Apex Legal Systems LLC ("we," "our," or "us") is committed to protecting your privacy and maintaining the security of your information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit our website ApexLegalSystems.com or use our services.
As a provider of HIPAA-compliant AI-powered intake solutions for personal injury law firms, we handle Protected Health Information (PHI) with the utmost care and in strict accordance with HIPAA regulations.
1. Information We Collect
1.1 Website Visitor Information
When you visit our website, we may collect:
Personal Information: Name, email address, phone number, law firm name, and number of attorneys when you submit a contact form or book a discovery call
Usage Data: IP address, browser type, device information, pages visited, time spent on pages, and referring URLs
Cookies and Tracking: We use cookies and similar technologies to enhance user experience and analyze website traffic
1.2 Client Data (For Active Clients Only)
When you become a client and use our services, we process:
Account Information: Law firm details, authorized users, billing information, and contact preferences
Protected Health Information (PHI): Information collected through your intake forms, including potential client names, contact information, injury details, and medical information
Communication Data: Call recordings, SMS messages, emails, and chat transcripts between your firm and potential clients
Technical Data: System logs, API usage, and performance metrics
2. How We Use Your Information
2.1 Website Visitors
To respond to your inquiries and schedule discovery calls
To send marketing communications (you can opt out anytime)
To improve our website and services
To analyze website traffic and user behavior
2.2 Client Data
To provide our AI-powered intake services
To process and route leads to your law firm
To generate analytics and reports on your intake performance
To provide customer support and training
To comply with legal obligations and enforce our Terms of Service
To improve our AI models and system performance (using de-identified data only)
3. HIPAA Compliance
We are a HIPAA-compliant Business Associate. For all clients handling Protected Health Information (PHI):
We sign a Business Associate Agreement (BAA) before processing any PHI
All PHI is encrypted at rest (AES-256) and in transit (TLS 1.2+)
Access to PHI is restricted to authorized personnel only
We maintain comprehensive audit logs of all PHI access
We conduct regular security assessments and risk analyses
All third-party vendors handling PHI sign BAAs with us
We have incident response procedures for any suspected breaches
4. How We Share Your Information
We do NOT sell your personal information.
We may share information with:
Service Providers: Third-party vendors who help us operate our services (all sign BAAs for PHI)
Your Law Firm: Client leads and intake data are shared with you as the client
Legal Requirements: When required by law, court order, or to protect our rights
Business Transfers: In connection with a merger, acquisition, or sale of assets (with continued HIPAA compliance)
5. Data Security
We implement industry-standard security measures:
AES-256 encryption for data at rest
TLS 1.2+ encryption for data in transit
Multi-factor authentication for system access
Regular security audits and penetration testing
Employee training on HIPAA and data security
Secure data centers with strong security practices
Automated backup and disaster recovery procedures
6. Data Retention
Website Visitor Data: Retained for 2 years or until you request deletion
Client Account Data: Retained for the duration of your subscription plus 7 years (as required by legal and tax regulations)
PHI: Retained per your instructions and HIPAA requirements (minimum 6 years from creation or last use)
Backup Data: May be retained in backups for up to 90 days after deletion
7. Your Rights
You have the right to:
Access: Request a copy of your personal information
Correction: Request correction of inaccurate information
Deletion: Request deletion of your information (subject to legal retention requirements)
Opt-Out: Unsubscribe from marketing communications
Data Portability: Request your data in a portable format
HIPAA Rights: All rights under HIPAA, including breach notification
Analytics and performance monitoring (Google Analytics, PostHog)
Marketing and advertising (retargeting)
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.
9. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.
10. International Users
Our services are based in the United States. If you access our services from outside the US, your information will be transferred to, stored, and processed in the United States. By using our services, you consent to this transfer.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
Posting the updated policy on our website
Updating the "Last Updated" date
Sending email notifications to active clients
Continued use of our services after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices, contact us: