Privacy Policy

1. Introduction

LexIntake ("we", "us", "our") operates the website lexintake.online and provides AI-powered legal services automation tools designed for Ontario law firms and legal professionals. We are based in Ontario, Canada.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with our AI-powered tools. It applies to all users, including visitors, registered users, and subscribers. By using our services, you consent to the practices described in this policy.

2. Information We Collect

2.1 Personal Information

When you create an account, contact us, or use our services, we may collect:

• Full name
• Email address
• Phone number
• Firm name and professional designation
• Billing and payment information (processed securely through our payment provider)

2.2 Usage Data

We automatically collect certain information when you access our services, including:

• IP address, browser type, device information, and operating system
• Pages visited, features used, and time spent on the platform
• Referral source and search terms used to find our website
• Date, time, and duration of visits

2.3 AI Queries and Responses

When you use our AI-powered tools (such as the Legal Assistant, Document Scanner, Research Brief, Demand Letter Generator, or any other AI tool), we collect and store:

• The text of queries, prompts, and documents you submit
• AI-generated responses, analysis, and outputs
• Conversation history within our tools
• Documents uploaded for processing

This data is collected to provide you with the AI service, improve our models, and maintain quality assurance. We do not use your queries or documents to train AI models without explicit consent.

2.4 Cookies and Local Storage

We use cookies and similar tracking technologies, including local storage, session storage, and web beacons. See Section 7 for details on the types of cookies we use and how to manage them.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and improving our services — Delivering AI-powered legal tools, processing your queries, and generating responses
• Improving AI quality — Analyzing usage patterns and outputs to enhance the accuracy, relevance, and safety of our AI models
• Communication — Sending service notifications, updates, responses to your inquiries, and marketing communications (with your consent)
• Account management — Creating and maintaining your account, processing payments, and providing customer support
• Security and compliance — Detecting fraud, preventing abuse, and complying with legal obligations and law enforcement requests
• Analytics — Understanding how users interact with our platform to improve user experience and service design

4. AI Processing of Legal Queries

LexIntake uses artificial intelligence, including large language models, to process legal queries and generate responses. This section describes how your data is handled during AI processing:

• Your queries and any documents you submit are sent to our AI processing infrastructure for real-time analysis.
• AI-generated responses are created based on patterns in training data and your input. They are not the product of legal reasoning by a licensed lawyer.
• Both your queries and the AI's responses are stored on our servers to provide conversation continuity, quality assurance, and support services.
• We take steps to minimize data retention; however, some data persists in system logs and backups for up to 90 days after deletion.
• Your data is not used to train or fine-tune public AI models without your explicit consent.

5. Data Storage and Security

Your data is stored in Canada on servers that comply with Canadian privacy legislation. We implement industry-standard security measures to protect your information, including:

• Encryption in transit (TLS 1.3) and at rest (AES-256) for all sensitive data
• Regular security audits and vulnerability assessments
• Access controls limiting data access to authorized personnel on a need-to-know basis
• Secure authentication and session management
• Regular data backups with disaster recovery procedures

We comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), Canada's federal privacy law, and are committed to the ten principles of privacy protection established under PIPEDA: accountability, identifying purposes, consent, limiting collection, limiting use, disclosure and retention, accuracy, safeguards, openness, individual access, and challenging compliance.

While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.

6. Third-Party Services

We use the following third-party services that may collect information about you:

6.1 Google Analytics

We use Google Analytics 4 (GA4, Property ID: G-1GQMS1YPW1) to understand how visitors interact with our website. Google Analytics collects information such as pages visited, time spent on site, and device information. This data is aggregated and anonymized where possible. Google may use this data to serve ads across its network. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

6.2 Google AdSense

We use Google AdSense (Publisher ID: ca-pub-9586393534017570) to display advertisements on our website. Google may use cookies and web beacons to serve ads based on your prior visits to our site or other websites. Google's use of advertising cookies enables it and its partners to serve ads based on your visit to our site and/or other sites on the Internet. You may opt out of personalised advertising by visiting Google Ads Settings.

6.3 Ollama AI API

We use Ollama's AI API to power our legal AI tools. When you submit a query, it is processed by our AI infrastructure. Queries are processed in real-time and are not stored by the API provider beyond the duration of the request. For Ontario law firms with strict data residency requirements, we recommend discussing a Canadian-hosted deployment with our team.

6.4 Resend Email Service

We use Resend to deliver transactional emails such as account confirmations, password resets, and service notifications. Email addresses provided through contact forms or account registration are processed by Resend for delivery purposes only.

We encourage you to review the privacy policies of these third-party services. We are not responsible for the privacy practices of third-party providers.

7. Cookies

We use the following categories of cookies:

7.1 Essential Cookies

These cookies are strictly necessary for the website to function. They enable core features such as secure login, session management, and page navigation. Essential cookies cannot be disabled without affecting the functionality of the site.

7.2 Analytics Cookies (Google Analytics)

We use GA4 analytics cookies (Property ID: G-1GQMS1YPW1) to collect information about how visitors use our site. These cookies help us understand which pages are most visited, how users navigate the site, and where improvements can be made. Analytics data is aggregated and anonymized where possible.

7.3 Advertising Cookies (Google AdSense)

We use Google AdSense advertising cookies (Publisher ID: ca-pub-9586393534017570) to display relevant advertisements and to measure the effectiveness of advertising campaigns. These cookies may be used by Google to build a profile of your interests and show you relevant ads on other sites. You can opt out of personalised advertising through Google Ads Settings or the Network Advertising Initiative opt-out page.

You can manage your cookie preferences at any time through your browser settings. Most browsers allow you to refuse or delete cookies. Note that disabling cookies may affect the functionality of our website.

8. Your Rights Under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the following rights regarding your personal information:

• Right of Access — You may request access to the personal information we hold about you. We will provide this information within 30 days, subject to limited exceptions.
• Right of Correction — You may request that we correct any inaccurate or incomplete personal information we hold about you.
• Right to Withdraw Consent — You may withdraw your consent for the collection, use, or disclosure of your personal information, subject to legal and contractual restrictions.
• Right to Complain — If you believe our handling of your personal information does not comply with PIPEDA, you may file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca.

To exercise any of these rights, please contact us at hello@lexintake.online.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Our retention periods are:

• Account data — Retained for the duration of your account plus 30 days after deletion
• AI queries and responses — Retained for the duration of your subscription plus 90 days
• Billing records — Retained for 7 years as required by Canadian tax law
• Analytics data — Aggregated and anonymized after 26 months (per Google Analytics retention policy)
• Contact form submissions — Retained for 2 years

You may request deletion of your personal information at any time by contacting us at hello@lexintake.online. We will process deletion requests within 30 days, subject to legal retention obligations. Some data may persist in system backups for up to 90 days after deletion.

10. Children's Privacy

Our services are not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have inadvertently collected personal information from a child under 18, we will take steps to delete that information promptly. If you believe a child under 18 has provided us with personal information, please contact us at hello@lexintake.online.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make changes:

• We will update the "Last updated" date at the top of this policy
• For material changes, we will notify you by email or through a prominent notice on our website
• Continued use of our services after changes take effect constitutes acceptance of the updated policy

We encourage you to review this policy periodically to stay informed about how we protect your information.

12. Contact Us

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