Privacy Policy

Formata Software Inc. (“Formata,” “we,” “us”) provides legal workflow and limitation-management software to law firms. This Policy explains how we collect, use, disclose, safeguard, retain, and provide access to personal information through our websites, applications, support, and business operations.

1. Information we collect

We may collect account and identity information such as names, business contact information, firm affiliation, role, authentication settings, and invitation records; subscription and transaction information; support and sales communications; device, browser, IP address, login, security, audit, and usage information; and Customer Data submitted or imported by authorized users, which may include matter, party, event, deadline, assignment, and jurisdiction information.

2. Why we use information

We use information to provide and secure accounts; operate deadline, reminder, matter, administration, and integration features; authenticate users and enforce permissions; deliver requested emails and notifications; provide support; process subscriptions; prevent fraud and misuse; diagnose errors; maintain audit records; comply with law; and improve the Service using appropriately limited or de-identified information where practicable.

3. Consent and authority

We collect, use, and disclose personal information with consent or as otherwise permitted by applicable law. The Customer is responsible for ensuring it has authority to submit or connect Customer Data and for providing notices or obtaining consents required by its professional and legal obligations. Users may withdraw consent where legally available, although doing so may prevent use of some features.

4. Service providers and integrations

We may disclose information to vendors that provide hosting, databases, email delivery, security, payment processing, support, and technical operations, subject to contractual or other safeguards appropriate to their role. Information may also be exchanged with third-party integrations selected by the Customer, such as Filevine, Clio, Google Calendar, or Microsoft Outlook. Filevine synchronization is designed as inbound-only. We do not sell personal information or disclose it to third parties for their independent advertising.

5. Processing locations

Formata is based in Alberta, Canada. Information may be processed in Canada, the United States, or other locations where authorized service providers or customer-selected integrations operate. Information in another jurisdiction may be accessible to courts, law enforcement, or regulators under that jurisdiction’s laws.

6. Safeguards

We use safeguards designed for the sensitivity of legal-workflow information, including encrypted HTTPS transport, password controls, multi-factor authentication, role-based access, firm-level data separation, restricted administrative access, encrypted integration credentials, security logging, dependency checks, and private-page cache restrictions. No system can guarantee absolute security. Customers must use strong credentials, protect recovery codes, manage staff access, and notify us promptly of suspected compromise.

7. Retention

We retain personal information only as long as reasonably necessary for the purposes described here, the Customer’s subscription, security and audit requirements, dispute preservation, and legal obligations. Retention periods vary by record type. Following a valid deletion request or account termination, information is deleted or de-identified within operationally reasonable periods, subject to legal holds and backup cycles.

A payment suspension does not delete Customer Data. Formata retains the firm's matters, deadlines, assignments, integration configuration, and audit history so service can be restored after verified payment. A deliberate account shutdown is treated separately: calendar entries are queued for removal and external integrations are disconnected. Any later deletion remains subject to the Customer's instructions, applicable law, professional obligations, security and dispute holds, and backup-retention cycles.

8. Access, correction, and privacy choices

Subject to applicable law, individuals may request information about Formata’s handling of their personal information, access personal information Formata controls, and request correction of inaccurate information. We may need to verify identity and may direct requests involving Customer Data to the controlling law firm. Users can update basic account information within Formata and account administrators can manage staff access.

9. Security incidents

We investigate suspected privacy and security incidents and will notify affected customers, individuals, regulators, or others when required by applicable law. Customers should report suspected unauthorized access promptly to the contact below.

10. Cookies and website technology

Formata uses essential session, authentication, security, and preference technologies required to operate the Service. We do not currently describe the public site as using third-party behavioural advertising cookies. If analytics or advertising technologies are introduced, this Policy and any required consent mechanism will be updated before use.

11. Children

The Service is designed for professional organizations and is not directed to children. We do not knowingly solicit children to create Formata accounts.

12. Privacy Officer and complaints

Questions, access or correction requests, complaints, and incident reports may be directed to: Privacy Officer, Formata Software Inc., Edmonton, Alberta, Canada, at [email protected]. Please do not send confidential client information by ordinary email. If a concern is not resolved, you may have the right to contact the Office of the Information and Privacy Commissioner of Alberta or the Office of the Privacy Commissioner of Canada.

13. Changes

We may update this Policy as our services and legal obligations change. We will post the updated version with a revised effective date and provide additional notice for material changes where appropriate.