Privacy notice

BetterDocket is operated by Product Advantage LLC, a Delaware limited liability company doing business as BetterDocket ("we," "us").

This notice is in three parts, because our role is not the same everywhere:

• Part 1 — Our website and marketing. We decide what happens here, so we are the controller. Your privacy choices live in this part.
• Part 2 — The BetterDocket product. The law firm decides what happens here. The firm is the controller and we are its processor.
• Part 3 — People we deal with directly. Account, support, subscription, and feedback records. We are the controller.

If you are a client of a law firm that uses BetterDocket, Part 2 is the part that applies to your case information, and your law firm — not BetterDocket — is the one to contact about it.

Part 1 — Our website and marketing

This part covers betterdocket.com, including the request-access form. We are the controller for everything in this part.

What we collect

• Information you provide. A demo or access request may include your name, work email, firm name, role, firm website, phone number, and anything you include in the optional note.
• Website and performance information. Vercel provides hosting, privacy-oriented website analytics, and performance measurements that help us understand site usage and reliability.
• Product analytics and masked session replay. PostHog records page paths, selected actions, device and runtime categories, and pseudonymous identifiers. Session replay is configured to mask all text and form inputs and to block images, video, canvas, frames, and embedded content.
• Visitor-identification information. For eligible U.S. traffic, we use RB2B, a Retention.com service, to associate visits with companies and, when available, professional profiles. Signals may include an IP address used for location screening, a user agent, hashed identifiers, the current and referring page, timestamps, and first-party cookies.
• Professional enrichment. RB2B may return a name, job title, employer, business or validated contact email, professional location, and LinkedIn profile associated with an eligible visit. A match is not guaranteed and may be inaccurate.

How we use it

We use this information to respond to requests, operate and secure the website, understand which firms may be interested in BetterDocket, improve our marketing and product decisions, understand feature adoption and usability, and make relevant business-to-business contact. We do not use website visitor identification to make legal, employment, credit, insurance, or similarly consequential decisions.

When you visit our public website, cookies and similar technologies used by RB2B/Retention.com may associate your activity with personal information that it or others hold about you, including information associated with an email address. BetterDocket or service providers acting for us may use matched business email addresses for communications and marketing. Every marketing email we send includes a working unsubscribe link and our postal address.

Sale and sharing

We do not sell personal information in exchange for money. However, our use of RB2B/Retention.com for website visitor identification involves disclosing information about your visit to an identification network in exchange for enriched business-contact information. Under the California Consumer Privacy Act and several other state privacy laws, that exchange is treated as a "sale" of personal information and as "sharing" for cross-context behavioral advertising, and we treat it that way.

This applies only to our public marketing website. We do not sell or share any information held in the BetterDocket product, and we do not use product information for advertising.

You can opt out through Your privacy choices, by declining optional cookies in our cookie notice, or by sending a Global Privacy Control signal, which we honor automatically. RB2B does not load unless you have opted in. You may also ask Retention.com directly to remove information it already holds using Retention.com’s opt-out form.

We do not knowingly sell or share the personal information of anyone under 16.

Who we disclose it to

Vercel, PostHog, RB2B and its parent Retention.com, and our infrastructure providers. Identified business visitors may also be delivered to a restricted internal Slack or Microsoft Teams workspace so we can review the signal and decide whether follow-up is appropriate.

Cookies and choices

PostHog analytics and masked session replay are enabled by default on BetterDocket's production website and applications. They operate independently of the RB2B choice below and of Global Privacy Control. PostHog may use first-party cookies or local storage to maintain a pseudonymous session and connect activity across BetterDocket subdomains; native application sessions are connected after sign-in.

RB2B uses optional first-party cookies and similar identifiers. Its script does not load unless you allow these cookies through our cookie notice or Your privacy choices. Allowing them enables identification of you by name and business email, not merely analytics. We also honor a browser Global Privacy Control signal by keeping RB2B disabled. Your allow-or-decline preference is stored in one essential cookie for one year.

Declining or later disabling visitor identification prevents future loading here and expires known RB2B cookies, but it does not delete information already held by RB2B or other parties. The privacy-choices page links to RB2B/Retention.com forms for those requests.

Part 2 — The BetterDocket product

This part covers the BetterDocket firm application and the client portal.

The law firm is the controller. We are its processor and service provider. We process case, client, document, and message information only on the firm's instructions under our Terms of Service and our Data Processing Agreement.

If you are a client of a law firm using BetterDocket: that firm — not BetterDocket — decides what information is in your portal and how long it is kept. Direct access, correction, and deletion requests to your law firm. If you contact us, we will refer you to the firm.

RB2B is not used in the product and receives no product information. It runs only on our public marketing pages.

What the product holds

Acting for the firm, BetterDocket stores: firm member names, emails, roles, and case assignments; client names, emails, phone numbers, and case relationships; case records including phase, status updates, key dates, tasks, and next steps; messages between firms and clients; documents and draft documents uploaded by firm members or clients, including the contents of those files; document requests and responses; client availability; and activity records of material changes.

What we generate

Authentication and session records; email delivery records (recipient, subject, delivery status); masked product-analytics events; usage snapshots recording daily counts of open and archived cases for invoicing; error and performance logs; and feedback and support requests, which are stored write-only and which the submitter cannot read back.

Where it goes

Supabase (database, authentication, storage), Vercel (hosting), Amazon Web Services (cold storage of archived and deleted cases), Resend (transactional email), PostHog (masked analytics — configured to mask all text and inputs and to block images, video, canvas, and embedded content; we do not intentionally transmit case, client, document, message, or task identifiers or user-entered content), OpenAI (only when an AI-assisted feature is invoked), and Stripe (subscription and payment data; Stripe acts as its own controller for payment data).

The full subprocessor list, with purposes and locations, is in our Data Processing Agreement.

AI-assisted features

BetterDocket includes assistant features that draft suggested text for firm members and clients, such as case summaries, message drafts, and "what changed" notes in the draft review workflow. To generate a suggestion, BetterDocket sends limited case information — and, for draft reviews, a computed text comparison between two versions of a firm's draft document or the opening excerpt of a newly uploaded draft — to OpenAI's API. Suggestions are always shown to a person for review and editing; the assistant never sends messages or changes case records on its own.

• BetterDocket has executed OpenAI's Data Processing Addendum, and our OpenAI organization is enrolled in Zero Data Retention. Under that arrangement OpenAI does not retain request or response content, including for abuse and misuse monitoring.
• BetterDocket also sets the no-retention flag on every individual API call, so the protection does not depend on one organization-level setting alone.
• OpenAI states that it does not use data submitted through its API to train its models.
• Case information is still transmitted to and processed by OpenAI in order to produce the suggestion the user asked for. These are the controls we have put in place and the commitments OpenAI has made to us; we do not warrant a third party's conduct. A firm that would rather not use these features at all can ask us to disable them for its account.

How long it is kept

Deleted cases are permanently destroyed after 30 days in cold storage. Deleted documents and folders are destroyed after 90 days in the case Trash. Archived cases are retained in cold storage while the subscription is active. After termination, customer data is available for export for 30 days and may then be deleted. Backups and logs cycle on their own schedules.

We do not publish a fixed retention schedule covering every category of product data. The timelines above, and the ones in our Data Processing Agreement, are what we commit to.

Part 3 — People we deal with directly

This part covers our own records regardless of who provided them: account and authentication records, support and feedback submissions, subscription and billing contacts, and correspondence with us. We are the controller for these.

We keep them to operate the business, provide support, bill correctly, maintain security, and meet legal obligations. Feedback and support requests are stored write-only; the submitter cannot read them back through the product.

Your rights

Depending on where you live, you may have rights to request access, correction, deletion, or a copy of personal information, to opt out of certain uses and disclosures, to limit the use of sensitive personal information, to appeal a refusal, and not to be discriminated against for exercising a right.

We offer these choices to everyone, regardless of residence. You may also use an authorized agent, in which case we will ask for proof of authorization.

To make a request, email privacy@betterdocket.com or use Your privacy choices. We will acknowledge and respond within 45 days, and may extend once by a further 45 days with notice. We may need to verify your request, and we may retain limited information to record and honor an opt-out.

For information inside the BetterDocket product, contact the law firm that invited you. We will refer product requests to the firm, because the firm — not BetterDocket — decides what that information is and how long it is kept.

Security

We use reasonable administrative and technical safeguards, but no internet transmission or storage system is completely secure. See our security practices and current limitations for what we do today and what we do not yet offer.

The public website is intended for business audiences and is not directed to children under 13.

Florida

BetterDocket is operated from Orange County, Florida. We maintain reasonable measures to protect and to dispose of records containing personal information as required by the Florida Information Protection Act, Fla. Stat. § 501.171. Where we act as a third-party agent for a law firm customer, we will notify that firm of a breach of security within the time required by that statute and by our Data Processing Agreement.

The Florida Digital Bill of Rights applies to controllers meeting revenue thresholds we do not meet. We nonetheless offer the access, correction, deletion, and opt-out choices described above to everyone.

International

We store and process information in the United States. The Service is offered to law firms established in and operating from the United States. We do not offer Standard Contractual Clauses, data residency, or GDPR-specific commitments — see our Data Processing Agreement.

Changes and contact

We may update this notice as our practices change. The effective date above identifies the latest version, and every published version remains available at its own permanent address together with the SHA-256 hash of its text.

Privacy requests: privacy@betterdocket.com. General questions: hello@betterdocket.com.