1. Overview
This Privacy Policy explains how Probatem LLC and its affiliates ("Probatem," "we," "us," or "our") collect, use, disclose, retain, and protect information when you access or use the Probatem website, platform, tools, features, forms, workflows, account services, and related services (collectively, the "Platform").
The Platform is designed to help users organize information, manage documents, track tasks, and maintain workflow related to estate administration and probate-related matters. Because that work may involve sensitive information about you, a decedent, an estate, beneficiaries, heirs, fiduciaries, creditors, attorneys, courts, and other people or organizations, we aim to describe our privacy practices clearly.
2. Information We Collect
We collect information you provide directly, information generated by your use of the Platform, and limited information from specific third parties you choose or use in connection with the Platform, such as identity providers, payment processors, address validation services, and document generation or conversion providers described below.
Information you provide may include your name, email address, phone number, mailing address, account credentials, billing information, support communications, and other contact or account information.
Information related to an estate or probate-related matter may include information about a decedent, heirs, beneficiaries, fiduciaries, creditors, assets, debts, accounts, real property, personal property, court details, case information, deadlines, forms, uploaded documents, generated documents, notes, tasks, and workflow history.
We may also collect technical and usage information, including IP address, device and browser information, access times, pages and features used, referring websites, login records, audit logs, error logs, performance data, and security-related events.
3. How We Use Information
We use information to provide, operate, maintain, secure, troubleshoot, support, and improve the Platform.
We may use information to create and manage accounts, authenticate users, process payments, provide customer support, generate or pre-fill documents, maintain workflows, communicate with you, send account and service notices, investigate errors or security issues, enforce our terms and policies, comply with legal obligations, and protect the rights, safety, and security of Probatem, users, and others.
We may use aggregated or de-identified information to understand and improve the Platform, provided the information does not identify you or another person.
4. Your Content and Estate Information
Information, files, documents, and content you upload or enter into the Platform remain yours, subject to the rights and permissions described in the Terms of Service. We use that information to provide the Platform and related services to you.
Probatem is not a public posting service. Although we are not a law firm and communications between you and Probatem are not attorney-client privileged, we are committed to keeping your data private except as described in this Privacy Policy. We do not treat estate information, uploaded documents, generated documents, account information, or support communications as public content simply because you provide them through the Platform.
If the Platform allows you to share information with another person, invite another user, connect with an attorney, download materials, or submit documents outside the Platform, you are responsible for that sharing and for making sure you have authority to provide the information.
5. How We Share Information
Our default is to keep customer matter content private and to use it to provide the Platform to you. Probatem does not sell, rent, or lease customer personal information, and we do not share estate or matter content with third-party analytics, logging, monitoring, support, search, artificial intelligence, or product development providers.
We share information only in limited circumstances:
- Infrastructure, storage, routing, and security. We use cloud infrastructure providers, currently AWS, to host, store, back up, secure, and route Platform traffic. Customer data is encrypted at rest. These providers process infrastructure, routing, security, backup, and operational metadata, but Probatem does not grant them application-level access to readable customer matter content.
- Document generation and conversion. We use Intellistack, through its Formstack Documents product, to generate and convert documents from Probatem-created templates. Estate and matter content needed to create those documents is sent to that provider for this purpose. The provider does not store that data or use it for its own training, analytics, or service improvement.
- Payments. We use payment processors to process purchases. Payment processors may receive billing and transaction information, but we do not send estate or matter content to payment processors.
- Address autocomplete and validation. We use address validation and geocoding providers, currently Geoapify, to autocomplete and validate addresses you enter. These providers receive the address information needed to provide that service, but not broader estate or matter content.
- Email and account communications. We use email providers, currently Google, to send account, security, password reset, support, transactional, and similar service communications. We do not intentionally include estate or matter content in automated email communications. If you choose to include estate or matter content in an email or support message to Probatem, our email provider may process that message.
- Federated login. If you choose to sign in using a third-party identity provider, that provider may share authentication-related information with Probatem, such as your name, email address, provider identifier, and login status. We do not share estate or matter content with identity providers for authentication.
- Attorney referrals and user-directed sharing. We may share information with attorneys or other recipients when you ask us to do so and give consent, or when you directly share information through the Platform.
- Legal, safety, and business reasons. We may disclose information if required by law, legal process, court order, subpoena, or government request; to protect the rights, property, safety, or security of Probatem, users, or others; to investigate fraud, abuse, security issues, or violations of our terms; or in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction.
In order to protect your privacy we self-host our logging, monitoring, product analytics, session replay, search, code hosting, and software delivery tools. We do not use third-party providers for those functions today.
6. Attorney Referrals
If you ask Probatem to help connect you with an attorney, we may ask for your consent to share information with that attorney or the attorney's organization on your behalf. That information may include contact information, estate details, matter summaries, generated documents, or other information relevant to the requested connection.
Attorneys do not receive access to your Probatem account or customer data through the Platform as part of a referral. You may choose to provide generated documents or other information to an attorney outside the Platform.
Attorneys and law firms are independent from Probatem and may have their own privacy practices. You should review any privacy notice or engagement terms provided by an attorney before sharing additional information or retaining the attorney.
7. Payments
If you make a purchase, payment information is collected and processed by our payment processor, currently Stripe. Probatem may receive billing contact information, transaction details, receipt information, payment status, subscription status, and limited payment identifiers.
Probatem does not collect or store full payment card or bank account numbers. We do not send estate or matter content to payment processors. Payment processors handle payment details according to their own terms and privacy policies.
8. Cookies, Analytics, and Logs
We may use cookies, local storage, pixels, log files, and similar technologies to operate the Platform, remember preferences, maintain sessions, improve user experience, analyze usage, prevent fraud, monitor performance, and protect security.
Some cookies and similar technologies are necessary for account access and Platform functionality. Others may help us understand how users interact with the Platform. Browser settings may allow you to block or delete cookies, but some Platform features may not work correctly without them.
Probatem self-hosts its logging, monitoring, product analytics, and session replay tools. Logs and analytics may include operational metadata such as IP address, routes, browser information, timestamps, error metadata, session correlation IDs, feature usage, and interaction data. Probatem designs its logging and operations practices to avoid placing customer or estate matter content into logs, product management tools, development tools, or third-party analytics services.
9. Third-Party AI and Automated Tools
Probatem does not currently use third-party artificial intelligence services as part of the Platform product offering.
Probatem does not use uploaded estate documents or private account content to train third-party artificial intelligence models. If Probatem later uses third-party artificial intelligence services to process customer matter content, we will update this Privacy Policy before doing so.
10. Data Retention
We retain information for as long as reasonably necessary to provide the Platform, maintain your account, complete transactions, support users, maintain business and accounting records, comply with legal obligations, resolve disputes, enforce our terms and policies, protect security, and maintain backups.
Different categories of information may be retained for different periods. For example, billing and accounting records, audit logs, security logs, backup copies, support records, and legal records may be retained after account closure if retention is required or permitted by law or reasonably necessary for legitimate business, security, or compliance purposes.
11. Your Choices and Privacy Rights
You may update certain account information through the Platform or by contacting Probatem. You may also contact us to request access, correction, deletion, export, or closure of your account, subject to identity verification and any limits required or permitted by law.
We may need to retain certain information for legal, billing, accounting, security, dispute-resolution, backup, or enforcement purposes. We may also be unable to delete information that has already been submitted to a court, attorney, third party, or other recipient at your direction.
You may opt out of marketing communications by following the unsubscribe instructions in those messages or by contacting us. Probatem may still send non-marketing communications related to your account, transactions, the Platform, or this Privacy Policy.
12. Security
Probatem uses reasonable administrative, technical, and physical safeguards designed to protect information from unauthorized access, use, disclosure, alteration, or destruction.
No method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee that information will be secure in all circumstances.
13. Third-Party Links and Services
The Platform may link to or integrate with websites, applications, services, attorneys, payment processors, or other third parties that are not controlled by Probatem. This Privacy Policy does not apply to those third parties. You should review their privacy policies before providing information to them.
14. Children
The Platform is intended for adults and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13. If you believe a child under 13 has provided personal information to Probatem, please contact us so we can take appropriate action.
15. International Users
The Platform is intended for users in the United States. If you access the Platform from outside the United States, your information may be processed, transferred to, and stored in the United States, where privacy and data protection laws may differ from those in your location.
