Terms of service

1. Who we are and what these terms cover

Monolo is a case management platform built for immigration law firms: intake, cases, forms, filings, billing and tracking in one place. These terms are the agreement between Monolo and the law firm or practitioner that opens an account ("your firm" or "you"). They cover the web application, the client portal, MonoFill and every other service we provide under the Monolo name.

By opening an account, or by using Monolo on behalf of a firm, you confirm that you are authorised to bind that firm to these terms, and that your firm is a law practice or a licensed practitioner permitted to provide immigration services where it operates.

2. Your account and the people on it

Your firm's account is opened by an administrator, who may add attorneys, paralegals and other case workers as users and may remove them. Your firm is responsible for every action taken under its account and for keeping each user's sign in private. Multi factor authentication is available to every user and we recommend it for all of them.

Parties in your cases reach Monolo only through the client portal, under the invitation your firm sends them. They are not customers of Monolo; what they see and do in the portal is decided by your firm.

If people within a firm disagree about who controls its account, we will follow the written instructions of the firm's named administrator, or a court order, and may suspend the account until the matter is settled.

3. What Monolo is, and what it is not

We grant your firm a non exclusive, non transferable right to use Monolo for its own practice while its subscription is active. Monolo is software. It does not practise law, it does not give legal advice, and nothing it produces, suggests or flags is a substitute for the judgement of a licensed attorney.

Deadlines, status checks and reminders are an aid to your firm's own docketing, not a replacement for it. Your firm remains responsible for meeting every deadline in every case.

4. Your clients, your parties and their information

Everything your firm puts into Monolo, and everything Monolo produces from it, belongs to your firm: cases, documents, questionnaires, notes, agreements, messages and the information of the people in them. We call this your customer content.

Monolo holds your customer content on your firm's behalf and processes it only on your instructions, to provide and support the service. We do not use it to train artificial intelligence models, we do not sell it and we do not share it with anyone except as described in our Privacy policy. Communications between your firm and its clients kept in Monolo remain your firm's privileged and confidential material; our access to them is limited to what is needed to run the service and is logged.

Your firm is responsible for obtaining whatever consent or notice its clients and parties require before their information is stored in Monolo, and for honouring their rights under the law that applies to your firm.

5. Government filings and connected accounts

Monolo prepares forms and, through MonoFill and its integrations, submits filings to government systems such as USCIS, the Department of Labor's FLAG and the Department of State's CEAC. These are your firm's own government accounts. Your firm is responsible for keeping them in good standing and for the accuracy and completeness of every filing made through them.

Every form must be reviewed by a licensed attorney or an authorised representative at your firm before it is filed. Monolo records who reviewed and submitted each filing, and a receipt is saved on the case.

Government systems change without notice. We work to keep the integrations current, but we cannot promise that a filing will be accepted, processed within any time or treated in any particular way by an agency.

6. Automated drafting and data extraction

Some of Monolo's features use machine learning: pulling names, dates and numbers out of uploaded documents, populating forms, drafting retainer agreements and summarising notices. Their output is a draft. A licensed attorney at your firm must review it before it is relied on, sent to a party or filed.

Your firm can turn these features off for its account. When they are on, your customer content is processed to produce the output and is not retained by any model provider or used to train models, as set out in our Privacy policy.

7. Fees, billing and renewal

Monolo is priced per case worker, on the plan your firm chooses, billed monthly or yearly in advance. Subscriptions renew at the end of each term unless cancelled before it ends. We give at least 30 days' notice before a price changes, and the change applies from your next renewal.

Fees are not refunded for part of a term, except where the law requires it. If a payment fails we will tell you and try again; if it is not settled within 14 days we may suspend the account until it is.

Payments your clients make to your firm through Monolo are handled by an independent payment processor under its own terms. Monolo never holds client funds, never touches a trust account and takes no fee from a client's payment to your firm beyond what the processor charges.

8. Acceptable use

Your firm agrees to use Monolo only for its own lawful practice and in keeping with the professional rules that bind it. In particular, you will not:

• Use Monolo to practise law without a licence, or let anyone who is not authorised file on a case.
• Upload material you have no right to hold, or information about a person without the basis to do so.
• Share a user's sign in, resell access, or let anyone outside your firm use the service except through the client portal.
• Probe, overload, scrape or reverse engineer the service, or use it to build a competing product.
• Send unlawful, misleading or harassing messages to parties through the portal.

9. Confidentiality and security

Each of us will keep the other's confidential information confidential and use it only for this agreement. Your customer content is your firm's confidential information, always. Our product plans, pricing not published on our site and security details are ours.

We protect Monolo with encryption in transit and at rest, access controls, logging and regular testing, as described in our Privacy policy. If we learn of a security incident affecting your customer content we will tell your firm's administrator without undue delay, and in any case within 72 hours of confirming it, with what we know and what we are doing.

Your firm agrees to keep its users' credentials secure, to remove users who leave, and to tell us promptly if it suspects its account has been misused.

10. What we own, and feedback

Monolo, its software, designs, templates and documentation belong to Monolo. Your firm may use them only as part of the service. Form templates and agreement templates are starting points; the filled documents your firm produces from them are its customer content.

If you give us ideas or feedback, we may use them to improve Monolo without owing you anything, and without any obligation to keep them confidential unless we agree otherwise in writing.

11. Term, ending the agreement, and your data

This agreement runs while your firm has a subscription. Your firm may cancel at any time, effective at the end of the current term. We may end it on 30 days' written notice, or at once if your firm materially breaches these terms and does not put it right within 14 days of being told, or where the law requires.

Your firm can export its customer content at any time while the agreement runs, and for 30 days after it ends, in standard formats including PDF and CSV. After that we delete it from the live service and from backups within a further 90 days, unless we are required to keep it by law. We will never hold your clients' files to settle a bill.

12. Warranties, liability and indemnity

We will provide Monolo with reasonable skill and care and in keeping with its documentation. Beyond that, the service is provided as it is, and we do not promise that it will be uninterrupted or free of errors, or that any government agency will accept or act on a filing within any time.

Neither of us is liable to the other for indirect or consequential loss. Our total liability to your firm under this agreement is limited to the fees your firm paid us in the 12 months before the claim. Nothing in these terms limits liability for fraud, for death or personal injury caused by negligence, or for anything the law does not allow to be limited.

Your firm will defend us against claims by its clients, parties or third parties that arise from how your firm used Monolo, including the content it uploaded and the filings it made, except to the extent the claim is caused by our breach of this agreement.

13. Disputes and governing law

If there is a dispute, we will first try to settle it by talking: each of us will name a senior person and they will meet within 30 days of a written notice. If that fails, the dispute will be resolved in the courts of the State of California, United States, under California law, and each of us submits to those courts. We may each seek an injunction anywhere to protect confidential information or intellectual property.

14. Changes to these terms, and how to reach us

We may update these terms as Monolo and the law change. We will post the new version here with its effective date and tell your firm's administrator by email at least 30 days before a change that reduces your rights takes effect. Continuing to use Monolo after that date is acceptance of the new terms; if your firm does not accept them, it may cancel before they apply.

Questions about these terms go to [email protected].