Privacy Notice

Last updated: October 12, 2026

This Privacy Notice for Ramtek Intelligence, LLC ("we," "us," or "our") describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:

Visit our website at ramtekintelligence.com
Register for and use our AI-powered tools platform for law firms
Contact us for support or sales inquiries

Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have questions, contact us at support@ramtekintelligence.com.

What information do we collect?
How do we process your information?
When and with whom do we share your personal information?
Do we use cookies and other tracking technologies?
How long do we keep your information?
Do we collect information from minors?
What are your privacy rights?
Controls for do-not-track features
Do we make updates to this notice?
How can you contact us about this notice?
How can you review, update, or delete the data we collect from you?

1. What information do we collect?

Personal information you disclose to us

We collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you register on the Services, create a firm account, invite team members, or otherwise contact us. The personal information we collect may include:

Name and email address
Law firm name and size
Password (stored in encrypted form — we never store plaintext passwords)
Payment information (processed and stored by our payment processor — we do not store card numbers)
Free trial sign-up: your first name and work email address. We send a confirmation link to that address before the trial starts. Anything you then type into the tools is handled as described in Section 2.
Content you input into our AI tools (e.g., document text, client details, contract language submitted for analysis)
Firm profile details you choose to save: your practice state and practice areas, courts, letterhead details (address, phone, website) and, for each user, the name, title and contact lines of a signature block, which are used to fill in the documents our tools draft
If you use our Enterprise inquiry form: your name, work email, phone number and role, and details about your firm (headcount, practice areas, current software, main goals and priorities, who makes the decision, how you heard about us, timeline and any notes you add). We use this only to prepare and discuss a custom plan with you, including a non-personal score of how well your inquiry fits, and we keep it until you ask us to delete it or the discussion ends.
If you confirm a custom plan on our plan confirmation page: the name you type, the time, and the network address (IP address) you confirmed from, kept as a record that the plan details were confirmed.
If you are a firm administrator who invites team members: the name, work email and role of each person you invite. By inviting someone you confirm you are authorized to share their details with us so they can be given access. An invitation link expires after 7 days; a person who never accepts is not given an account.

Sensitive information. We do not intentionally collect sensitive personal information. However, the nature of legal work means that content you submit to our AI tools may contain sensitive or confidential information. You are responsible for ensuring any such submissions comply with your professional obligations and applicable law.

Information automatically collected

Some information — such as your IP address and browser characteristics — is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This includes:

Log data (IP address, browser type, pages visited, timestamps)
Device information (operating system, device type)
Usage data (which tools you use, number of AI interactions, session duration)
Cookie and session data (see Section 4)

2. How do we process your information?

We process your information to provide, improve, and administer our Services, communicate with you, and comply with law.

We process your personal information for the following purposes:

To create and manage your account — so you and your firm's team members can log in and use the platform
To provide AI-powered tools — your text inputs are sent to our AI infrastructure provider's API to generate responses. The input and the resulting output are also saved to your firm's account so your team can retrieve past drafts and analyses, and are retained for the duration of your subscription (see Section 5). They are visible only to users at your firm.
To process payments — subscription billing is handled through our payment processor
To send transactional emails — account invitations, password resets, and billing notifications
To track usage — so we can enforce plan limits and provide analytics dashboards to firm administrators
To respond to inquiries — when you contact us via the website contact form
To comply with legal obligations — as required by applicable law

3. When and with whom do we share your personal information?

We may share information in specific situations and with specific third parties.

We share your information only with the following categories of third parties, and only as necessary to provide our Services:

AI Infrastructure Provider — Your text inputs to our AI tools are processed by our AI provider's API. That provider's use of this data is governed by their API usage policies, which prohibit using API inputs for model training. We do not send your account details (your name, login email or billing data) to this provider as such. Anything you type or upload into a tool, including client names and other personal information inside a document, is sent to the provider so it can generate the response, so you should only submit what you are permitted to share. When the AI Law Assistant researches a legal question, the search terms it uses are also sent to public legal databases (such as court opinion and statute sites) and to the AI provider's web search, so write questions with only the client detail you need.
Payment Processor — Payment processing. Our payment processor stores your card and billing information under their own privacy policy.
Email Delivery Provider — Transactional email delivery (password resets, invitations).
Application Hosting Provider — Cloud hosting provider where our application servers run.
Content Delivery and Network Security Provider — Web traffic to our site passes through this provider, which also routes emails that you forward to your private intake address before they reach our application.
Error Monitoring Provider — Receives technical error reports from our application so we can find and fix problems. We work to keep personal information out of these reports.
Team Messaging Provider — Our internal alert channel. It receives short notices about new sign-ups, trials, website leads, contact-form messages and billing events (for example a name, email address and firm name) so our team can respond quickly.
Database Provider — Database hosting (PostgreSQL). Your account data is stored on our database provider's managed infrastructure.

We do not sell your personal information. We do not share your information with advertisers or data brokers.

4. Do we use cookies and other tracking technologies?

We use cookies to keep you logged in and to secure your session.

We use the following cookies:

Authentication cookie (httpOnly) — stores your encrypted session token so you remain logged in (a sign-in lasts up to 30 days on a device unless you log out). Cannot be read by JavaScript.
CSRF token cookie — a security token used to prevent cross-site request forgery attacks.

We do not use advertising cookies, third-party tracking pixels, or behavioral profiling technologies. For the full list of cookies and how to change your choice, see our Cookie Policy; you can also reopen the cookie choice at any time with the Cookie Settings link in the footer. Google Analytics (GA4) collects anonymized page view data to understand how visitors use our website, and it runs unless you choose "Decline" on the cookie banner shown on our website (if you decline, it does not load). We save your choice in your browser's local storage (not in a cookie) so we do not ask again. You can change your choice at any time with the "Cookie Settings" link in the footer. You can also opt out of GA4 by using the Google Analytics Opt-out Browser Add-on.

Visitors who use a firm's Website Intake Assistant

Our customers (law firms) can place a Website Intake Assistant on their own websites. If you chat with one, your messages, and any name, email address, phone number or matter details you give, are processed by us on behalf of that firm: they are saved to the firm's account, sent to the firm, and processed by our AI provider to reply and to summarize your inquiry. The firm decides what to do with your information and is responsible for its own privacy notice; contact that firm for questions about how it uses your information. Do not send confidential or urgent information through the assistant: chatting with it does not create an attorney-client relationship, and it is not a substitute for contacting the firm directly.

Forwarded email

If a firm forwards an email or document to its private intake address, we process the content on behalf of that firm to draft a reply or analysis and email it back to the person who set up the address. If the content is a court order, notice or pleading, we read the dates in it and store the proposed deadlines in that firm's account for an attorney to review. The content is stored in that firm's account like any other User Content.

Business contacts and marketing email

We may email law firms and attorneys about our services using professional contact details from business and public sources. Every such email includes a way to opt out, and we honor opt-out requests promptly. To be removed, use the link in the email or write to support@ramtekintelligence.com. We send that email through an email outreach service, which holds the recipient's name, work email and firm name for that purpose.

5. How long do we keep your information?

We keep your information for as long as necessary to provide our Services or as required by law.

We retain your account information for as long as your subscription is active. If your subscription ends, we retain your firm's data for 30 days to allow for reactivation or export, and then permanently delete it from our production systems. We email your firm administrator a reminder before that deadline. If you resubscribe before deletion occurs, your data is kept and the countdown resets. Usage logs (which tool was used and when, not the content) are kept while your account exists and are deleted with it. Payment records are retained as required by accounting and tax law (typically 7 years). See Section 13 of our Terms & Conditions for the full deletion schedule.

To request deletion of your data sooner, contact us at support@ramtekintelligence.com.

Your own templates. A template you paste or upload in the Document Drafter's own-template mode is sent to our AI provider while the draft is written. We do not save the template. We save the finished draft and the matter description you typed, in your firm's account, like other drafts.

Transcripts. A deposition or hearing transcript you analyze in the Transcript Analyzer (Enterprise) is sent in full to our AI provider while the analysis runs, and the analysis is saved in your account like other analyses, with a short title taken from the start of the transcript. The transcript text itself is not saved by us after the analysis finishes. Saved analyses are deleted on the same schedule as the rest of your firm's data. A transcript can contain confidential and personal information about witnesses and others. Your firm is responsible for having the right to use it and to send it to us.

Firm reference documents. Documents your firm adds for drafting are kept in your account and are deleted on the same schedule as the rest of your firm's data (30 days after a cancellation). Documents can be uploaded as Word, PDF or text files or pasted in. Only passages that match a request, and a short style sample from a style guide if the firm has one, are sent to our AI provider, and only while that request runs.

Free trials. If you start a free trial and do not choose a plan, your trial account is locked when the trial ends. Your drafts and contacts are kept for 30 days after the trial ends and are then deleted. Choosing a plan before then keeps your data.

6. Do we collect information from minors?

We do not knowingly collect data from or market to children under 18.

Our Services are intended for legal professionals and law firms. We do not knowingly collect or solicit information from anyone under the age of 18. If we learn that personal information from a minor has been collected, we will delete it promptly. Contact us at support@ramtekintelligence.com if you believe this has occurred.

7. What are your privacy rights?

Depending on your location, you may have rights regarding your personal information.

You may have the following rights depending on applicable law:

Access — request a copy of the personal information we hold about you
Correction — request that we correct inaccurate or incomplete data
Deletion — request that we delete your personal information
Portability — request your data in a portable format
Objection — object to processing of your personal information
Withdrawal of consent — where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, contact us at support@ramtekintelligence.com. We will respond within 30 days.

You can also manage your account information by logging into your dashboard at any time.

State-specific privacy rights

If you are a resident of California, Virginia, Colorado, Connecticut, Utah, or another state with its own comprehensive privacy law, you may have additional or more specific rights under that law — for example, the right to know what personal information we've collected about you, the right to opt out of the "sale" or "sharing" of personal information (we do not sell or share personal information, so there is nothing to opt out of), and the right to non-discrimination for exercising your privacy rights. We honor requests submitted through the process above regardless of which state you're in, whether or not that state's law currently applies to a company our size. If we deny a request, you may appeal by replying to our response within 60 days, and we will answer your appeal in writing within 60 days. Roughly twenty states now have comprehensive privacy laws, and some of them require businesses to honor browser opt-out signals such as Global Privacy Control; because we do not sell or share personal information or use it for targeted advertising, such a signal changes nothing about how we handle your data.

8. Controls for do-not-track features

Most web browsers include a Do-Not-Track ("DNT") feature you can activate to signal your privacy preference. We currently do not respond to DNT browser signals, as no uniform standard for honoring these signals has been adopted. If a standard is established, we will update this notice.

9. Do we make updates to this notice?

Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this page. If we make material changes, we will notify you by email or by posting a notice on our website. We encourage you to review this notice periodically.

10. How can you contact us about this notice?

If you have questions or comments about this notice, you may contact us at:

Ramtek Intelligence, LLC
Email: support@ramtekintelligence.com
Website: ramtekintelligence.com

11. How can you review, update, or delete the data we collect from you?

Based on applicable law, you may have the right to request access to the personal information we collect from you, correct inaccuracies, or delete your data. To submit a request, please email us at support@ramtekintelligence.com with the subject line "Data Request." We will respond within 30 days.