Privacy Policy

Clerical ("we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information in connection with our website, marketing activities, and other interactions (collectively, the "Service").

Scope of This Policy

Our services are intended for law firms and their authorized representatives. We generally treat personal information collected through the Service as relating to individuals acting in a professional capacity.

When we process personal information on behalf of a law firm in our role as a service provider, that processing is governed by our service agreement with the firm. For transparency, we describe the types of data involved below, but if you are a client of a firm that uses Clerical and have questions about how your information is handled, please contact your attorney’s office directly.

Personal Information We Collect

Information You Provide

Personal information you may provide directly includes:

• Contact information, such as name, email address, phone number, and firm name, when you request a demo or contact us
• Billing and payment information when you subscribe to our services
• Communications you send to us through the website, email, or other channels

Information Processed on Behalf of Your Firm

When your firm uses our services, we process data on your firm’s behalf as a service provider. This may include:

• Client names, contact information, and case details
• Immigration documents such as passports, birth certificates, employment letters, and government forms
• Voice call recordings and transcripts generated by our AI phone agent
• Messages and communications sent or received through our platform
• Case status, deadlines, and scheduling information from integrated systems such as Docketwise

Your firm determines what client data is processed through our services. We process this data solely on your firm’s behalf and according to your firm’s instructions.

Information Collected Automatically

When you visit our website, we and our service providers may automatically collect:

• Device information, such as browser type, operating system, and language settings
• IP address and approximate location
• Usage information, including pages visited, time spent, and referring URLs

How We Use Personal Information

We use personal information for the following purposes:

• Service delivery: To provide, operate, and improve our automation services, including AI-powered phone answering, document processing, client follow-ups, and case monitoring
• Document processing: To extract and enter data from immigration documents on behalf of your firm
• Client communications: To generate and deliver messages to your firm’s clients in their preferred language
• Account management: To communicate with you about your account, updates, and support requests
• Analytics and improvement: To analyze usage trends and improve our platform
• Compliance: To comply with legal obligations and enforce our terms

AI and Automated Processing

Our services use artificial intelligence and automated systems to process documents, handle phone calls, generate communications, and monitor cases. Data processed through these systems is used solely to provide the services your firm has engaged us to perform. We do not use your firm’s client data to train general-purpose AI models.

How We Share Personal Information

We do not sell personal information. We may share personal information with:

• Service providers that help us operate our platform, such as cloud hosting, AI infrastructure, and payment processing
• Third-party integrations your firm has authorized, such as Docketwise or other case management systems
• Professional advisors such as legal, accounting, or insurance advisors as needed
• Authorities and regulators when required by law or to protect our rights, privacy, safety, or property
• Business transferees in connection with a merger, acquisition, financing, or sale of assets

Data Security

We implement administrative, technical, and physical safeguards designed to protect the information we process, including encryption of data in transit and at rest. However, no method of transmission over the Internet or electronic storage is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, and enforce our agreements. When your firm’s engagement with us ends, we will delete or return your firm’s client data in accordance with our service agreement, unless retention is required by applicable law.

Cookies

We use cookies and similar technologies to enhance your experience and analyze website usage. Most browsers allow you to manage cookies through their settings. Disabling cookies may affect certain features of our website.

Your Privacy Rights

Depending on where you reside, you may have rights regarding your personal information under applicable privacy laws, including:

• Right to know whether we process your personal information and to access the information we hold
• Right to delete your personal information, subject to certain exceptions
• Right to correct inaccurate personal information
• Right to opt out of the sale or sharing of personal information for targeted advertising (we do not currently sell or share personal information for these purposes)

To exercise any of these rights, please contact us at support@clerical.com. We will verify your identity before processing your request and respond within the timeframe required by applicable law.

If you are a client of a law firm that uses Clerical, please direct any data requests to your attorney’s office, as they control how your information is processed through our platform.

Children’s Privacy

Our services are not directed at individuals under 18. We do not knowingly collect personal information directly from children. Immigration case files processed on behalf of your firm may include information about minor dependents as part of the case record; this information is handled in accordance with the same protections applied to all client data.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date and provide notice as required by law. Continued use of the Service after changes take effect indicates acceptance of the updated Privacy Policy.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at support@clerical.com or by mail at:

Clerical
2261 Market Street STE 22734
San Francisco, CA 94114