Privacy Policy
Last updated: April 7, 2026 · Soular Technologies, LLC · Atlanta, Georgia
Plain English: MatterPilot AI stores your firm's legal intake and case data securely. Each law firm's data is isolated in its own dedicated database. We don't sell your data. We use AI to help process intakes — we disclose this clearly here.
1. Who We Are
MatterPilot AI is a legal intake and case management SaaS platform operated by Soular Technologies, LLC, based in Atlanta, Georgia. We serve law firms and legal professionals.
Contact: info@soulartech.net
2. Information We Collect
Law firm account information
- Firm name, email address, phone number, and address
- Staff user names, email addresses, and roles
- Billing and payment information (processed by third-party payment providers)
Client intake data (collected on behalf of law firms)
- Client names, contact information, and intake form responses
- Case facts, incident descriptions, and legal matter details
- Documents uploaded to cases
- IP addresses associated with intake form submissions
Usage data
- Log data including access times, pages viewed, and browser type
- AI session usage for billing and service improvement purposes
3. AI Disclosure
AI Processing Notice: MatterPilot AI uses artificial intelligence (specifically Anthropic's Claude) to analyze legal intake forms and generate case summaries. This analysis is provided as a tool to assist legal professionals — it does not constitute legal advice and should always be reviewed by a licensed attorney before use. AI outputs may be inaccurate or incomplete.
Law firms using MatterPilot AI are responsible for:
- Disclosing to their clients that AI tools are used in intake processing, as required by applicable state bar rules
- Reviewing all AI-generated summaries before relying on them
- Complying with their jurisdiction's rules regarding AI use in legal practice
4. Data Isolation & Security
Each law firm's data is stored in a dedicated, isolated database. Your firm's clients, cases, and intake data are never accessible to other firms on the platform. Access requires firm-specific credentials.
We implement the following security measures:
- AES-256 encryption at rest (AWS EBS volume encryption) for all server-side data
- bcrypt password hashing for all user accounts
- TLS/SSL encryption for all data in transit
- Per-firm database isolation with dedicated credentials
- Role-based access controls limiting data visibility by user role
- Audit logging of all significant system actions
5. How We Use Information
We use the information we collect to:
- Provide and operate the MatterPilot AI platform
- Process client intake forms and generate AI-assisted summaries
- Send transactional emails (intake confirmation, case notifications)
- Provide customer support and respond to inquiries
- Improve the platform based on usage patterns
- Comply with legal obligations
We do not use client intake data for any purpose other than providing services to the law firm that collected it.
6. Attorney-Client Privilege Considerations
Law firms are responsible for determining whether use of MatterPilot AI is consistent with their professional obligations, including those related to attorney-client privilege and confidentiality. MatterPilot AI processes data on behalf of law firms as a service provider and does not independently access or use privileged communications except as necessary to provide the contracted services.
7. Data Sharing
We do not sell client data. We may share information with:
- AI providers: Intake form content is sent to Anthropic (Claude) for analysis. Anthropic's privacy policy governs their handling of this data.
- Email providers: SendGrid is used to deliver transactional emails.
- Infrastructure providers: Amazon Web Services hosts the platform.
- Legal requirements: We may disclose data as required by law or court order.
8. Data Retention
Law firm account data is retained for the duration of the subscription plus 90 days after termination to allow for data export. Client intake and case data follows the same retention schedule unless a firm requests earlier deletion.
Law firms may request deletion of their data at any time by contacting us. We will process deletion requests within 30 days.
9. Your Rights
Law firms (as our direct clients) have the right to access, correct, export, or delete their account and case data. End clients (individuals who submitted intake forms) should direct privacy requests to the law firm that collected their information, as that firm controls that data.
10. Changes to This Policy
We will notify active subscribers of material changes to this policy at least 30 days before they take effect.