Privacy Policy

Introduction

VeriMatter Inc. ("VeriMatter," "we," "us," or "our") provides a cloud-based immigration law practice management platform designed exclusively for United States immigration law firms. This Privacy Policy describes how we collect, use, disclose, and protect information when you use our website, platform, and related services (collectively, the "Services").

We understand that immigration law firms handle extraordinarily sensitive data — including personal identifying information, immigration case details, and financial records subject to trust accounting obligations. We have designed our data practices with the highest standards of care to reflect this responsibility.

1. Information We Collect

1.1 Account and Contact Information

When you register for VeriMatter, we collect information necessary to create and manage your account, including:

• Full name, email address, phone number, and professional credentials
• Law firm name, address, and bar registration details
• Billing and payment information (processed through secure third-party payment processors)
• User role and access permissions within your firm's account

1.2 Immigration Case Data

In the course of using our platform, your firm may input, upload, or generate data related to immigration matters, including:

• Client personal information (names, dates of birth, nationalities, immigration history, A-numbers, and other identifying information)
• Immigration form responses, questionnaire data, and USCIS packet contents
• Supporting documents, including identity documents, employment records, and evidence packages
• Case notes, status updates, deadlines, and internal communications

This data is stored and processed solely to provide the Services to your firm. VeriMatter acts as a data processor on behalf of your law firm (the data controller) with respect to client case data.

1.3 Financial and Trust Accounting Data

If you use VeriMatter's accounting features, we may process:

• IOLTA and trust account transaction records
• Operating account financial data
• Invoice and payment records
• Client ledger and billing information

1.4 Usage Data

We automatically collect certain technical and usage information when you interact with our Services, including:

• Device type, browser type, operating system, and IP address
• Pages visited, features used, and actions taken within the platform
• Log data, access times, and referring URLs
• Performance metrics and error reports

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the VeriMatter platform and Services
• Process immigration forms, generate USCIS-ready packets, and power AI-assisted document features
• Manage IOLTA trust accounting, operating fund tracking, and financial reporting
• Manage your account, authenticate users, and enforce role-based access controls
• Process payments and manage subscription billing
• Provide customer support and respond to inquiries
• Send service-related communications, including security alerts and product updates
• Monitor platform performance, diagnose technical issues, and improve system reliability
• Comply with legal obligations and enforce our Terms of Service

3. Data Sharing and Disclosure

VeriMatter does not sell your personal data or your clients' data. We never have, and we never will.

We may share information only in the following limited circumstances:

• Service Providers: We engage trusted third-party vendors to assist in providing the Services (e.g., cloud hosting, payment processing, email delivery). These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.
• Legal Requirements: We may disclose information if required to do so by law, regulation, legal process, or governmental request. Where permitted, we will notify you before making such disclosure.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of the transaction. We will provide notice before your data is subject to a different privacy policy.
• With Your Consent: We may share information with third parties when you have given us explicit consent to do so.

4. Data Security

We implement robust technical and organizational measures to protect the confidentiality, integrity, and availability of your data. These measures include:

• Encryption of data at rest (AES-256) and in transit (TLS 1.2+)
• Role-based access controls and multi-factor authentication
• Regular security audits and vulnerability assessments
• Automated backups and disaster recovery procedures
• Logical isolation of IOLTA/trust accounting data from operating data
• Continuous monitoring and intrusion detection

VeriMatter is pursuing SOC 2 Type II compliance to provide independent validation of our security controls. We maintain our infrastructure on industry-leading cloud platforms with enterprise-grade physical and network security.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Services. When you or your firm terminates your account:

• You may export all of your data before account closure
• We will retain your data for a reasonable transition period (not to exceed 90 days) to facilitate data export and account wind-down
• After the transition period, your data will be securely deleted from our active systems. Backup copies will be purged in accordance with our backup rotation schedule
• Certain data may be retained longer if required by applicable law or for legitimate business purposes (e.g., billing records, audit logs)

6. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information. Under the California Consumer Privacy Act (CCPA) and other applicable state privacy laws, you may have the right to:

• Access: Request a copy of the personal information we hold about you
• Deletion: Request that we delete your personal information, subject to certain exceptions
• Correction: Request that we correct inaccurate personal information
• Portability: Receive your data in a structured, commonly used, and machine-readable format
• Opt-Out of Sale: As noted above, VeriMatter does not sell personal data, so this right is automatically honored
• Non-Discrimination: Exercise your privacy rights without receiving discriminatory treatment

To exercise any of these rights, please contact us at [email protected]. We will respond to verified requests within the timeframes required by applicable law.

Note for law firm clients: With respect to immigration case data that your firm inputs into VeriMatter, your firm is the data controller. Requests from your clients regarding their personal data should be directed to your firm in the first instance.

7. Children's Privacy

VeriMatter's Services are designed for use by licensed attorneys and authorized law firm personnel. We do not knowingly collect personal information directly from children under the age of 13. If we learn that we have inadvertently collected personal information from a child under 13 outside the context of immigration case data managed by a law firm, we will take steps to delete that information promptly. Immigration case data involving minors is managed by the law firm as data controller and is subject to attorney-client privilege and applicable professional responsibility obligations.

8. Cookies and Tracking Technologies

We use cookies and similar technologies to maintain session state, remember your preferences, and analyze usage patterns. These include:

• Essential Cookies: Required for the platform to function (e.g., authentication, session management)
• Analytics Cookies: Help us understand how users interact with our Services so we can improve them

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by sending a notification to the email address associated with your account. We encourage you to review this policy periodically. Your continued use of the Services after any changes constitutes acceptance of the updated Privacy Policy.

10. Contact Information

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: