Filevine, Inc. (“Filevine” or “we” or “us”) is committed to respecting and protecting your privacy. Filevine provides cloud-based legal case management, contract management document management, document assembly, e-signatures, time, billing and payments services (the “Services”) to enable Filevine subscribers (“Subscribers”) to create and manage their workflows and business tasks. Filevine Subscribers may, in turn, make the Services available to its employees, independent contractors, clients and/or other third parties (“End Users”), as permitted by the Filevine Terms of Service. This Privacy Policy (“Policy”) explains the types of personal data we collect from visitors of our sites at https://Filevine.com, https://www.leaddocket.com, https://vinesign.com, or https://getoutlaw.com (the “Sites”) and people with whom we communicate and interact in the course of providing the Sites and Services. This Policy also describes how we use personal data, the purpose for sharing and recipients of personal data, your rights and choices, and how you can contact us about our privacy practices. This Policy applies to Filevine’s Sites and Services. It does not apply to the personal data we process on behalf of our business customers. For information related to how they process your personal data, please see their privacy policies.Please read this Policy carefully to understand our policies and practices regarding your personal data and how we will process it. You can also click on the links below to easily navigate to a specific section.
Personal Data We Collect
- Personal Data You Provide
Personal data is any information that relates to an identified or identifiable individual. We collect several types of personal data from and about users of our Sites and Services. In many cases, the personal data that you provide directly to us through our Services will be apparent from the context in which you provide the data:
- Account Information. When you register for a Filevine account, we collect your full name, email address, phone number, organization name and other related information such as account login credentials.
- Profile Information. You may choose to add information to your profile on the Services, which may be made public. Such information may include your username and profile photo. Please do not upload any profile information you would not want to be made public.
- Inquiry Information. When you fill-in our online form to contact our sales team, we ask for your name, contact information, country, and other information about your interest in our Services.
- Billing and Payment Information. If you are a Subscriber, you will provide your contact information and financial information as part of your business relationship with us.
- Communications. When you communicate with us or other End Users through the Sites and Services or otherwise communicate with us by email or text, we collect information about the communication and any other information you provide in your response.
- Information Collected Automatically
As you navigate through and interact with the Sites and Services, we may use cookies and similar tracking technologies that automatically collect certain information about you, including:
- Browser and device data, such as your IP Address, device type, operating system and Internet browser type, operating system name and version, device manufacturer and model, language, plug-ins, add-ons and the language version of the Sites you are visiting.
- Usage data, such as times spent on the Sites and Services, pages visited, links clicked, language preferences, and the pages that led or referred you to our Sites.
To learn more about the cookies that may be served through our Sites and Services and how you can control our use of cookies and third-party analytics, please visit our Cookie Policy.
How We Use Personal Data
We use personal data to pursue our legitimate business interests, to enter into a business relationship with prospective Subscribers and perform contractual obligations that we have with them, and to comply with our legal obligations. We also use personal data with your consent. More specifically, we use personal data in the following ways:
- To provide the Sites and Services to you;
- To provide you with information about the Services, at your request;
- To help us improve and personalize the functionality of the Sites and Services;
- To help us understand your usage of the Sites and Services in order to improve them;
- To communicate with you regarding customer service matters, questions, and other various comments or feedback you may send to us;
- To provide you with notices about your account;
- To carry out our legal obligations, such as protecting our and our users’ safety, property, or rights, complying with legal requirements, and protecting against malicious, deceptive, fraudulent, or illegal activity;
- To enforce our rights arising from any agreement or contract entered into between you and us, including for billing and collections;
- To notify you about changes to our Sites and Services, our products or any other services we offer;
- To inform you about products, services, offers and events we offer or sponsor, and to provide news and other information that may be of interest to you;
- To communicate various technical and administrative messages regarding the Sites and Services, including notices of technology updates; and
- To offer you the opportunity to participate in contests or surveys regarding the Sites and Services.
- For any other purpose that you consent to at the time the personal data is collected.
How We Disclose Personal Data
We may disclose your personal data as described below:
- Affiliates. With other Filevine affiliates in order to provide our Sites and Services and for our administrative purposes.
- Service Providers. To contractors, service providers, and other third parties we use to support our business, such as website hosting, data analysis, marketing service, customer service, email delivery and auditing services;
- Business Partners. With third-party business partners in connection with our Sites and Services to our Subscribers for business purposes.
- Corporate Transactions. In connection with an actual or proposed merger, reorganization, divestiture, or sale of some or all of Filevine’s assets or a financing or acquisition of all or a portion of our business by another company. In these circumstances, Filevine will instruct the parties with whom personal data is shared to process personal data in accordance with this Privacy Policy.
- Compliance and Harm Prevention. To comply with any court order, law, or legal process, including to responding to any government or regulatory request; to enforce or apply our Terms of Service and other agreements, including for billing and collection purposes; if we believe disclosure is necessary or appropriate to protect our rights, property, or safety, our subscribers, or others; or
- Other. With your consent or for any other purpose we disclose when you provide the information.
Note: All the above categories exclude text messaging originator opt-in data and consent; such data and consent will not be shared with any third parties.
Any personal data you add to your profile will be accessible by End Users and other parties with access to the Services and may be made public. Please do not upload profile information you would not want to be made public.Your Rights and Choices
- Your Data Protection Rights
Depending on where you live, you may have the following rights with respect to your personal data under applicable data protection laws:
- Access – You may have the right to know what personal data we have collected about you and to access such data.
- Data portability – You may have the right to receive a copy of your personal data in a portable and readily usable format.
- Deletion – You may have the right to delete your personal data that we have obtained, subject to certain exceptions.
- Correction – You may have the right to correct inaccuracies in your personal data.
- Opt out of certain processing – You may have the right to: (i) opt out of the processing of your personal data for purposes of targeted advertising, (ii) opt out of the sale or sharing of your personal data; (iii) limit the use of your sensitive personal data (if applicable), and (iv) opt out of the processing of your personal data for profiling in furtherance of decisions that produce legal or similarly significant effect concerning you.
- Objection/restriction of processing – you may have the right to object or restrict us from processing your personal data in certain circumstances.
- Withdraw consent – you may have the right to withdraw your consent where we are relying on your consent to process your personal data.
- Lodge a complaint – you may have the right to lodge a complaint with a supervisory authority or other regulatory agency if you believe we have violated any of the rights afforded to you under applicable data protection laws. We encourage you to first reach out to us so we have an opportunity to address your concerns directly before you do so. If you are a resident of the EEA, you may direct your questions or complaints to the supervisory authority of the country you are located in, available here. If you are a resident of the UK, you may direct your questions or concerns to the UK Information Commissioner’s Office.
- Opting Out of Receiving Electronic Communications
If you no longer want to receive marketing-related emails from us, you may opt-out via the unsubscribe link included in such emails. We will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out of receiving marketing-related emails from us, we may still send you other messages in connection with providing our Sites and Services. - How You Can Exercise Your Data Protection Rights
To exercise any of the privacy rights afforded to you under applicable data protection laws, please submit a request to us by one of the following methods:
- Calling us toll free at 801-657-5228.
- E-mailing us at privacy@filevine.com.
- Submitting a request through our webform.
You may also initiate any opt outs by broadcasting an Opt-Out Preference Signal, such as the Global Privacy Control (GPC). We honor Opt-Out Preference Signals, including GPC. If you choose to use an Opt-Out Preference Signal, you will need to turn it on for each supported browser or browser extension you use.
You will not be discriminated against in any way by virtue of your exercise of the rights listed in this Policy which means we will not deny goods or services to you, provide different prices or rates for goods or services to you, or provide a different level or quality of goods or services to you. Only you, or an authorized agent that you authorize to act on your behalf, may make a request related to your personal data. You may also make a request on behalf of your minor child.
We must verify your identity before fulfilling your requests, and if we cannot verify your identity, we may request additional information from you. If you are an authorized agent making a request on behalf of another person, we will also need to verify your identity, which may require proof of your written authorization or evidence of a power of attorney. We endeavor to respond to requests within the time period required by applicable law. If we require more time, we will inform you of the reason and extension period in writing.
We do not charge a fee to process or respond to your requests unless they are excessive or repetitive. If we determine that a request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request. We may deny certain requests, or only fulfill some in part, as permitted or required by law. If you are not satisfied with the resolution of your request and you are afforded a right to appeal such decision, you will be notified of our appeal process in our response to your request.
Applicant Notice
If you apply for employment with us, we will collect personal data related to your potential employment, including your education and employment history, address and contact information, demographic information, video and audio recordings of any interviews, and any other information included in your resume or application (“Applicant Information”). We collect Applicant Information from you, recruiters, former employers, government agencies, and from third parties who may conduct credit checks, background checks, or drug tests on our behalf.
If you are applying for employment with us, we use Applicant Information to process your job application, to verify the information you have provided in your application, conduct interviews, perform background and reference checks, to communicate with you and answer your questions, to confirm your eligibility for employment, and improve our recruiting processes. We may also save your Applicant Information for future employment opportunities with us.
We disclose Applicant Information with our affiliates and subsidiaries, service providers, professional advisors, in the event of a potential merger, acquisition, or sale of assets, and for certain legal purposes, including when we are required by law, to our legal counsel, in the event of litigation, and to detect or investigate fraud or illegal activity.
Notice for California Residents
The California Consumer Privacy Act (“CCPA”) provides California residents with rights to receive certain disclosures regarding the collection, use and sharing of personal information as well as rights to access, delete, and restrict the same of certain personal information we collect about them. For the purposes of this Notice for California Residents, “personal information” has the definition set forth in the CCPA.
Sources of Personal Information
We collect Personal Information from the categories of sources detailed in the Personal Data We Collect section above.
Use of Personal Information
We use Personal Information for the business and commercial purposes detailed in the How We Use Personal Data section above.
Disclosure of Personal Information
The categories of third parties to whom we disclose personal information for a business or commercial purpose or to whom we sell or share personal information are summarized in the chart below. We do not knowingly sell or share the personal information of minors under the age of 16.
| Categories of Personal Information | Category of Recipients to Whom We Disclose Personal Information for a Business or Commercial Purpose | Categories of Third Parties to Whom We Sell or Share Personal Informatione |
| Identifiers. | - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - Third-party marketers
- Analytics providers
- Other third parties that set cookies and other online tracking technologies on our Site
|
| Personal information categories listed in the California Customer Records statute. | - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - Third-party marketers
- Analytics providers
- Other third parties that set cookies and other online tracking technologies on our Site
|
Commercial information.
| - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - We do not sell or share this category of Personal Information
|
Internet or other similar network activity.
| - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - Third-party marketers
- Analytics providers
- Other third parties that set cookies and other online tracking technologies on our Site
|
Geolocation data.
| - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - Third-party marketers
- Analytics providers
- Other third parties that set cookies and other online tracking technologies on our Site
|
Professional or employment-related information.
| - Affiliates
- Service providers
- Business partners
- Third parties for legal, security, and safety purposes
- Third parties in connection with a corporate transaction
- Other entities to which you have consented to the disclosure
| - We do not sell or share this category of Personal Information
|
- California “Shine the Light” Law
California residents additionally have the right to request information regarding third parties to whom Filevine has disclosed certain categories of personal information during the preceding year for the third parties’ direct marketing purposes under California’s “Shine the Light” law (Cal. Civ. Code §1798.83). Personal information under this California law means “any information that when it was disclosed identified, described, or was able to be associated with an individual.” We do not disclose this type of personal information to third parties for their own purposes and we permit you to opt-out of any disclosures of non-identifiable personal information. However, if you are a California resident and would like to inquire further, please email privacy@filevine.com.
Cookie Policy
Cookies are small text files that are stored in a computer’s browser directory. When you visit our Sites and Services, we may collect personal data from you automatically through cookies or similar tracking technologies (“cookies”). We also rely on partners to provide features of our Sites and Services using data about your use of the Sites and Services.
- How Filevine Uses Cookies
We use cookies in accordance with this Privacy Policy for the following purposes:
- Site Operations. To enable features that are necessary for providing you the services on our Sites and Services and making it usable and secure by enabling basic functions.
- Preferences. To remember your preferences and recognize you when you return to our Sites and Services.
- Analytics. To allow us to understand how our Sites and Services are being used. We generally use analytics cookies in the following ways:
- Site Features and Services. To remember how you prefer to use our Sites and Services so that you don’t have to reconfigure your settings each time you log into your account.
- To Analyze and Improve Our Services. To help us understand how people reach our Sites and Services. They give us insights into improvements or enhancements we need to make to our Sites and Services so that they work better for you.
- Similar Tracking Technologies. Certain features of the Sites and Services may use tokens, pixel tags, web beacons, clear GIFs, or other trackers to [e.g., track the actions of Users (such as email recipients), measure the success of our marketing campaigns, exclude current customers from marketing campaigns, or compile statistics about usage of the Services and response rates.
- Third-Party Analytics.Through third-party analytics, such as Google Analytics, in order to collect and analyze information about the use of the Services and report on activities and trends. This service may also collect information regarding the use of other websites, apps and online resources. To learn more about how Google uses data, visit Google’s Privacy Policy and Google’s page on “How Google uses data when you use our partners’ websites or apps.” You may download the Google Analytics Opt-out Browser Add-on for each web browser you use, but this does not prevent the use of other analytics tools. To learn more about Google Analytics cookies, visit Google Analytics Cookie Usage on Websites.
- How to Opt-Out
You can opt out of cookies through the cookies preference center in the bottom lefthand corner of our website or your web browser’s settings, including to delete and disable cookies, with the exception of those cookies that are necessary to provide you with our Sites and Services. You can take a look at the help section of your web browser or follow the links below to understand your options. If you choose to disable cookies, some features of our Sites and Services may not operate as intended.
We do not support Do Not Track functionality. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.
Data Security and Retention
We make reasonable efforts to provide a level of security appropriate to the risk associated with the processing of personal data. We maintain organizational, technical and administrative measures designed to protect personal data covered by this Privacy Policy against unauthorized access, destruction, loss, alteration or misuse. Your personal data is only accessed by a limited number of personnel who need access to the information to perform their duties. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (e.g., you feel that the security of your account has been compromised), please contact us immediately.
We retain your personal data as long as we are providing the Sites and Services to you or our Subscribers (as applicable). Even after we stop providing Sites and Services directly or indirectly to you, and even if you close your Filevine account, we keep your personal data in order to comply with our legal and reporting obligations. In all cases where we keep data, we do so in accordance with any limitation periods and records retention obligations that are imposed by applicable law.
International Data Transfers
Personal data may be stored and processed in any country where we do business or our service providers do business. Personal data may be transferred, stored or processed in any country other than your own country, including the United States. Users should be aware that these countries may have data protection and privacy laws that are different to the laws of your country. Officials in those countries may be entitled to access your personal data. When transferring data across borders, we take measures to comply with applicable data protected laws related to such transfer.
When transferring data across borders from the European Economic Area (“EEA”), the UK or Switzerland, we comply with applicable laws to provide an adequate level of data protection. Where required by applicable law, we use the EU Standard Contractual Clauses with a data recipient outside the EEA, UK or Switzerland or other legal methods available to us under applicable law.
Use by Minors
The Sites and Services are not directed toward persons under 18. We do not knowingly solicit or collect personal data from children under the age of 18. Please contact us, using the information provided below if you believe we may have collected such personal data without parental or guardian consent.
Third-Party Links
The Sites and Services contain links to other sites that are not owned or controlled by Filevine. These links are provided solely for your convenience. Filevine is not responsible for the privacy practices of such other sites. Please refer to the privacy practices for these providers directly if you have questions or concerns.
Updates to this Policy
When we update our Privacy Statement, we will take appropriate measures to inform you, consistent with the significance of the changes we make. We will obtain your consent to any material Privacy Policy changes if and where this is required by applicable data protection laws.
Contact Us
If you have questions or concerns about this Privacy Policy please contact us.
Filevine, Inc.
1260 E. Stringham Ave. Suite 600
Salt Lake City, Utah 84106
privacy@filevine.com or
info@filevine.com
(801) 657-5228