CounselHQ

Privacy Policy

Last Updated: June 10, 2025

Introduction

This privacy policy together with the addendums below (collectively, the “Privacy Policy”) describes the practices of CounselHQ Inc. (“CounselHQ”, “we”, “us” or “our”) regarding information we collect in connection with our software, websites, applications, and any other products and services we make available (each, a “Service” and collectively, the “Services”).

By using the Services, you agree to our collection, management, use, and sharing of information as described in this Privacy Policy. Your use of the Services is also governed by our Terms of Service, which can be found at https://www.counselhq.com/terms.

Information Covered by this Privacy Policy

This Privacy Policy applies to the information we collect in connection with the Services, including personally identifiable information (“personal information”) and non-personally identifiable information (“non-personal information”). Personal information refers to any information that can be used to identify or contact a specific individual (such as your name or email address), while non-personal information refers to information that does not specifically identify you as an individual (such as your browser type). Non-personal information that is combined with personal information so that it becomes attributable to a particular person will be treated as personal information.

Third-Party Services

This Privacy Policy does not apply to the practices of companies or other entities that we do not own or control (including any third-party websites, products, applications, or services (a) that we provide a link to, (b) for which we provide an add-in, plug-in, or similar integration, (c) that are integrated with our Services, or (d) that we otherwise utilize in connection with the Services), or to individuals that we do not employ (each, a “Third-Party Service” and collectively, the “Third-Party Services”).

CounselHQ does not control the collection, management, use, or sharing of information by Third-Party Services. The privacy practices of Third-Party Services are dictated by their own policies.

Minors

The Services are not intended for or available to children under the age of 13, and we do not intentionally collect information from anyone under the age of 13 through the Services.

How We Collect Your Information

Information You Provide to CounselHQ

We collect personal information that you voluntarily communicate to us or submit via the Services. This includes, but is not limited to, information you provide to us when you communicate to us in person or via an electronic medium (for example, via live chat or over the phone or video), submit a form on the Services, register for the Services, use any feature or functionality of the Services, engage with us on social media, enter a promotion or raffle, or provide feedback or suggestions or report an error relating to the Services. We rely on the information you give us to provide you the Services and respond to your requests. You are responsible for complying with any laws and other obligations applicable to the information you provide to CounselHQ. If you do not provide personal information when requested, you may not be able to use all or part of the Services if such information is necessary to provide you with those Services or if we are legally required to collect it.

Information We Collect Automatically

Like many other websites and online services, we automatically collect certain information whenever you access and use the Services. Such information includes technical information (such as your browser, operating system, and information about the device you used to access our Services), IP address and/or other unique identifiers, usage information (such as the pages you visit, the interactions you have with the Services, the links you click on in our emails, and how you reached the Services), logs, and metadata about your information and interactions with the Services (such as timestamps, record and interaction counts, and aggregations).

Some of the information we automatically collect contains personal information or may later be combined with personal information.

Information Received from Other Sources

CounselHQ may receive additional personal information about you from prospective or currently registered users of the Services (for example, when engaging with us to set up a new account for you on CounselHQ, when inviting you to join their organization via the Services, or when otherwise providing such information to us).

In addition, CounselHQ may utilize Third-Party Services (such as payment providers, advertising networks, analytics providers, search information providers, and other services for any of the Business Purposes outlined below) and may receive information about you from them.

In some cases, you may have the ability to control or limit the information a Third-Party Service can provide to CounselHQ. However, any information that we have already collected may be retained by us but remain subject to our Terms of Service and this Privacy Policy.

Aggregating Sources of Information

We may link or combine the information that you provide to CounselHQ, that we collect automatically, and that we receive from other sources.

How We Use Your Information

CounselHQ may use your personal information (the following, collectively, “Business Purposes”):

  • To communicate with you;

  • To respond to your inquiries and requests;

  • To provide updates about CounselHQ and the Services;

  • To manage, operate, protect, and grow CounselHQ;

  • To manage, deliver, operate, test, and improve the Services;

  • To develop new products and services;

  • To provide support;

  • To conduct research, perform aggregate analysis, and develop business intelligence;

  • To detect, prevent, investigate, and respond to security incidents and potential abuse or misuse;

  • To comply with applicable legal and compliance requirements, government regulations, industry standards, contractual obligations, court orders, and law enforcement requests;

  • For advertising and marketing purposes; and

  • For other legitimate business purposes and interests relating to CounselHQ or the Services.

Disclosure of Your Information

CounselHQ has not sold any of your personal information in the 12 months preceding the modification date of this Privacy Policy. We will not share your personal information with any third parties except as described in this Privacy Policy.

We may share your information with third parties in the following scenarios:

Upon Your Request or With Your Permission

Upon your request or with your permission, we may share information with third parties.

Testimonials

With your consent, we may display your personal testimonials or other endorsements on our website or in other marketing materials. If you wish to update or delete your testimonials, please contact us at privacy@counselhq.com.

When You Collaborate with Other Users

If you collaborate with other users on the Services (for example, if you are one of many employees belonging to your company's account), those other users may have access to some or all of your information.

We may share your information with third-party business partners, vendors, suppliers, professional advisers (such as accountants, auditors, and lawyers) and other subcontractors (a) who provide administrative or operational support to CounselHQ (b) who perform services for or on our behalf, or (c) in connection with the Business Purposes. When we utilize third parties to perform business-related functions, we only provide them with the information that they need to perform their specific function.

We may disclose your information to third parties if we believe we need to in order to: (a) meet any applicable law, regulation, court order, legal process or governmental request, (b) enforce our agreements, including investigation of potential violations, (c) detect, prevent, or otherwise address fraud, security or technical issues, or (d) protect against legal liability or harm to the rights, property or safety of CounselHQ, our users or the public as required or permitted by law.

Business Transactions

We may disclose your information to third parties in connection with a business transaction, such as a merger, sale of assets or shares, reorganization, financing, change of control or acquisition of all or a portion of our business. We will notify you via email and/or with a prominent notice on our website of any change in ownership that impacts the use of your personal information.

Storing and Transferring Your Information

Protection and Security

We take reasonable precautions and use industry standard techniques to protect against unauthorized access of your information. For example, we use Secure Socket Layer technology (SSL) to ensure that your sensitive information can be transmitted securely, and we take measures to protect against unauthorized access to our employees' computers. Furthermore, we ensure that our employees only use the information they need to perform their job.

However, no method of transmission of information over the internet, or method of electronic storage, is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your information, as in any real-life scenario, we cannot guarantee its absolute security.

Data Retention

We will retain your personal information only as long as necessary to fulfill the Business Purpose(s) for which it was collected or to satisfy any applicable legal, contractual, accounting, regulatory, or reporting requirements (collectively, “Data Retention Reasons”). We consider numerous factors when determining the appropriate retention period, including the amount, nature, and sensitivity of the personal information, the purposes for which it was collected, and the relevant retention requirements applicable to CounselHQ.

Upon your request, we will delete (or we will inform you how to delete) your personal information, subject to any Data Retention Reasons.

Please note that we may retain any aggregate, anonymized, or de-personalized information indefinitely.

The Services are operated in the United States. If you are located outside of the United States, please be aware that information we collect will be transferred to and processed in the United States. By using the Services, or providing us with any information, you fully understand and unambiguously consent to this transfer, processing and storage of your information in the United States, a jurisdiction in which the privacy laws may not be as comprehensive as those in the country where you reside and/or are a citizen.

Will You Contact Me?

We may periodically contact you with relevant or promotional information about the Services and/or CounselHQ. We may use personal information we have received consistent with this Privacy Policy to determine the most relevant information to share with you. If you don’t want to hear from us, please email us at privacy@counselhq.com or choose to opt out of such communications when providing your contact information or via the Services, where applicable.

However, there are some emails about our Services that we need to send registered account users from time to time (for example, password reset emails or emails notifying you of material service changes). You cannot unsubscribe from these emails unless otherwise specified.

How can I access my information?

In general, if you have a registered account, you can access information associated with your account by signing in to our Services. There may be circumstances in which you are unable to access your information through your account (for example, if we block your access or if you belong to a company or organization that removed such access), and not all information is necessarily available through your account.

In any case, please feel free to contact us at privacy@counselhq.com with any questions or requests.

What about Do Not Track?

CounselHQ does not currently commit to responding to browsers’ “do not track” or similar signals with respect to our Services.

Updates to Our Privacy Policy

We may change this Privacy Policy from time to time. To notify you of those changes, we will typically just post the updated privacy policy on this page, but if there are significant changes, we may also post an announcement on our website or email you. By accessing or using our Services after any changes have been made, you agree to the revised Privacy Policy.

How to Contact Us

If you have any questions or concerns regarding this Privacy Policy, please feel free to contact us via one of the methods listed below:

  • Email: privacy@counselhq.com

  • Phone: (312) 549-9625

  • Postal Mail: ATTN: Privacy Team, CounselHQ Inc., 9028 Clifton Ave, Mokena, IL 60448

The Services may use cookies (small data files stored on your computer) and similar technologies (collectively referred to as “cookies” herein) to distinguish you from other users, remember your preferences, enable or improve certain aspects of the Services, understand how the Services are being used, and advertise CounselHQ and the Services. We may use first-party cookies (those controlled by CounselHQ) and third-party cookies (those controlled by parties other than CounselHQ).

CounselHQ distinguishes between 3 different types of cookies:

  • Essential Cookies

  • Functional Cookies

  • Advertising Cookies

Essential Cookies

Essential Cookies are necessary for the operation of the Services. Essential Cookies include those that enable authentication on our Services, detect and prevent unauthorized access or fraudulent use, and otherwise allow our Services to function properly and securely.

Functional Cookies

Functional Cookies can provide enhanced functionality or performance of the Services beyond the scope of Essential Cookies. Functional Cookies include those that recognize you when you use or return to the Services, remember your configurations and preferences, and enable personalization on the Services.

In addition to providing enhanced functionality for you, we may use Functional Cookies for analytics and research purposes so that we can better understand how the Services are being used and make improvements. For example, Functional Cookies can help us understand how people reach and interact with the Services, measure the success of our marketing campaigns, gather information about usage patterns and trends, and otherwise track interactions with our emails and the Services.

Functional Cookies can sometimes be in the form of web beacons (also referred to as pixel tags or clear GIFs) rather than traditional cookies (for example, to track the actions of email recipients).

Advertising Cookies

We and Third-Party Services may use Advertising Cookies to direct targeted advertising to you about CounselHQ and the Services on other websites you visit and to measure your engagement with those ads.

Depending on the web browser you’re using and how your computer is configured (for example, whether you are in a corporate environment with IT-managed configurations), you may have the ability to block or delete some or all cookies in your web browser. Please note that if you choose to block or delete certain cookies, you may not be able to access all or parts of the Services.

We may rely on various third-party advertising partners to gather information about your activities on the Services and other websites to provide you targeted advertising based on your browsing activities and interests. If you wish to not have this information used to serve you these kinds of targeted ads, you can learn more and opt out at the following websites:

Please note that even after opting out of interest-based ads, you may continue to be served generic ads.

Addendum 2: Categories and Use of Information Collected

Please refer below to the categories of personal information we collect, the legal bases for which we collect it, and to whom it is shared:

  • Identifiers, Contact Information, Basic Personal Details, and Other Personal Information

    • Examples: Examples of this information include name, initials, address, account name, company name and address, unique or online identifiers, device ID, IP address, geographic location, signature, employment role and title, email address, and telephone number.

    • Sources: We collect this information automatically (for example, IP address), when you communicate or otherwise interact with us in person or via electronic means, and when provided to us via the Services.

    • Purposes of Processing: We use this information to operate and make our Services available to you, to identify and authenticate you, to communicate with you and respond to your inquiries, for advertising, marketing, and security purposes, and for other Business Purposes described in this Privacy Policy.

    • Disclosure: Information in this category may be disclosed to third parties in accordance with the Terms of Service and this Privacy Policy.

  • Financial Information, Billing Information, Purchase History, and Other Commercial Information

    • Examples: Examples of this information include your payment information, invoices, subscription history of the Services, and prospective subscriptions being considered.

    • Additional Details: While CounselHQ itself does not retain your credit/debit card numbers or your card security code (CVV/CVC), our payment processors or similar third-party providers may retain such information.

    • Sources: We collect this information when you provide it directly to us or to one of our service providers (for example, when you purchase a subscription of the Services).

    • Purposes of Processing: We use this information to facilitate payment processing and to provide account-related functionalities to our customers. We may use and retain certain of this information to meet our own tax, legal, or accounting responsibilities.

    • Disclosure: Information in this category may be disclosed to third parties in accordance with the Terms of Service and this Privacy Policy.

  • Internet/Network Activity Information

    • Examples: Examples of this information include browsing history, search history, and information regarding your interaction with an internet website application or advertisement.

    • Sources: This information is collected automatically and may be collected via cookies and similar technologies.

    • Purposes of Processing: We use this information for marketing and advertising purposes and for similar legitimate business interests. Your activity within the Services may be used to provide a record of historical usage (such as in connection with audit trail functionality).

    • Disclosure: Information in this category may be disclosed to third parties in accordance with the Terms of Service and this Privacy Policy.

  • Geolocation Data

    • Examples: Examples of this information include your precise or approximate location.

    • Sources: We may collect this information automatically or when you provide it to us.

    • Purposes of Processing: We have a legitimate interest in understanding our current and prospective customers. Geolocation data may also be used for security purposes.

    • Disclosure: Information in this category may be disclosed to third parties in accordance with the Terms of Service and this Privacy Policy.

  • Professional and Educational Background

    • Examples: Examples of this information include your resume, career history, educational background, references, and LinkedIn profile.

    • Sources: We collect this information in connection with recruiting activities or when you provide it to us (for example, when applying for a job or contract with CounselHQ).

    • Purposes of Processing: This information is used to assess your suitability to work with CounselHQ.

    • Disclosure: Information in this category may be disclosed to government entities and other third parties in accordance with the Terms of Service and this Privacy Policy.

Addendum 3: United States Jurisdictions

California Residents

If you are a California resident, pursuant to the California Consumer Privacy Act (“CCPA”), you have the right to request:

  • the categories and/or specific pieces of personal information CounselHQ has collected about you;

  • the categories of sources for that personal information;

  • the purposes for which CounselHQ uses that personal information;

  • the categories of third parties with whom CounselHQ shares the personal information;

  • the categories of personal information that CounselHQ sells or discloses to third parties;

  • the deletion of your personal information (subject to certain exceptions); and

  • an opt-out of having your personal information sold or disclosed to third parties.

To submit a request, please email us at privacy@counselhq.com with the subject “California Privacy Notice” or send a written request to: CounselHQ Inc., Attn: California Privacy Notice, 9028 Clifton Ave, Mokena, IL 60448. Additional information may be required for identity verification purposes. CounselHQ will not discriminate against California residents who make such a request.

You can visit https://oag.ca.gov/privacy/ccpa for additional information.