Privacy Policy

Effective Date: September 29, 2026
Last Updated: September 29, 2026

Firm in Motion respects the privacy of our website visitors, prospective clients, clients, business contacts, and other individuals whose information we may process in connection with our services.

This Privacy Policy explains how Firm in Motion (“Firm in Motion,” “we,” “us,” or “our”) collects, uses, stores, discloses, and protects personal information when you visit firminmotion.com, communicate with us, request a law firm systems audit, schedule a consultation, or engage us to provide automation, artificial intelligence, legal technology, workflow, document automation, marketing automation, website, or related professional services.

By using our website or providing personal information to us, you acknowledge the practices described in this Privacy Policy.

1. Who We Are

Firm in Motion is a legal technology and automation consultancy that designs and implements systems for law firms and other professional-service organizations.

Our work may include:

• law firm workflow and operations automation;
• intake, conflict, engagement, payment, and matter-management systems;
• document automation;
• CRM and legal practice management integrations;
• artificial intelligence and AI-assisted workflows;
• marketing and content automation;
• website and lead-generation systems;
• integrations between legal technology platforms;
• data mapping, workflow architecture, and system implementation; and
• related consulting, development, maintenance, and optimization services.

Firm in Motion is not a law firm, and submitting information through our website does not create an attorney-client relationship.

2. Scope of This Policy

This Privacy Policy applies to personal information that Firm in Motion processes through:

• firminmotion.com;
• contact forms;
• law firm audit or assessment forms;
• scheduling systems;
• email communications;
• proposals and contracts;
• client onboarding;
• billing and payment systems;
• project management systems;
• support communications; and
• delivery of our professional services.

When Firm in Motion processes information contained within a client’s systems on behalf of that client, we generally act as a service provider, processor, contractor, or similar role, depending on the applicable law.

In those circumstances, the client determines why the information is processed and Firm in Motion processes the information according to the client’s instructions, contractual requirements, and applicable law.

3. Information We May Collect

The information we collect depends on how you interact with Firm in Motion.

A. Contact and Identity Information

We may collect information such as:

• name;
• business name;
• job title;
• email address;
• telephone number;
• mailing address;
• professional profile information; and
• other contact details you voluntarily provide.

B. Business and Professional Information

When you inquire about or purchase our services, we may collect information regarding:

• your law firm or organization;
• practice areas;
• number of employees or attorneys;
• existing technology stack;
• workflow challenges;
• software currently in use;
• business processes;
• automation requirements;
• project objectives;
• operational problems;
• marketing systems; and
• other information necessary to understand your organization’s needs.

C. Law Firm Systems Audit Information

If you request a free audit, consultation, workflow assessment, or similar service, we may collect information you provide concerning your existing operations.

This could include information about:

• intake processes;
• conflict checks;
• document generation;
• retainers;
• payments;
• client communications;
• CRM systems;
• case management systems;
• document management;
• marketing operations;
• lead management; and
• automation opportunities.

Please avoid submitting confidential client information, privileged communications, passwords, authentication credentials, or sensitive legal information through public website forms unless we specifically request it through an appropriate secure method.

D. Project and Client Information

If you become a client, we may process information necessary to design, implement, test, maintain, or troubleshoot your systems.

Depending on the project, this may include access to:

• workflow configurations;
• CRM fields;
• legal technology platforms;
• document templates;
• automation scenarios;
• APIs;
• webhooks;
• form submissions;
• sample client records;
• emails;
• calendar events;
• documents;
• marketing systems;
• databases;
• integration logs; and
• other client-controlled systems.

Where feasible, we encourage clients to use test data, anonymized data, or limited-access credentials during development.

E. Communications

We may retain communications you exchange with us, including:

• emails;
• contact-form submissions;
• meeting notes;
• support requests;
• project instructions;
• feedback; and
• other correspondence.

F. Payment Information

If you purchase services from Firm in Motion, payments may be processed through third-party payment processors or platforms.

We generally do not directly store complete payment-card numbers. Payment processors may independently collect payment details pursuant to their own privacy and security practices.

G. Website and Technical Information

When you visit our website, certain information may be collected automatically, including:

• IP address;
• browser type;
• device type;
• operating system;
• referring website;
• pages viewed;
• approximate geographic location;
• date and time of visits;
• session information;
• interactions with pages;
• conversion events; and
• technical diagnostic information.

This information may be collected using cookies, analytics tools, server logs, tags, pixels, or similar technologies.

4. Cookies and Similar Technologies

Firm in Motion may use cookies and similar technologies to operate, secure, analyze, and improve the website.

These technologies may be used for purposes such as:

• remembering user preferences;
• maintaining website functionality;
• understanding website traffic;
• measuring page performance;
• identifying technical errors;
• measuring conversions;
• understanding how visitors interact with our content; and
• evaluating marketing effectiveness.

Depending on our current technology stack, these services may include analytics, advertising, scheduling, CRM, form, security, or website-performance providers.

Where required by applicable law, non-essential cookies will be used only after appropriate consent.

You may also control cookies through your browser settings. Blocking certain cookies may affect website functionality.

5. How We Use Personal Information

We may use personal information to:

Provide Our Services

We use information to:

• evaluate your automation needs;
• perform law firm systems audits;
• prepare proposals;
• design workflows;
• develop integrations;
• configure systems;
• generate documentation;
• troubleshoot implementations;
• provide support; and
• deliver contracted services.

Communicate With You

We may use your information to:

• respond to inquiries;
• schedule meetings;
• provide project updates;
• respond to support requests;
• deliver requested materials;
• communicate about invoices or contracts; and
• maintain our business relationship.

Operate and Improve Firm in Motion

We may use information to:

• administer our website;
• improve user experience;
• analyze website usage;
• monitor system performance;
• diagnose technical problems;
• improve services;
• develop new services; and
• understand which services are useful to prospective clients.

Protect Our Systems

Information may be processed to:

• prevent fraud;
• detect abuse;
• investigate suspicious activity;
• protect accounts;
• maintain cybersecurity;
• enforce agreements; and
• protect Firm in Motion, our clients, and others.

Marketing

Where permitted by law, we may communicate with business contacts about:

• Firm in Motion services;
• educational content;
• legal technology resources;
• case studies;
• automation insights;
• events;
• service updates; and
• related professional information.

You may unsubscribe from marketing communications at any time.

6. Artificial Intelligence and Automation

Because Firm in Motion specializes in automation and artificial intelligence systems, certain services may involve AI technologies.

Depending on the engagement, AI systems may be used for activities such as:

• drafting;
• summarization;
• classification;
• information extraction;
• workflow routing;
• content generation;
• document analysis;
• research assistance;
• structured-data generation; and
• other automated processing.

We do not intentionally submit confidential client information to third-party AI systems outside the scope of an authorized client engagement.

When AI services are incorporated into a client project, the use of data may also be governed by the applicable client agreement, implementation specifications, and the privacy and security terms of the selected technology provider.

Firm in Motion encourages human review of AI-generated outputs where professional, legal, financial, reputational, or other material consequences may result.

7. Client Data and Legal Information

Our clients are primarily law firms and professional-service organizations. As a result, we recognize that certain systems may contain confidential, privileged, sensitive, or regulated information.

Where Firm in Motion accesses information within client systems, we seek to limit that access to what is reasonably necessary to perform the agreed services.

Client information is not used for unrelated advertising or sold as a commercial data product.

Where appropriate, access may be limited through:

• role-based permissions;
• separate user accounts;
• temporary access;
• least-privilege access;
• anonymized or test data;
• password-protected systems; or
• other reasonable technical and administrative safeguards.

Clients remain responsible for determining whether Firm in Motion’s access to particular information is appropriate under their professional, ethical, contractual, regulatory, and legal obligations.

8. How We Disclose Information

Firm in Motion may disclose information to third parties where reasonably necessary to operate our business or provide services.

These may include providers of:

• cloud hosting;
• email;
• document storage;
• project management;
• scheduling;
• CRM systems;
• legal practice management software;
• workflow automation platforms;
• artificial intelligence services;
• analytics;
• website infrastructure;
• payment processing;
• cybersecurity;
• communications;
• accounting; and
• professional advisory services.

These providers may process information only to the extent required for the services they provide, subject to their respective agreements and legal obligations.

9. Client-Authorized Integrations

Many Firm in Motion projects involve integrating third-party systems selected or authorized by our clients.

Examples may include:

• legal practice management systems;
• document automation platforms;
• workflow automation platforms;
• CRMs;
• cloud storage;
• email;
• calendars;
• payment processors;
• e-signature providers;
• website platforms;
• marketing platforms;
• artificial intelligence providers; and
• communication systems.

Information transmitted through these integrations is also subject to the privacy, security, and contractual practices of the applicable third-party provider.

Firm in Motion does not control the independent privacy practices of those providers.

10. Sale or Sharing of Personal Information

Firm in Motion does not sell personal information for monetary consideration.

We also do not sell client project data, law firm client information, legal documents, or information obtained through client systems.

Certain website analytics, advertising, or marketing technologies could be considered a “sale,” “sharing,” or targeted advertising activity under some privacy laws even where no money is exchanged.

Where such laws apply, Firm in Motion will provide legally required notices and opt-out mechanisms for technologies actually used on the website.

11. Legal Bases for Processing

Where laws such as the UK GDPR or European Union GDPR apply, Firm in Motion may process personal information under one or more of the following legal bases:

• Contract: processing necessary to provide services you requested.
• Legitimate interests: operating, securing, improving, and developing our business and services.
• Consent: where you have affirmatively agreed to a particular use.
• Legal obligation: where processing is necessary to comply with applicable law.
• Establishment or defense of legal claims: where necessary to protect legal rights.

Where consent is the basis for processing, you may withdraw your consent subject to applicable law.

12. International Data Transfers

Firm in Motion may work with clients, contractors, service providers, and technology platforms located in different countries.

As a result, personal information may be processed or stored outside the country in which it was originally collected.

Where required by applicable law, appropriate safeguards may be used for international transfers, including contractual protections or approved transfer mechanisms.

13. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including:

• providing services;
• maintaining business records;
• supporting clients;
• resolving disputes;
• maintaining security;
• complying with tax or accounting requirements;
• enforcing agreements; and
• satisfying legal obligations.

Different categories of information may have different retention periods.

Client-controlled project data may also be retained or deleted according to the applicable agreement or client instructions.

When information is no longer reasonably required, we may delete, anonymize, or securely dispose of it.

14. Information Security

Firm in Motion uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against:

• unauthorized access;
• disclosure;
• alteration;
• misuse;
• destruction; and
• loss.

Depending on the system and engagement, safeguards may include:

• access controls;
• strong authentication;
• multi-factor authentication;
• least-privilege permissions;
• secure hosting;
• encrypted transmission;
• backups;
• software updates;
• credential controls; and
• restricted system access.

No website, cloud service, network, or electronic transmission method is completely secure. Therefore, we cannot guarantee absolute security.

15. Your Privacy Rights

Depending on where you live, you may have rights concerning your personal information.

These may include the right to:

• request access to personal information;
• request correction of inaccurate information;
• request deletion;
• object to certain processing;
• request restriction of processing;
• request data portability;
• withdraw consent;
• opt out of certain marketing;
• opt out of certain targeted advertising, sharing, or sales where applicable; and
• lodge a complaint with an applicable data protection authority.

These rights are subject to applicable legal limitations and exceptions.

To exercise a privacy right, contact us using the information provided below.

We may need to verify your identity before completing certain requests.

16. California and Other U.S. State Privacy Rights

Residents of California and certain other U.S. states may receive additional rights under applicable state privacy laws.

Depending on the law and whether Firm in Motion is subject to it, these rights may include:

• the right to know what personal information is collected;
• the right to request access;
• the right to request correction;
• the right to request deletion;
• the right to obtain a portable copy of certain information;
• the right to opt out of certain sales, sharing, profiling, or targeted advertising; and
• the right not to receive discriminatory treatment for exercising privacy rights.

Firm in Motion will honor applicable privacy rights to the extent required by law.

17. Information Relating to Our Clients’ Customers

Firm in Motion may process information concerning a law firm’s clients, prospective clients, leads, employees, vendors, or other individuals when implementing systems for that law firm.

In those circumstances, Firm in Motion generally processes the information on behalf of the law firm.

If your information has been processed through a system operated by one of our clients, you should ordinarily direct privacy requests to that client.

Where appropriate, Firm in Motion will assist our client in responding to legitimate privacy requests consistent with our contractual obligations.

18. Sensitive Personal Information

We do not intentionally request sensitive personal information through general website inquiry forms.

Please do not submit information such as:

• Social Security numbers;
• passport numbers;
• government identification numbers;
• complete financial account information;
• health records;
• passwords;
• authentication tokens;
• private API keys;
• legal case evidence;
• privileged attorney-client communications; or
• highly confidential client information

through a general website contact form unless specifically requested through an appropriate secure process.

19. Children’s Privacy

Firm in Motion’s website and services are intended for businesses and professionals.

They are not directed to children under 13, and we do not knowingly collect personal information directly from children through our website.

If we learn that information has been collected from a child contrary to applicable law, we will take reasonable steps to delete it.

20. Third-Party Websites and Services

Our website may contain links to third-party websites, platforms, tools, or services.

Firm in Motion is not responsible for the privacy practices, security, content, or policies of third-party services.

We encourage you to review the privacy policy of any third-party service you use.

21. Business Transfers

If Firm in Motion participates in a merger, acquisition, restructuring, financing, sale of assets, or similar corporate transaction, information may be disclosed or transferred as part of that transaction.

Any successor organization would remain subject to applicable privacy obligations concerning the information received.

22. Legal Disclosures

We may disclose information when reasonably necessary to:

• comply with applicable law;
• respond to lawful court orders, subpoenas, or governmental requests;
• enforce agreements;
• investigate fraud or security incidents;
• protect Firm in Motion’s legal rights;
• protect our clients;
• protect users or the public; or
• prevent serious harm.

Where legally permitted and appropriate, we may seek to limit or challenge requests that appear excessive or improper.

23. Do Not Track and Privacy Signals

Browser-based “Do Not Track” standards are not uniformly recognized across the internet.

Where applicable law requires recognition of an approved universal opt-out mechanism or privacy signal, Firm in Motion will handle such signals in accordance with applicable law and the technologies deployed on the website.

24. Changes to This Privacy Policy

We may update this Privacy Policy periodically as:

• our services change;
• our website changes;
• new technologies are implemented;
• privacy laws change; or
• our business practices evolve.

The updated policy will be posted on this page with a revised “Last Updated” date.

Material changes may also be communicated through other appropriate means where required.

25. Contact Firm in Motion

Questions, concerns, or privacy requests may be directed to:

Firm in Motion
Website: https://firminmotion.com
Email: umar@firminmotion.com
Privacy inquiries: umar@firminmotion.com