Privacy Policy
Effective October 5, 2026
In short
We collect what we need to run accounts, billing and support. We do not sell personal information, and we run no advertising. The website’s chat widget keeps its own record of the pages you visit here.
The case material a law firm puts into DocketIQ belongs to that firm. We process it on the firm’s behalf, and the firm decides what is uploaded and who can see it.
1. Who We Are and What This Covers
DocketIQ is operated by Codira, Inc. (“Codira,” “we,” “us”). This policy explains how we handle personal information through the DocketIQ website at docketiq.xyz and the application at app.docketiq.xyz (the “Service”).
We handle personal information in two different capacities:
- Account, billing and website information — about the people who use the Service and visit the website. We decide how this is used, and this policy describes it.
- Customer Data — the case material a law firm (the “Customer”) and its users upload, which often contains personal information about clients, parties, witnesses and others. We process Customer Data on the Customer’s behalf and under its instructions, as set out in the Terms of Service. If your information is in a matter held in DocketIQ, the law firm responsible for that matter decides how it is used; please contact that firm, and we will assist it with your request.
2. Information We Collect
2.1 Account information
Your name, email address, and the role you hold on each matter; your password, stored only as a salted hash; and, if you turn it on, the secret used for two-factor authentication. For a firm that subscribes, we also record the firm’s name and its plan.
2.2 Billing information
Payments are handled by Stripe. Card details are entered directly with Stripe and never reach our systems. We keep the identifiers Stripe gives us for the customer and subscription, the plan, its status and renewal date, and a record of purchases.
2.3 Security and usage records
When you sign in, we record the time, your IP address and your browser’s user-agent string. The application keeps an audit log of actions taken in each matter — who did what and when — including sign-ins and failed sign-in attempts, which we also use to limit repeated attempts. We record how much AI analysis each firm uses so that it can be measured against the firm’s plan.
2.4 Information you send us
If you request a demo, we collect your name, firm, email address, optional phone number and message. If you book a call, the booking calendar collects the details you enter. If you contact support, we keep the correspondence. If you use the website’s contact form, we collect your name, email address and message; your phone number, firm and office address if you give them; and whether you agreed to be contacted by email and by text message, with the time and IP address at which you agreed. If you apply for a job, we collect your name, email address, phone number and the region you are applying for, and anything else you choose to give us, such as where you are based, a LinkedIn profile or résumé link, and a note.
2.5 Customer Data
Whatever the Customer’s users choose to upload or enter into a matter: documents, evidence, pleadings, witness information and statements, transactions, notes and similar material.
3. Cookies
The application sets only the cookies it needs to work: one that keeps you signed in, one used briefly during two-factor sign-in, and one that remembers which matter you last had open. The website sets no advertising cookies. Every page of the website carries a chat widget from a third party (see section 6), and the booking page embeds that provider’s calendar; both may set their own cookies and keep a record of the pages you visit here, so that a conversation continues as you move around the site.
4. How We Use Information
- to provide the Service: create and secure accounts, sign you in, and show you the matters you are permitted to see;
- to process payments and manage subscriptions;
- to send service emails — invitations, password links, and notices that something has happened in a matter. These emails contain no case material;
- to provide support and respond to inquiries, contact form messages and demo requests;
- to contact you by email about your inquiry, and by text message if you agreed to texts;
- to consider job applications and contact applicants about them;
- to protect the Service and its users, including detecting and limiting abuse; and
- to comply with law and enforce our Terms.
We do not sell personal information, share it for cross-context behavioral advertising, or use it to build advertising profiles.
Text messages. We send text messages only to people who agreed to receive them, for example on the website’s contact form, where agreeing is optional and is not a condition of purchase. Messages are about your inquiry and any demo you book. Message frequency varies, and message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help. We do not share mobile phone numbers or text-messaging consent with third parties or affiliates for their marketing purposes; they are shared only with the providers in section 6 that deliver the messages for us.
5. AI Features
When a user uses an AI feature — such as the case assistant, the analysis agents, or the drafting assistant available to witnesses — the relevant portions of Customer Data are sent to our AI model provider to generate a response. To check an AI answer before anyone relies on it, DocketIQ can also send each statement, with only the passages it cites, to a second AI provider, OpenAI, which reports whether the passages support it. Statements that already failed DocketIQ’s own checks are not sent. Only the material the request needs is sent, not the whole matter, and material a user has been screened from is never sent on their behalf. Optical character recognition of scanned documents runs within the Service rather than being sent to an outside provider.
6. Service Providers
We use the following providers to operate the Service. Each receives only what it needs for its function.
| Provider | What it does for DocketIQ |
|---|---|
| Render | Hosts the application, the website and the database. |
| Cloudflare | Stores uploaded files. May also protect website forms against automated submissions. |
| Anthropic | Processes the portions of Customer Data sent when AI features are used. |
| OpenAI | Checks AI answers against the passages they cite, when that check is on. Receives each statement and those passages only. |
| Microsoft, Clio, MyCase, Smokeball, PracticePanther, Filevine | Only when a firm connects them: email and documents the firm chooses to file into a matter, and contacts it chooses to import, are read from these services under the firm’s own connection. |
| Stripe | Processes payments and manages subscriptions. |
| Resend | Delivers the emails the Service sends. |
| Smarty | Suggests and checks US addresses as you type your office address into the website’s contact form. It receives what you type in the address line. |
| LeadConnector (HighLevel) | Provides the chat widget on the website and the booking calendar on its booking page, and is the system we use to keep and manage what is sent through the website’s contact and job application forms, and to send the emails and text messages we send about inquiries. |
We may also disclose information where required by law or legal process, to protect the rights, safety or security of the Service or others, or as part of a merger, acquisition or sale of assets, in which case this policy’s protections continue to apply. Information may be shared with companies under common ownership with Codira consistent with this policy.
7. Retention
- Account and billing information is kept while the account or subscription is active, and afterwards for as long as needed for legal, tax and accounting purposes.
- Audit records are kept as part of each matter’s record, because their purpose is to show what happened in it.
- Customer Data is kept for the life of the subscription and handled on termination as the Terms of Service describe: available for export for 30 days, then deleted, with copies in backups and original evidence files held in retention-protected storage deleted when those retention periods expire.
- Demo inquiries, contact form messages and support correspondence are kept for as long as they are useful for the conversation they started.
- Job applications are kept for as long as we need them to consider the applicant, including for later openings, unless the applicant asks us to delete them sooner.
8. Security
We use administrative, technical and organizational safeguards designed to protect personal information, including access to each matter limited to its members, optional two-factor authentication, time-limited links for opening documents, and audit logging. No system is completely secure, and we cannot guarantee absolute security.
9. Your Rights and Choices
Depending on where you live — including under California law — you may have the right to know what personal information we hold about you, to access, correct or delete it, to receive a copy of it, and not to be discriminated against for exercising these rights. We do not sell or share personal information as those terms are defined in California law.
To make a request, email privacy@codira.com. We will verify your identity before acting on it. For information held within a law firm’s matter, we will refer your request to that firm, which decides how to respond; some information may need to be kept to meet the firm’s legal obligations, such as litigation holds.
10. Children
The Service is intended for use by adults and is not directed to children under 18. We do not knowingly collect personal information from children for our own purposes. Customer Data uploaded by a firm may concern minors; that information is handled on the firm’s behalf as described in section 1.
11. Where Information Is Processed
Codira and its service providers process information in the United States. By using the Service from outside the United States, you understand that your information will be processed there.
12. Changes to This Policy
We may update this policy. The effective date at the top shows when it last changed, and we will notify account holders of material changes by email or in the Service.
13. Contact
Codira, Inc., 6166 North Scottsdale Road, C4003, Paradise Valley, AZ 85253, United States. Privacy questions and requests: privacy@codira.com.
See also the Terms of Service, Privacy Policy and Cancellation & Refund Policy.