Privacy Policy.

Matter Vault is a practice management platform for law firms, operated by Layer Eight Consulting LLC. This policy explains how we collect, use, and protect information when you use Matter Vault. Questions? Contact us at legal@matter-vault.com.

Account information

When a law firm signs up, we collect firm name, attorney names, email addresses, job titles, and billing contact information.

Matter and case data

Attorneys and paralegals enter matter details, client information, deadlines, time entries, and communications into Matter Vault. This data is stored in our secure database and is owned entirely by the firm.

Documents and files

Matter Vault files documents into your firm's Google Drive, which holds the filed copy. Our own systems also hold document content:

• Uploads in transit. An uploaded file is held in our file storage (Supabase) until it is copied to your Drive, and is deleted from our storage once that copy completes.
• Files kept in our storage. Intake uploads when your firm has not connected Google Drive, raw copies of emails captured from connected mailboxes (including their attachments), the original files from data imports, and forms, templates and logos your firm uploads.
• Text read from documents. The full text we read from documents, scans and emails is stored in our database, together with a search index built from that text. It includes whatever the document contains — for example, a Social Security number written on an intake form.
• Document records. File name, size, upload date, a SHA-256 hash of the file, and custody events.

Google user data

With your firm's authorization, Matter Vault connects to your Google account and uses:

• Google Drive — to create matter folders and upload, move and organize documents, and to read files the connected user can already see, so existing case folders can be brought into a matter.
• Gmail — to read messages in connected mailboxes so they can be filed to cases, to apply labels, and to create drafts in the mailbox.
• Google Calendar — to add case deadlines to a dedicated Matter Vault calendar.
• Google Meet — to read meeting records and transcripts for meeting notes.
• Google Contacts — access is requested as part of the same connection; Matter Vault does not currently read or write your contacts.

Documents, email and transcripts read from Google are stored as described above and may be sent to the AI providers listed under Data sharing when AI features run. Google user data is never used for advertising.

Usage data

We collect standard server logs including IP addresses, browser type, and pages visited. This is used for security monitoring and debugging only.

• To provide and operate the Matter Vault platform
• To store and retrieve matter documents via Google Drive
• To run AI features — reading documents, scans and emails, drafting, and document search — using the AI providers listed below
• To send transactional emails (invitations, document notifications, portal access)
• To monitor for security incidents and abuse
• To respond to support requests

We do not sell your data. We do not use your data for advertising. We do not share your data with third parties except as described below.

Matter Vault uses Google APIs for the purposes listed under Google user data above: filing and reading documents in Drive, reading, labeling and drafting email in connected Gmail mailboxes, adding deadlines to a Matter Vault calendar, and reading Google Meet transcripts. Our use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.

We share data only with:

• Supabase — database, file storage and authentication hosting. Holds everything Matter Vault stores, including the document text and files described above.
• Anthropic — AI processing. Receives the content an AI feature reads: document text and page images, email messages and attachments, meeting transcripts, and the case details used for drafting.
• Voyage AI — search indexing. Receives passages of document text, and the questions typed into document search, to build and query the search index.
• Google— Drive, Gmail, Calendar and Meet per your firm's authorization, and Google Cloud, which runs our background workers that transfer, scan, stamp and file documents and email.
• DocuSign— e-signature. Receives documents your firm sends for signature and the signers' names and email addresses.
• Google Maps — address autocomplete. Receives the address text typed into address fields.
• Resend — transactional email delivery. Receives the emails Matter Vault sends, including their content and recipients.
• Vercel — application hosting
• Sentry — error monitoring. Receives reports of application errors.

All subprocessors are bound by data processing agreements. We do not share data with any other third parties without your explicit consent.

Matter data is retained for as long as your firm maintains an active account. Upon account termination, we will delete your data from our systems within 30 days, except where retention is required by law. Documents stored in your Google Drive are not affected — those remain under your firm's control.

Connections to Matter Vault are encrypted in transit (HTTPS, TLS 1.2+), and browsers are told to refuse unencrypted connections. Staff sign in with an email and password or with their Google account; clients sign in to the portal with a password they set. We conduct regular security reviews. No system is perfectly secure — if you believe your account has been compromised, contact us immediately at legal@matter-vault.com.

Firms may request export or deletion of their data at any time by contacting legal@matter-vault.com. We will respond within 30 days.

We will notify firm administrators by email of any material changes to this policy at least 14 days before they take effect.

Layer Eight Consulting LLC
legal@matter-vault.com