Last Updated: April 24, 2019
The security and privacy of your information is very important to us. If you have any questions or concerns about our policy below, please feel free to contact us at support[at]counselhq.com or write to us at: CounselHQ Inc., 222 W. Merchandise Mart Plaza Suite 1212, Chicago, IL 60654
Note about children. Our Services are not intended for or available to children under the age of 13. We do not intend to or knowingly collect personally identifiable information from children of that age. If you know of a child providing information through our Services, please contact support[at]counselhq.com so we can take steps to remove that information.
PII refers to any information that can be used to identify or contact a specific individual (such as your name or email address), while Non-PII refers to information that does not specifically identify you as an individual (such as your IP address or browser type). Non-PII that is combined with PII so that it becomes attributable to a particular person will be treated as PII.
CounselHQ may link to or otherwise include or incorporate code from Third-Party Services in its own codebase (for example, to enable an Integration or use of our third-party payment processor), which may enable such Third-Party Services to collect certain information. CounselHQ does not control the type or extent of information collected by Third-Party Services, or how such information is collected or used by Third-Party Services.
The practices of Third-Party Services are dictated by their own policies.
Broadly speaking, we collect information that allows us to personalize, improve, monitor, and operate our Services.
We collect the information you provide to us when you fill out a demo request or other form, communicate with us via a live chat or similar instant messaging feature on our website, or sign up for our newsletter. This allows us to communicate with you and respond to your requests or inquiries as appropriate.
We collect the information you provide to us when you register for an account, such as your name, password, and email address. This enables us to communicate with you and provide the Services to you.
We collect any information, content and data that a visitor or user inputs, uploads, or otherwise voluntarily provides to CounselHQ through the Services (whether in the form of text, images, files, or some other format).
Registered users may have the ability to invite additional people to their account with CounselHQ. As part of this process, we collect the name and email address of the person to be invited in order to facilitate the invitation process.
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. Such information can be used to help us improve and optimize our Services or troubleshoot certain issues.
Usage information regarding your interaction with our Services. Such usage information may include, among other information, the pages you visit on our website, your interactions with our Services (for example, clicking a link or using a particular feature or functionality), and the current date and time. Usage information can also include information about how you reached the Services (such as the URL or advertisement that referred you to our Services or the search terms you entered into a search engine that led you to our Services). Such information, in individualized or aggregate form, helps us to understand how and by whom our Services are being found and used.
Metadata about your account, interactions, and data. Examples of metadata include, among other information, file types, file counts, page counts, word counts, search counts, add-in session counts, the number of filters used in your searches, the number of search results you received, and the number of times you tagged your files and content. Such information, in individualized or aggregate form, helps us understand how and by whom our Services are being used and which features and functionalities are being used or ignored. In addition, this information may be used to monitor and enforce various limits applicable to your account (for example, file limits).
Your IP Address and/or other unique identifiers that may be used, for example, for security purposes, to identify your geographic location, or to improve your experience while using the Services.
We may rely on Third-Party Service providers (including third-party analytics providers such as Google Analytics) to help us automatically collect information. We, as well as these third parties, use a variety of technologies in order to collect such information, including:
Web Beacons. We, as well as our Third-Party Service providers, may use web beacons to collect information about your usage and interactions with our Services and emails. Web beacons are clear electronic images that can collect and transfer certain information, such as whether someone has viewed a particular email or web page.
Audit Records and Log Files. Audit records in our database and log files are records that provide us with a history of interactions with our Services.
Some of the information automatically collected contains personally identifiable information or may later be combined with personally identifiable information. As an example, if you are sent an automatic email from our Services, our Third-Party Service provider captures your email address along with the other information it automatically collects (such as whether you opened the email or clicked on any of its links).
Advertisements: CounselHQ may work with network advertisers, ad agencies, or other vendors to serve our advertisements. These third parties may provide us with information that we can use to determine the effectiveness of our advertising campaigns. For example, if you click on a CounselHQ advertisement, these third parties may be able to tell us the advertisement you clicked on and where you were viewing the advertisement. These third parties may set and access their own tracking technologies (such as cookies or web beacons) on our Services or elsewhere online to collect certain information about you.
Other information from third parties. In general, we may also supplement any information we collect with outside records from third parties to enhance our ability to serve your needs and to improve our Services generally. We may combine the information we receive from those other sources with information we collect through the Services.
We may retain certain other information related to your payment method (for example, the cardholder name, expiration date, and last 4 digits of your card, among other information) and historical invoices/purchases.
We do not sell, trade, or rent any of your PII to third parties. However, there are certain circumstances in which we do share your information with third parties.
Upon Your Request or With Your Permission. Upon your request or with your permission, we may share information with third parties.
You share a CounselHQ account with other Users. If you belong to a CounselHQ account with multiple users (for example, if you are one of many employees registered to your company's account), those other users may have access to some or all of your information (which may include an audit log of your historical transactions with the Services).
Business-Related Functions and Professional Advisers. We, like many businesses, sometimes hire or engage with other people or companies to perform certain business-related functions. Examples of such functions include providing website analytics, maintaining and hosting our servers, databases, and logs, and processing payments. We may also engage and share information with our professional advisers, including our accountants, auditors, and lawyers, and other third-party contractors. 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.
Business Transfers. As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganization, dissolution or similar event, your information may be part of the transferred assets.
Legal, Security, and Technical Reasons. CounselHQ may disclose your information if we believe we need to in order to: (i) meet any applicable law, regulation, legal process or enforceable governmental request, (ii) enforce our agreements, including investigation of potential violations, (iii) detect, prevent, or otherwise address fraud, security or technical issues, or (iv) 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 (such reasons, collectively, "Legal, Security, & Technical Reasons").
While the security and privacy of all your data is critically important, we maintain a stricter policy with respect to: (i) the names and content of your files, whether uploaded or added via webform (ii) the names of any tags and folders you create; (iii) the content of your notes; and (iv) the text of your searches (collectively, "Extra Sensitive Data"). Extra Sensitive Data excludes non-identifying metadata such as file types, page counts, word counts, and creation and last modified dates.
Employees of CounselHQ may not view your Extra Sensitive Data except (i) with your explicit permission, (ii) upon your request, or (iii) in connection with Legal, Security, & Technical Reasons.
While CounselHQ saves some information and metadata about your searches (for example, word counts, filter counts, number of results, how long the search took, and whether you searched paragraphs or sentences), we do not keep records of your search text.
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 maintain, operate, and improve the Services and to help you troubleshoot any issues.
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.
Upon your request, we will delete (or we will inform you how to delete) your information, subject to the following:
We may retain your information to comply with any legal or contractual obligations, to resolve disputes, and to enforce our agreements.
We may retain certain of your basic user and organizational account information, including information related to your historical invoices and purchases.
If you belong to a CounselHQ account with multiple users (for example, if you are one of many employees registered to your company's account), you may not have the permission or ability to delete some or all of your information.
Please note that while CounselHQ regularly destroys its older log files and database backups (subject to the above), existing log files and database backups may still contain data that was otherwise deleted from our database. In addition, some data may be marked for deletion but not immediately deleted.
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.
We ask that our users opt-in to any promotional communications from us.
Separately, there are some emails about our Services that you we need to send to you (like how to get access to your account in case you forget your password or key service changes). You cannot unsubscribe from these emails.
In general, if you are a registered user you can access information associated with your account by signing in to our Services. There may be certain circumstances where that is not the case (for example, you belong to a company or organization that removed such access), so please feel free to contact us at any time at support[at]counselhq.com with any questions.
If you are a California resident, you can request, with respect to the preceding calendar year, a notice disclosing (i) a list of all third parties to which CounselHQ has disclosed certain categories of personal information, for the third parties' direct marketing purposes, and (ii) the categories of such personal information CounselHQ so shared. To request a notice, please send a written request to the following address:
Attn: California Privacy Notice
222 W. Merchandise Mart Plaza Suite 1212
Chicago, IL 60654
Please include your name, street address, city, state, and zip code. We are not responsible for notices that are not labeled or sent properly, or do not have complete information.
CounselHQ does not currently commit to responding to browsers' "do not track" or similar signals with respect to our Services.