End Users”), as permitted by the Filevine Terms of Service. This Privacy Policy (“Policy”) explains the types of personal data we collect from visitors of our sites at https://Filevine.com, https://www.leaddocket.com, https://vinesign.com, or https://getoutlaw.com (the “Sites”) and people with whom we communicate and interact in the course of providing the Sites and Services. This Policy also describes how we use personal data, the purpose for sharing and recipients of personal data, your rights and choices, and how you can contact us about our privacy practices. This Policy applies to Filevine’s Sites and Services. It does not apply to websites, products and services of third parties which are subject to their own privacy policies.

Please read this Policy carefully to understand our policies and practices regarding your personal data and how we will process it. You can also click on the links below to easily navigate to a specific section.

• Personal Data We Collect
• How We Use Personal Data
• How We Disclose Personal Data
• Your Rights and Choices
• Notice for California Residents
• Cookie Policy
• Data Security and Retention
• International Data Transfers
• Use by Minors
• Third-party Links
• Updates to this Policy
• Contact Us

1. Personal Data We Collect

   1. Personal Data You Provide

      Personal data is any information that relates to an identified or identifiable individual. We collect several types of personal data from and about users of our Sites and Services. In many cases, the personal data that you provide directly to us through our Services will be apparent from the context in which you provide the data:

      • Account Information. When you register for a Filevine account, we collect your full name, email address, phone number, organization name and other related information such as account login credentials.
      • Profile Information. You may choose to add information to your profile on the Services, which may be made public. Such information may include your username and profile photo. Please do not upload any profile information you would not want to be made public.
      • Inquiry Information. When you fill-in our online form to contact our sales team, we ask for your name, contact information, country, and other information about your interest in our Services.
      • Billing and Payment Information. If you are a Subscriber, you will provide your contact information and financial information as part of your business relationship with us.
      • Communications. When you communicate with us or other End Users through the Sites and Services or otherwise communicate with us by email or text, we collect information about the communication and any other information you provide in your response.

   2. Information Collected Automatically

      As you navigate through and interact with the Sites and Services, we may use cookies and similar tracking technologies that automatically collect certain information about you, including:

      • Browser and device data, such as your IP Address, device type, operating system and Internet browser type, operating system name and version, device manufacturer and model, language, plug-ins, add-ons and the language version of the Sites you are visiting.
      • Usage data, such as times spent on the Sites and Services, pages visited, links clicked, language preferences, and the pages that led or referred you to our Sites.

      To learn more about the cookies that may be served through our Sites and Services and how you can control our use of cookies and third-party analytics, please visit our Cookie Policy.

2. How We Use Personal Data

   We rely on a number of legal grounds to enable our use of your personal data. We use personal data to pursue our legitimate business interests, to enter into a business relationship with prospective Subscribers and perform contractual obligations that we have with them, and to comply with our legal obligations. We also use personal data with your consent. More specifically, we use personal data in the following ways:

   • To provide the Sites and Services to you;
   • To provide you with information about the Services, at your request;
   • To help us improve and personalize the functionality of the Sites and Services;
   • To help us understand your usage of the Sites and Services in order to improve them;
   • To communicate with you regarding customer service matters, questions, and other various comments or feedback you may send to us;
   • To provide you with notices about your account;
   • To carry out our obligations and enforce our rights arising from any agreement or contract entered into between you and us, including for billing and collections;
   • To notify you about changes to our Sites and Services, our products or any other services we offer;
   • To inform you about products, services, offers and events we offer or sponsor, and to provide news and other information that may be of interest to you;
   • To communicate various technical and administrative messages regarding the Sites and Services, including notices of technology updates; and
   • To offer you the opportunity to participate in contests or surveys regarding the Sites and Services.
   • For any other purpose that you consent to at the time the personal data is collected.

3. How We Disclose Personal Data

   We do not sell or rent personal data to marketers or unaffiliated third parties. We will share your personal data with third parties only as described in this Policy:

   1. Affiliates. With other Filevine affiliates in order to provide our Sites and Services and for our administrative purposes.
   2. Service Providers. To contractors, service providers, and other third parties we use to support our business, such as website hosting, data analysis, marketing service, customer service, email delivery and auditing services;
   3. Business Partners. With third-party business partners in connection with our Sites and Services to our Subscribers for business purposes. 
   4. Corporate Transactions. In connection with an actual or proposed merger, reorganization, divestiture, or sale of some or all of Filevine’s assets or a financing or acquisition of all or a portion of our business by another company. In these circumstances, Filevine will instruct the parties with whom personal data is shared to process personal data in accordance with this Privacy Policy.
   5. Compliance and Harm Prevention. To comply with any court order, law, or legal process, including to responding to any government or regulatory request; to enforce or apply our Terms of Service and other agreements, including for billing and collection purposes; if we believe disclosure is necessary or appropriate to protect our rights, property, or safety, our subscribers, or others; or
   6. Other. With your consent or for any other purpose we disclose when you provide the information.

   Note: Any personal data you add to your profile will be accessible by End Users and other parties with access to the Services and may be made public. Please do not upload profile information you would not want to be made public.

4. Your Rights and Choices

   1. Opting Out of Receiving Electronic Communications
      If you no longer want to receive marketing-related emails from us, you may opt-out via the unsubscribe link included in such emails. We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out of receiving marketing-related emails from us, we may still send you other messages in connection with providing our Sites and Services.
   2. How You Can See or Update Your Account Personal Data
      To see or update your personal data in your account, log into Filevine, and go to “Setup” and make your changes in the appropriate sections. You may change the personal data in your Filevine account at any time. If you do not directly have a Filevine account, request changes directly to the Filevine Subscriber.
   3. How You Can Delete Your Account
      If you would like to delete your Filevine account, you may contact your Filevine administrator within your organization to remove you from the system. If you are the Filevine administrator and would like to like to delete your Filevine account, please contact support@filevine.com.
   4. Your California Rights
      If you are a California resident, you can visit our Notice for California Residents to learn more about the personal information we collect and disclose about you as well as your privacy rights related to your personal information under the California Consumer Privacy Act.
   5. Your Data Protection Rights
      If you are located in the EU or EEA, you may have the following rights with respect to the personal data we process:
      • The right to request confirmation that Filevine processes personal data relating to you, and if so, to request a copy of that personal data;
      • The right to request that Filevine corrects or updates your personal data that is inaccurate, incomplete or outdated;
      • The right to request that Filevine erase your personal data in certain circumstances provided by law;
      • The right to object to the processing of your personal data in certain circumstances provided by law;
      • The right to request that Filevine restrict the use of your personal data in certain circumstances provided by law;
      • The right to request portability of your personal data;
      • If we have processed your personal data with your consent, you have the right to withdraw your consent at any time; and/or
      • The right to complain to a data protection authority about our processing of your personal data.
   6. How You Can Exercise Your Data Protection Rights
      Filevine is a processor for the purposes of applicable data protection laws, which means that we may process personal data of our Subscribers’ End Users in connection with our provision of our Services to our Subscribers. Accordingly, if you are an End User of a Filevine Subscriber, please direct your requests directly to the Subscriber. We will comply with your request to the extent required by applicable law.

      If you feel that you have not received a satisfactory response from us, you may have the right under applicable laws to consult with the data protection authority in your country. If you are a resident of the EEA, you may direct your questions or complaints to the supervisory authority of the country you are located in, available here. If you are a resident of the UK, you may direct your questions or concerns to the UK Information Commissioner’s Office.

5. Notice for California Residents

   The California Consumer Privacy Act (“CCPA”) provides California residents with rights to receive certain disclosures regarding the collection, use and sharing of personal information as well as rights to access, delete, and restrict the same of certain personal information we collect about them.

   If you are visually-impaired, have another disability or seek support in other language, you may access Filevine’s Notice for California Residents by emailing privacy@filevine.com.

   1. Collection and Use of Personal Information
      For the purposes of this Notice for California Residents, “personal information” means information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.

      Below we describe the categories of personal information we have collected about you in the last twelve (12) months as well as how we collect it and how we use it. Some of the categories include very different types of information within the same category. As a result, how we use and how long we keep the information within each category will vary. Not all types of information within the same category will be used for all the purposes listed.

      
      

      Categories of PI	Category of Sources	Purpose of Collection & Use
      Identifiers. A real name, alias, postal address, unique personal identifier, online identifier, Internet Protocol address, email address, account name, Social Security number, driver's license number, passport number, or other similar identifiers.	Directly from you, such as when you create an account From End Users when they use the Services From our systems when we generate the information and assign it to you, such as your IP address	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features To provide marketing To personalize our Sites and Services
      Personal information categories listed in the California Customer Records statute. A name, signature, Social Security number, physical characteristics or description, address, telephone number, passport number, driver's license or state identification card number, insurance policy number, education, employment, employment history, bank account number, credit card number, debit card number, or any other financial information, medical information, or health insurance information. Some personal information included in this category may overlap with other categories.	Directly from you, such as when you create an account or pay for Services From End Users when they use the Services From third parties who work on your behalf to provide integrations with Filevine	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features To provide marketing To personalize our Sites and Services
      Protected classification characteristics under California or federal law. Age (40 years or older), race, color, ancestry, national origin, citizenship, religion or creed, marital status, medical condition, physical or mental disability, sex (including gender, gender identity, gender expression, pregnancy or childbirth and related medical conditions), sexual orientation, veteran or military status, genetic information (including familial genetic information).	Directly from you, such as when you attend a Filevine event From End Users when they use the Services From third parties who work on your behalf to provide integrations with Filevine	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features To provide marketing To personalize our Sites and Services
      Commercial information. Records of personal property, products or services purchased, obtained, or considered, or other purchasing or consuming histories or tendencies.	From you when you complete a transaction with us From End Users when they use the Services From third parties	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features To provide marketing To personalize our Sites and Services
      Biometric information. Genetic, physiological, behavioral, and biological characteristics, or activity patterns used to extract a template or other identifier or identifying information, such as, fingerprints, faceprints, and voiceprints, iris or retina scans, keystroke, gait, or other physical patterns, and sleep, health, or exercise data.	From you if you provide this information to us while using the service	To offer and provide our Sites and Services
      Internet or other similar network activity. Browsing history, search history, information on a consumer's interaction with a website, application, or advertisement.	From our systems when you use or interact with our Sites and Services From third parties	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features
      Geolocation data. Physical location or movements.	From our systems when you use or interact with our Sites and Services that collect this information, such as our marketing websites.	To offer and provide our Sites and Services To make improvements to our Sites and Services  To provide marketing To personalize our Sites and Services
      Sensory data. Audio, electronic, visual or similar information.	Directly from you, such as when you upload a profile photo From End Users when they use the Services	To offer and provide our Sites and Services To make improvements to our Sites and Services and create new products, services or features
      Professional or employment-related information. Current or past job history or performance evaluations.	Directly from you, such as when you apply for employment From End Users when they use the Services From third parties	To process employment applications To offer and provide our Sites and Services
      Non-public education information. Education records directly related to a student maintained by an educational institution or party acting on its behalf, such as grades, transcripts, class lists, student schedules, student identification codes, student financial information, or student disciplinary records.	From End Users when they use the Services	To offer and provide our Sites and Services

   2. Disclosure of Personal Information
      

      Filevine does not sell personal information of California residents and have not done so in the past twelve (12) months. We share your personal information for the business purposes with the recipients described in the How We Disclose Personal Data section. We also use cookies as described in our Cookie Policy.

   3. Your CCPA Rights
      

      If you are a resident of the state of California, you have the following rights with respect to your personal information:

      • The right to know or request that we disclose what personal information of yours we collect, use, disclose and sell, including:
        • the categories and specific pieces of personal information we have collected about you;
        • the categories of sources from which we collected the personal information;
        • the business or commercial purpose for which we collected the personal information;
        • the categories of third parties with whom we shared the personal information; and
        • the categories of personal information about you that we disclosed for a business purpose, and the categories of third parties to whom we disclosed that information for a business purpose.
        • The right to request that we delete personal information collected by us in certain circumstances provided by law.
      • The right to opt-out of the “sale” of your personal information by us. We do not “sell” your personal information, as explained above.
      • The right not to receive discriminatory or differentiated treatment by us because you exercised any of these rights.

      Filevine is a service provider for the purposes of the CCPA, which means that we may process personal information of our Subscribers’ End Users in connection with our provision of our Services to our Subscribers. Accordingly, if you are an End User of a Filevine Subscriber or an authorized agent of an End User, please direct your requests directly to the Subscriber. We will comply with your request to the extent required by applicable law.

   4. California “Shine the Light” Law
      

      California residents additionally have the right to request information regarding third parties to whom Filevine has disclosed certain categories of personal information during the preceding year for the third parties’ direct marketing purposes under California’s “Shine the Light” law (Cal. Civ. Code §1798.83). Personal information under this California law means “any information that when it was disclosed identified, described, or was able to be associated with an individual.” We do not disclose this type of personal information to third parties for their own purposes and we permit you to opt-out of any disclosures of non-identifiable personal information. However, if you are a California resident and would like to inquire further, please email privacy@filevine.com.

6. Cookie Policy

   Cookies are small text files that are stored in a computer’s browser directory. When you visit our Sites and Services, we may collect personal data from you automatically through cookies or similar tracking technologies (“cookies”). We also rely on partners to provide features of our Sites and Services using data about your use of the Sites and Services.

   1. How Filevine Uses Cookies

      We use cookies in accordance with this Privacy Policy for the following purposes:

      • Site Operations. To enable features that are necessary for providing you the services on our Sites and Services and making it usable and secure by enabling basic functions. We generally use analytics cookies in the following ways:
        • Authentication. To remember your login state so you don’t have to log in as you navigate through our Sites and Services.
        • Security. To protect user data from unauthorized access.
        • Functionality. To keep our Sites and Services working correctly, like showing you the right information for your selected location.
      • Preferences. To remember your preferences and recognize you when you return to our Sites and Services.
      • Analytics. To allow us to understand how our Sites and Services are being used. We generally use analytics cookies in the following ways:
        • Site Features and Services. To remember how you prefer to use our Sites and Services so that you don’t have to reconfigure your settings each time you log into your account.
        • To Analyze and Improve Our Services.  To help us understand how people reach our Sites and Services. They give us insights into improvements or enhancements we need to make to our Sites and Services so that they work better for you.
        • Similar Tracking Technologies. Certain features of the Sites and Services may use tokens, pixel tags, web beacons, clear GIFs, or other trackers to [e.g., track the actions of Users (such as email recipients), measure the success of our marketing campaigns, exclude current customers from marketing campaigns, or compile statistics about usage of the Services and response rates.
        • Third-Party Analytics. Through third-party analytics in order to collect and analyze information about the use of the Services and report on activities and trends. This service may also collect information regarding the use of other websites, apps and online resources. You can learn about Google’s practices on the Google website. See further details below on how to manage these cookies.
   2. How to Opt-Out
      You can opt out of cookies through your web browser’s settings, including to delete and disable cookies, with the exception of those cookies that are necessary to provide you with our Sites and Services. You can take a look at the help section of your web browser or follow the links below to understand your options. If you choose to disable cookies, some features of our Sites and Services may not operate as intended.
      • Chrome: https://support.google.com/chrome/answer/95647?hl=en 
      • Microsoft Edge: https://support.microsoft.com/en-us/search?query=Enable%20cookies&p=
      • Safari: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac 
      • Firefox: https://support.mozilla.org/en-US/kb/cookies-information-websites-store-on-your-computer

   We do not support Do Not Track functionality. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.

7. Data Security and Retention

   We make reasonable efforts to provide a level of security appropriate to the risk associated with the processing of personal data. We maintain organizational, technical and administrative measures designed to protect personal data covered by this Privacy Policy against unauthorized access, destruction, loss, alteration or misuse. Your personal data is only accessed by a limited number of personnel who need access to the information to perform their duties. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (e.g., you feel that the security of your account has been compromised), please contact us immediately.

   We retain your personal data as long as we are providing the Sites and Services to you or our Subscribers (as applicable). Even after we stop providing Sites and Services directly or indirectly to you, and even if you close your Filevine account, we keep your personal data in order to comply with our legal and reporting obligations. In all cases where we keep data, we do so in accordance with any limitation periods and records retention obligations that are imposed by applicable law.

8. International Data Transfers

   Personal data may be stored and processed in any country where we do business or our service providers do business. Personal data may be transferred, stored or processed in any country other than your own country, including the United States. Users should be aware that these countries may have data protection and privacy laws that are different to the laws of your country. Officials in those countries may be entitled to access your personal data. When transferring data across borders, we take measures to comply with applicable data protected laws related to such transfer.

   When transferring data across borders from the European Economic Area (“EEA”), the UK or Switzerland, we comply with applicable laws to provide an adequate level of data protection. Where required by applicable law, we use the EU Standard Contractual Clauses with a data recipient outside the EEA, UK or Switzerland or other legal methods available to us under applicable law.

9. Use by Minors

   The Sites and Services are not directed toward persons under 18. We do not knowingly solicit or collect personal data from children under the age of 18. Please contact us, using the information provided below if you believe we may have collected such personal data without parental or guardian consent.

10. Third-Party Links

    The Sites and Services contain links to other sites that are not owned or controlled by Filevine. These links are provided solely for your convenience. Filevine is not responsible for the privacy practices of such other sites. Please refer to the privacy practices for these providers directly if you have questions or concerns.

11. Updates to this Policy

    When we update our Privacy Statement, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Policy changes if and where this is required by applicable data protection laws.

12. Contact Us

    If you have questions or concerns about this Privacy Policy please contact us.

    Filevine, Inc.
    1242 E. Wilmington Ave. Suite 100
    Salt Lake City, Utah 84106
    privacy@filevine.com or
    info@filevine.com
    (801) 657-5228