Privacy Policy – VenPillar Legal IT Services

Introduction to VenPillar’s Privacy Policy

VenPillar Legal IT Services considers the confidentiality and protection of client information a top concern for all of the solutions and services we offer. As a premier provider of a variety of customized legal IT services for law firms, law departments, and legal professionals throughout the USA, we are acutely aware of the delicate nature of the information we handle. This Privacy Policy describes VenPillar’s practices with respect to the collection, use, storage, security, protection, and disclosure of client information, whether through our website or in performing our professional services. Through this policy, we aim to be informative about how your information is handled, demonstrate our commitment to client confidentiality, and ensure compliance with all pertinent statute laws and the rules and regulations governing the legal profession.

Our Pledge to Client Privacy and Legal Compliance

Whether or not providing Managed Security Services, VenPillar Legal IT Services is committed to maintaining the highest standards of protection of client privacy and security. This is even more critical in the legal industry where confidentiality is a primary concern. We configure our systems and processes to meet the requirements of both the legal profession (as professional service providers) and the data protection requirements of US laws such as the Gramm-Leach-Bliley Act (GLBA), state privacy statutes, and the rules of the legal profession. Our legal IT experts continually review and update our legal privacy practices in accordance with technological, legal, and best practice developments to ensure that client data is protected at all levels throughout our engagement.

Information We Collect

VenPillar obtains the following types of information as necessary for the provision of legal IT services, assistance with client projects, and the enhancement of our services:

Personally Identifiable Information of Client Contacts: Names, contact information (e.g. email addresses, telephone numbers, business mailing addresses), positions, and employers.
Law Firm and Matter Information: Information regarding law firm operations, legal matters, case files, client relationship management systems, document and matter/business workflow, and records as presented by clients to support project work.
Technical Information: Device identifiers and IP address, browser and operating system information, and user activity in accessing our website/digital offerings.
Communications: Emails, messages and call records with members of our team to coordinate projects, technical assistance, requests for information, etc.
Accounts & Billing Information: Information pertinent to requirements for invoices, payments and contract terms.

The above information we obtain is only that which is reasonably necessary to deliver and maintain legal IT services efficiently and provide such services in a lawful and non-intrusive manner.

How We Collect Information

Data is collected through the following means to facilitate seamless communication, information sharing, and project delivery:

Direct submission to us: When legal professionals or law firms reach out by email, phone, or via our website through contact forms, or when they execute a service agreement with us.
Onboarding: During pre-project scoping meetings and discovery sessions, where the client shares details about legal workflows, technology requirements, and other project deliverables.
Service delivery: During legal IT project execution, a variety of information is shared with us that is relevant for custom development, integration, or support purposes.
Website usage: As users visit www.venpillar.com, we collect technical and analytic information through cookies and similar technologies (subject to user consent & browser settings).
Third-party systems: If our clients integrate their systems with third-party systems in the course of a project, data may be transmitted to us from such systems for technical facilitation purposes (with client consent).

How Client Information is Used

VenPillar’s use of client information is restricted to the limited purposes for which it was obtained, including:

Service Delivery: We use client information in delivering, developing, implementing, and supporting our legal IT solutions.
Project Management: We need your information to help coordinate projects within your team, including tracking project steps, milestones, deliverables, and other information.
Client Communication: We use data submitted by clients to respond to client questions, obtain updates, and otherwise make sure a solution works appropriately.
Compliance and Security: We use your information to ensure our solutions and practices conform to applicable laws, ethical rules, and contractual provisions – to protect our clients. For example, our applications will record audits as needed pursuant to applicable rules and regulations.
Billing and Administration: We collect information related to financial payment processing, contract administration, and for accounting and regulatory reporting purposes.
Product and Service Improvement: We use usage data and your feedback regarding our solutions in an effort to improve them for all clients. This is done on an aggregate or anonymized basis, to the extent practicable.

We do not use client information for marketing or promotional purposes without the affirmative consent of the involved client(s), nor do we sell client information to third parties.

The Legal Basis for Processing Client Information

We process personal information and firm data on one or more of the following bases:

Contractual Obligation: We process information as necessary to perform our services as described in our service agreements with clients.
Legal and Regulatory Compliance: To comply with, or address a perceived compliance with, U.S. legal and regulatory requirements that govern how we must handle certain information.
Legitimate Interests: To further the legitimate interests of the firm, including operational efficiencies, cybersecurity efforts, and quality enhancement efforts, as long as those interests are not overridden by client rights and interests.
Consent: To the extent required by law, we obtain consent prior to using or collecting certain categories of information, such as for cookies or marketing communications.

Storage, Retention and Security of Data

At VenPillar we implement measures designed to safeguard against unauthorized access, disclosure, modification, or destruction of client information. These measures include:

Controls to restrict access to client information only to personnel whose job responsibilities require access (role-based access)
Data encryption in transit and at rest
Physical security, including suitably secure server centres and restricted site access
Regular internal audits of the security systems and policies applicable to client information

We will only retain client information for so long as may be reasonably necessary to serve the purposes described in this policy, to meet any and all legal and regulatory requirements, and to resolve disputes. We will securely delete or anonymize client information following the expiration of the applicable retention period.

Professional Confidentiality and the Attorney-Client Privilege

As a technology provider to the legal sector, VenPillar is sensitive to the need for strict adherence to the tradition of attorney-client privilege and confidentiality. VenPillar staff are trained to treat legal data with the highest degree of confidentiality and are not permitted to access, use, or disclose client and case information except to the extent necessary to provide services contracted for or demanded by law. All staff have signed confidentiality agreements and periodically undergo training in legal ethics and handling of protected data.

Disclosure of Information to Third Parties

Neither we nor VenPillar sell, trade, or rent client information to outside third parties. We may share client information with third parties only in limited circumstances:

Service Partners: We may share client information with trusted vendors or contractors who deliver specialized IT services (e.g., secure hosting facilities or technology integrations), and who have signed contracts committing them to maintaining the confidentiality and protection of our data.
Legal Obligations: We may also be required to share client information when compelled by law enforcement, court order, or regulatory investigation, or if otherwise obligated by law – however, we will give notice to the applicable client unless barred by law.
Corporate Transactions: We may also be compelled to share client information if there is a merger, acquisition, or sale or transfer of assets, as long as data protections remain in place.

We go to great efforts vetting third parties and ensure they are holding themselves to data privacy standards analogous to ours.

Transferring Data Internationally

VenPillar Legal IT Services only supports servers hosted and accessed within the United States. We do not upload or transfer any client data outside of the United States. Should the need arise that a project necessitates integration with platforms hosted outside the U.S. or the cross-border ingress or egress of data, this will be done only at the client’s express authorization and otherwise as required by applicable law.

Your Rights and Choices

VenPillar helps you take back control of your information. As a client or the user of this website, you have the right to:

Access: Ask us for details about the information we hold about you or your firm.
Rectification: Ask us to rectify information that is inaccurate or incomplete.
Erasure: Ask us to erase your information when it is no longer needed for the purposes this policy describes or when you withdraw your consent where we have relied on your consent.
Restriction: Request that we restrict our use of your information in certain circumstances.
Object: Object to our processing on the basis of legitimate interests or for direct marketing (where applicable).
Portability: Request a copy of your information in a machine-readable format, where possible.

To exercise these rights, please email [email protected] or call (980) 986-1349. We’ll respond promptly and as required by law.

Cookies and Other Web Tracking

This website (www.venpillar.com) uses cookies and similar web-based technologies to operate the site, improve its usability, analyze site functionality, and provide certain features. Cookies are small text files placed on your computer to help us recognize your preferences and track how visitors use the website. Cookie settings can be managed via your web browser settings. You may opt out of or disable non-essential cookies at any time and under certain circumstances. Limited functionality may be available if cookies are turned off. We do not utilize cookies for advertising, and do not disclose cookie-generated information to active third parties, except with your specific consent. For more information, please review our Cookie Policy.

Data Breach Notification and Response

If a data breach involving client information occurs, VenPillar has incident response protocols in place to ensure that the incident is immediately contained, investigated, and risks adequately assessed. Clients and regulators, if necessary, are promptly notified in accordance with applicable law. The VenPillar team is trained to immediately react to any incident, mitigating harm to clients and taking corrective action to prevent future security incidents. We will make all appropriate disclosures and will offer timely updates and information to any client affected by an event involving client information.

Links to Third Party Websites and Plugins

VenPillar and other legal IT services we provide may include links or integrations with third-party websites, services, or platforms. VenPillar makes no representations regarding the privacy or data practices of any such third-party site, service, or platform. Customers and users are strongly encouraged to review the privacy policies of any third-party service or site before sharing information or providing authorizations for Virtual C10 access or integrations. Once entrusted to do so, we will do our best to ensure that any third-party integrations required for your legal information technology projects are securely and accurately performed under your right-to-know and right-to-view authorizations.

Children’s Data and Privacy

VenPillar’s Website and Services Are Not Intended for Use by Minors Under 18. We do not knowingly solicit or collect any personal information from anyone under 18. If we become aware that we have inadvertently received information from any such individual, we will delete such information from our records.

Changes to This Privacy Policy

VenPillar may, from time to time, revise this Privacy Policy as necessary or appropriate to reflect new practices and system changes or in response to changes in law. We will notify our clients of material changes by email or by providing notice on the Firm’s websites in a form we deem appropriate. Clients and other users are therefore encouraged to review this policy periodically to remain informed of how VenPillar protects their information. The effective date of the current policy is noted at the top of the policy.

Contact Us

If you have any questions, comments, or requests regarding this Privacy Policy or your data, please contact us at:

VenPillar Legal IT Services
1000 W 4th St Ste 80 Charlotte NC 28202
980-986-1349
[email protected]
https://venpillar.com/

We make every effort to address your questions quickly and to protect the privacy and security of your information. For more details, you may also visit our Contact VenPillar Legal IT Services page.

Your Consent

By accessing or engaging VenPillar Legal IT Services or this website, you agree to its collection, use, storage, and disclosure of information as provided herein. You should carefully review the terms and conditions of this Privacy Policy before using or submitting data to this website or to us, and contact us with any questions. Your use or continued engagement of our services, or continued use of this website constitutes your acceptance of these terms. For more information, please see our Privacy Policy and Terms of Use.

Dispute and Complaints Procedure

VenPillar is dedicated to upholding your privacy and resolving questions and concerns with respect to our information practices. If you believe that your rights have been violated or are otherwise unhappy with the way we responded to a privacy concern you have raised, you may submit a complaint directly to VenPillar at [email protected] or (980) 986-1349. We will investigate all such complaints in good faith, and respond within a reasonable period of time. If you continue to be unsatisfied, you may have the right to lodge a complaint regarding our use of your Personal Data with the relevant regulatory authority in your country.

Applicability to and Scope of the Policy

This Privacy Policy governs the information we collect or process via the legal IT solutions and consulting engagements performed by VenPillar Legal IT Services, as well as by our website. It does not apply to information a law firm collects from its own clients or via their websites, unless that information is transmitted to VenPillar for use with a project. Our delineation of the privacy obligations for law firms allows them to focus on their own professional responsibilities while they benefit from our technology solutions.

Rights of California Consumers (CCPA)

If you are a CA resident, you may have additional rights under the California Consumer Privacy Act (“CCPA”), including the right to understand which categories of personal information we collect, to request their deletion, and to opt-out of our use or sale of personal information. VenPillar does not utilize or sell personal information. To make a CCPA request, please reach out to us at [email protected] or (980) 986-1349. We will authenticate your identity before honoring requests as a matter of law.

Legal Professional and Law Firm Data Protection

Acknowledging the specialized data protection requirements of the legal industry, VenPillar customizes its privacy processes to account for attorney-client privilege, issues of legal ethics, and regulatory compliance. Our services are intended to aid law firm compliance efforts under the ABA Model Rules of Professional Conduct, state bar rules, and other relevant guidelines. We conduct regular training for our employees and clients to help ensure that the data privacy elements of all law firm technology projects are at the highest level possible.

Appropriate Data Minimization

VenPillar believes in data minimization-collecting no more data than required to complete the limited purposes of any given legal IT engagement. We never require more data than is necessary to deliver the project at hand. And we continually assess our data collection practices to eliminate unnecessary retention or exposure. Clients should share only the data they need, and we can provide guidance on secure data transfer and minimization best practices.

Data Subject System Process

After we receive a data subject request for access, correction, and deletion, VenPillar shall verify the identity of the individual making the request, review the request against VenPillar’s obligations under applicable laws, regulations, and contractual provisions, and shall strive to support all valid requests within 30 days or otherwise as required by law. To the extent applicable laws and regulations do not permit us to honor a request (e.g. due to pending legal obligations), we will set forth the rationale and inform the requester about remedies that may be available.

Informed Security Awareness and Training

All personnel at VenPillar are provided periodic training regarding cybersecurity practices, legal data privacy compliance, and the ethical use of sensitive data. Our security-aware culture means that every employee is educated on the importance of client confidentiality, data protection, and laws governing the use of our clients’ personal data. We conduct periodic security drills and assessments to ensure best practices and reduce the risk of human error.

Client Responsibilities in Data Protection

Although VenPillar maintains robust security and privacy safeguards in compliance with state bar rules and other relevant standards, we do recommend that our clients employ data protection best practices as well. This includes protecting login information, assigning a secure mechanism for exchanging information back and forth, reporting any suspected incident to VenPillar immediately, and ensuring that client professionals comply with their own professional and regulatory obligations. The ability of VenPillar to protect the IT environment as needed for all legal projects is enhanced by client cooperation and assistance.

Glossary of Terms

Personal Information	Information that identifies or pertains to you.
Firm Data	Data associated with a law firm’s cases, business activities, and/or operations.
Processing	Any action taken on data, including collection, use, storage, and/or disposal.
Encryption	The method of transforming information into an unreadable format to safeguard against unauthorized access.
Attorney-Client Privilege	The obligation that ensures confidentiality between the client and the attorney.
Data Controller	The entity that decides the purposes and methods of processing your personal information (VenPillar acts as a data processor for most projects on behalf of your law firm).

FAQs

Q: VenPillar accesses client files?
A: VenPillar only ever accesses a client project’s case files or other confidential information with express permission and in the performance of its contracted legal IT services.
Q: How long does VenPillar keep my project data?
A: We keep project data for so long as is necessary to perform our contractual services and satisfy legal record requirements. Data is stored securely and deleted or anonymized afterwards.
Q: Can I request that my data be deleted after a project?
A: Yes, please contact us at [email protected] or (980) 986-1349 to request deletion, subject to applicable regulatory or contract-required retention.

Conclusion: Our Commitment to Your Privacy

VenPillar Legal IT Services is committed to earning your trust and implementing the safeguards needed to protect your information. We value your privacy and are trusted for our data privacy, data security, and ethical practices as part of our planning, executing, and monitoring of your legal IT project. VenPillar continually invests in our people, processes, and systems to ensure that the privacy standards of the legal profession are met. If you have any questions, comments, concerns, or would like to discuss your legal IT project, we encourage you to get in touch with us directly. VenPillar respects your privacy and appreciates that you are considering working with VenPillar for your legal technology project.