Privacy Policy

Who we are and what this policy covers

CounselAxis Technologies provides digital questionnaire, document delivery, communication, and administrative tools for independent legal professionals and people seeking information about potential legal matters. This Privacy Policy applies to the CounselAxis intake websites, document-upload features, attorney dashboards, and intake assistant.

CounselAxis is a technology provider, not a law firm. The legal office you choose or ask to contact you is independent and may have its own confidentiality obligations, professional responsibilities, recordkeeping requirements, and privacy practices.

Notice at collection: information you may provide

We collect information reasonably related to processing your request, helping the selected legal office evaluate and respond to your inquiry, operating the platform, and protecting the service.

• Identifiers and contact details, including your name, telephone number, email address, mailing address, preferred language, and general location.
• Employment and occupational information when relevant to a workers’ compensation inquiry, including employer, job title, work history, work restrictions, and benefits information.
• Accident, incident, injury, insurance, witness, and claim information that you choose to include in a workers’ compensation or personal injury questionnaire.
• Health-related details, including affected body parts, symptoms, treatment, medical providers, or work limitations that you voluntarily provide in connection with your inquiry.
• Supporting documents, images, photographs, messages, and other files you choose to upload, together with generated intake summaries and PDFs.
• Attorney-account information, including professional contact details, office information, notification preferences, protected credentials, and account-security records.
• Limited technical and operational information, such as network request details, access logs, browser information, security events, and essential session or preference data.

Where information comes from

Most information comes directly from you, an authorized person helping you complete the questionnaire, or the independent legal office administering its intake. We may also receive limited operational information from hosting, security, communications, and other service providers supporting the platform.

Please provide only information relevant to your request. Unless your chosen legal professional specifically directs you through an appropriate secure channel, do not submit Social Security numbers, passwords, bank-account details, unrelated medical records, or information you are not authorized to share.

How we use information

We use personal information for purposes reasonably related to your request and the operation, security, maintenance, and improvement of our services.

• Receive, organize, securely route, and present your questionnaire and supporting materials to the legal office associated with your submission.
• Generate downloadable intake summaries and protected office PDFs, provide upload functionality, and maintain records associated with a requested legal inquiry.
• Send limited potential-client notifications to the designated legal office without placing sensitive case details in ordinary notification email.
• Support bilingual forms, accessibility, user preferences, customer assistance, attorney-account management, and authorized account communications.
• Authenticate users, isolate attorney accounts, prevent fraud or misuse, investigate security events, maintain platform reliability, and comply with applicable legal obligations.
• Respond to privacy requests, enforce our agreements, resolve disputes, and protect the rights, safety, and legitimate interests of users and the service.

Sensitive and health-related information

An injury or accident inquiry may include information concerning health, treatment, disability, insurance, or other potentially sensitive circumstances. We use such information only as reasonably necessary to provide the requested intake and related services, respond to your instructions, protect the service, or meet applicable obligations.

Submitting health-related information through an intake website does not, by itself, establish that the platform is a covered entity or business associate under any particular health-privacy law. The independent legal office or another recipient may have separate professional or legal obligations.

Documents, photographs, and intake PDFs

Files you choose to upload are associated with your intake and made available through protected features to the intended legal office. Intake summaries and office PDFs may include the information you submit and identify or incorporate related attachments when supported by the service.

You are responsible for ensuring that you have authority to provide any document, image, or information you upload. Avoid unnecessary highly sensitive material. Copies downloaded to your own device are subject to the security settings and access controls of that device.

AI-assisted questionnaire guidance

The optional CounselAxis intake assistant can explain form questions, provide general navigation guidance, and help you understand what information may be useful. It does not provide legal or medical advice, determine claim eligibility, make a significant decision about you, promise a result, or establish legal representation.

If enhanced AI functionality is enabled, the messages you enter and limited questionnaire context may be processed by a service provider to produce a response. Do not enter passwords, Social Security numbers, financial-account credentials, complete medical records, or other unnecessary sensitive information in the chat.

Information entered in the assistant is not a substitute for direct communication with your chosen legal professional. You may complete the intake without using the assistant.

When information is disclosed

We disclose information as appropriate for the requested service, as directed by you, or as otherwise permitted or required by applicable law.

• To the independent attorney, legal office, or authorized personnel associated with your selected intake link or request, so they can review and respond to your inquiry.
• To infrastructure, secure storage, database, communications, email-delivery, security, and optional AI providers acting as necessary to support the platform.
• To professional advisers, authorities, courts, or other recipients when reasonably necessary to comply with law, respond to lawful process, protect safety, investigate misuse, or defend legal claims.
• To a successor or counterpart in connection with a potential or actual corporate transaction, subject to applicable safeguards and obligations.

No sale or targeted-advertising sharing

CounselAxis does not sell submitted intake information and does not share it for cross-context behavioral advertising. The current platform does not use advertising pixels, third-party advertising profiles, or interest-based retargeting tools.

A disclosure to the legal office you choose, or to a provider helping deliver the requested service, is made to carry out your request rather than to market your information independently. If our practices materially change, we will update this policy and provide any notices or choices required by law.

Calls, emails, and text messages

When you submit an intake, you authorize the selected legal office to contact you about the inquiry using the contact information you provide. CounselAxis may also send operational or account-related communications necessary to support the service.

Submitting a questionnaire does not by itself authorize unrelated marketing campaigns, automated promotional calls, or promotional text messages. A separate, optional checkbox lets you affirmatively authorize calls, emails, and text messages, including marketing or automated communications, from your selected legal office. Consent is not required to obtain legal services. Where text messaging is offered, reply STOP to opt out or HELP for assistance. Messaging-consent information is not sold or provided to third parties for their independent marketing.

Cookies, browser preferences, and technical information

The platform uses essential account or session mechanisms to protect attorney access and may store a browser preference to remember your selected light or dark appearance. Hosting and security systems may process limited network, device, access, or diagnostic information needed to deliver and protect the service.

We do not use advertising cookies or advertising pixels on the current intake platform. You can manage browser storage through your browser settings, although disabling essential functionality may affect secure sign-in or site preferences.

Security and account protection

We use reasonable administrative, technical, and organizational safeguards appropriate to the services, including protected attorney dashboards, server-side access controls, account isolation, secured service infrastructure, and transport security. Attorney passwords are protected with one-way password hashing and are not stored as plaintext.

Routine email notifications are designed to alert an office to a potential client without including sensitive questionnaire or medical details. No website, transmission, account, or storage method can be guaranteed completely secure.

Retention

We retain information for as long as reasonably necessary to provide the requested services, maintain and protect the platform, comply with applicable law, resolve disputes, enforce agreements, or follow appropriate instructions from the responsible legal office.

Retention periods may vary by information type, the relationship with the independent legal professional, legal or professional preservation duties, security needs, and available deletion processes. A legal office may maintain its own records under separate requirements.

California and other U.S. state privacy rights

Where applicable, residents of California and other states may have rights relating to personal information, subject to verification, statutory exceptions, and the specific legal duties applicable to CounselAxis or the independent recipient.

• Request information about the categories, sources, purposes, recipients, and specific personal information associated with you.
• Request access to, correction of, deletion of, or a portable copy of eligible personal information.
• Where applicable, limit certain uses or disclosures of sensitive personal information and opt out of a sale, targeted advertising, or qualifying sharing if such practices apply.
• Exercise available privacy rights without unlawful discrimination and, when permitted, use an authorized agent or request review of a decision.

How to submit a privacy request

Submit a request to contact@counselaxis.com or call 888-742-0092. Include enough information for us to locate your request and respond securely; do not send passwords, complete medical files, or government-identification numbers in ordinary email.

We may verify identity or authority before responding. If the independent legal office controls the requested records, we may direct you to that office or coordinate the request as appropriate. Legal, security, privilege, record-preservation, and other applicable exceptions may limit a requested action.

Children and claims involving minors

The service is intended for adults. A parent, legal guardian, or otherwise authorized adult may submit an appropriate inquiry involving a minor. Children should not submit personal information directly without appropriate adult involvement.

We do not knowingly collect information directly from children under 13 without legally appropriate authorization. If you believe a child submitted information without proper permission, contact us so we can review and take appropriate steps.

Independent legal professionals and third-party services

An independent legal professional that receives your inquiry may handle personal information under its own policies, professional obligations, engagement terms, and applicable law. Any linked website or third-party service is subject to its own terms and privacy practices.

Please ask the intended legal professional about confidentiality, representation, engagement, and its handling of your information. Submitting information through this technology platform does not guarantee that communications are legally privileged.

Policy updates

We may update this Privacy Policy to reflect changes in our services, practices, or applicable requirements. The updated version will be posted here with a revised effective date. Where required, we will provide additional notice or choices before a material change takes effect.