Privacy Policy

ProofGuard AI (“ProofGuard,” “we,” “our,” or “us”) operates as a provider of legal technology, AI systems, and operational infrastructure for law firms and legal teams. This includes AI implementation, legal workflow automation, custom contract lifecycle management (CLM) systems, case management software, docket operations, discovery support, IT managed services, and cybersecurity support.

This Privacy Policy explains how we collect, use, disclose, and protect personal data when you use our website or interact with our services.

1. Data Controller

ProofGuard AI is the data controller of personal data collected through this website and related interactions.

Contact: Support@ProofGuardAI.com

2. Information We Collect

a. Automatically Collected Information
When you visit our website, we collect Device Information, including:

• IP address

• browser type and version

• time zone and device identifiers

• pages visited, time spent, and referring sources

• cookies and tracking technologies

b. Information You Provide
We may collect personal data you voluntarily provide, including:

• name

• email address

• phone number

• company or organization

• job title

• any information submitted through forms, demos, or communications

c. Client and Service Data
When providing services to law firms and legal teams, we may process data provided by clients, which can include business information, operational data, and legal workflow data. This data is processed strictly under client instructions and applicable agreements.

3. How We Use Information

We process personal data to:

• operate, maintain, and improve our website and services

• respond to inquiries and provide requested services or demos

• design, deploy, and maintain AI systems and legal technology solutions

• support legal operations workflows including contract management, case management, docketing, and discovery processes

• ensure system security, detect abuse, and prevent fraud

• comply with legal obligations

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area, we process your data based on:

• Consent where you have provided it

• Contractual necessity to deliver requested services

• Legitimate interests in operating and improving our business, provided these do not override your rights

5. AI and Data Usage

ProofGuard AI develops and deploys AI-driven systems for legal workflows and operations.

• Data processed within client systems is handled strictly under client control and contractual terms

• We do not use client confidential data to train generalized AI models unless explicitly agreed

• AI systems may process inputs to generate outputs, but are designed with safeguards, validation layers, and compliance controls

6. Data Sharing and Third Parties

We may share data with:

• cloud hosting and infrastructure providers

• analytics and monitoring services

• communication and CRM platforms

• subcontractors or service providers supporting our operations

We do not sell personal data.

7. Data Retention

We retain personal data only as long as necessary to:

• fulfill the purposes outlined in this policy

• comply with legal obligations

• resolve disputes and enforce agreements

Retention periods vary depending on the nature of the data and applicable requirements.

8. Cookies and Tracking

We use cookies and similar technologies to:

• ensure basic site functionality

• analyze usage and performance

• improve user experience

You can control cookie preferences through your browser settings.

9. Your Rights

For EEA Residents (GDPR):

• right to access

• right to rectification

• right to erasure

• right to restrict processing

• right to data portability

• right to object

• rights related to automated decision-making

For California Residents (CCPA/CPRA):

• right to know what personal data is collected

• right to request deletion

• right to correct inaccurate data

• right to opt out of sale or sharing (we do not sell data)

• right to non-discrimination

To exercise rights, contact Support@ProofGuardAI.com

10. Information Security

We implement administrative, technical, and physical safeguards designed to protect personal data from unauthorized access, use, alteration, or disclosure.

While we follow industry standards, no method of transmission or storage is completely secure.

11. Legal Disclosure

We may disclose information if required by law or when necessary to:

• comply with legal processes

• protect our rights and property

• prevent fraud or abuse

• respond to lawful government requests

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their content or privacy practices.

13. No Legal Advice

ProofGuard AI provides technology and operational support services. We are not a law firm and do not provide legal advice. Any legal decisions remain the responsibility of licensed attorneys and clients.

14. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on this page with a revised effective date.

15. Contact

For any questions regarding this Privacy Policy or your data:
DataSecurity@ProofGuardAI.com

This version is now:

• GDPR compliant

• CCPA aligned

• aligned with AI + legal tech operations

• defensible for law firm clients

• structured for real business use