Privacy policy

1. Who this policy covers

This policy explains how Monolo handles personal information in three situations: when you visit our website, when your firm and its users work in Monolo, and when the people in your firm's cases use the client portal your firm invites them to.

For visitors and for the users of a firm's account, Monolo decides how their information is used and this policy applies directly. For your firm's clients and parties, your firm decides; Monolo processes their information as your firm's service provider, under these terms and your firm's instructions, and your firm's own privacy notice governs.

2. What we collect

From visitors and from a firm's users, we collect what is needed to run the account and the service:

• Account details: name, work email, phone, role and the firm you belong to.
• Billing details: the plan, the number of case workers and payment records. Card numbers go to our payment processor and are never stored by Monolo.
• Use of the service: pages opened, features used, device and browser, and logs that help us keep the service secure and working.
• Support: what you send us when you ask for help, and our replies.

For your firm's clients and parties, we hold what your firm puts into their cases and what they provide through the portal: identity and immigration details, documents, questionnaire answers, messages, agreements and payment records. This can include sensitive information, such as nationality, family details and government identifiers, because immigration work requires it. We hold it only because your firm asked us to.

3. How we use information

We use account and usage information to provide Monolo to your firm, keep it secure, bill for it, support it, and tell you about changes to the service. We use it in aggregate, without identifying anyone, to understand how Monolo is used and to improve it.

We use your firm's clients' and parties' information only to do what your firm asks Monolo to do: keep the case, fill the forms, send the reminders, prepare the filing, collect the payment. We do not use it for our own marketing, for profiling, or to train machine learning models.

4. Information we hold for your firm

Your firm owns the information in its cases, and it controls who at the firm can see it, what the client portal shows, and when it is exported or deleted. Our staff can reach it only to support your firm at its request, to keep the service running, or where the law requires; every such access is logged and limited to what is needed.

Material that is privileged or confidential between your firm and its clients stays so in Monolo. We will not disclose it to a third party unless your firm instructs us to, or a law or court order compels us, and in that case we will tell your firm first unless we are prohibited from doing so.

If a client or party asks us to see, correct or delete their information, we will refer them to your firm and act on your firm's instructions.

5. Who we share information with

We do not sell personal information, and we do not share it with advertisers. We share it only with:

• Providers we need to run Monolo, under contracts that bind them to this policy: cloud hosting in the United States, email and text delivery, payment processing, document conversion and the model providers behind our drafting and extraction features. None of them may use your clients' information for their own purposes.
• Government agencies, only when your firm files or checks a case through Monolo, and only what that filing or check requires.
• People your firm chooses to share with: a client in the portal, a co counsel, an accountant.
• Authorities, where the law compels us, as described above.
• A buyer of Monolo, if the company is sold, who would take on this policy.

6. How we protect it

Information in Monolo is encrypted in transit and at rest. Access inside Monolo is role based and logged, multi factor authentication is available to every user, and our own staff's access is limited, reviewed and recorded. We test the service for weaknesses regularly and keep backups in more than one location.

No service can promise that nothing will ever go wrong. If we confirm an incident that affects your firm's information we will tell your firm's administrator within 72 hours, with what happened, what was affected and what we are doing, so your firm can meet its own duties to its clients and its bar.

7. How long we keep it

We keep your firm's information for as long as its account is open, because a case file has to be complete. Your firm can delete a case, a document or a party at any time, and can export everything at any time.

When an account closes, your firm has 30 days to export its data. We then delete it from the live service and from backups within a further 90 days. We keep billing records and the minimum needed to show what was agreed for as long as the law requires, usually seven years.

8. Your rights and choices

If you are a visitor or a user of a firm's account, you can ask us to show you the information we hold about you, correct it, delete it or send you a copy, and you can object to our using it for marketing at any time. Write to [email protected] and we will answer within 30 days. Where you live gives you further rights, for example under California or European law, we honour them.

If you are a client or party in a firm's case, please ask the firm. It controls your information in Monolo, and we will act on its instructions.

Our website uses only the cookies it needs to work and to sign you in, and a simple measurement of how the site is used that does not follow you elsewhere.

9. Where information is kept

Monolo is hosted in the United States. If your firm or its clients are elsewhere, their information is transferred to and processed in the United States, and we put in place the safeguards the law requires for that transfer.

10. Children

Monolo is for law firms and their adult users. Information about children appears in Monolo only because a firm's case concerns them, for example a dependent on a petition, and it is held for the firm under this policy. We do not knowingly collect information from a child directly.

11. Changes to this policy, and how to reach us

We will post any change to this policy here with its effective date, and tell your firm's administrator by email at least 30 days before a change that affects how your firm's information is used.

Questions about privacy go to [email protected].