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Privacy Policy

Effective Date: January 1, 2026 · Last Updated: October 13, 2026

IdaMil LLC, a Virginia limited liability company ("IdaMil," "we," "us," or "our"), operates Aequis™, practice-management software for family law firms. This Privacy Policy explains what information we collect, how we use and protect it, and who else handles it.

1. Information we collect

Account information

When you create an account, we collect your name, email address, firm name, bar number (optional), and billing details. Sign-in is handled by our identity provider, Clerk. Card details are entered with Stripe, our payment processor, and Aequis does not store card numbers.

Case and client data

You may upload or enter case information, client records, documents, financial data, and other materials related to your family law practice. You keep ownership of all of it.

Usage analytics

We use PostHog for product analytics. It records page views and a small number of product events, tied to a pseudonymous identifier (a hash of your account ID) rather than your name or email. Autocapture and session recording are turned off. Before an event is sent, the page address is cut down to its path, and ID-like parts of the path are replaced. Analytics does not run on e-signature, payment, booking, or intake pages, on password-reset pages, or in the client portal. We also use Sentry to receive error reports.

Cookies and browser storage

We use cookies that are essential for sign-in and sessions. Analytics keeps its pseudonymous identifier in your browser's storage. We do not use advertising cookies.

2. How we use your information

We use your information to provide and maintain Aequis, process billing and subscriptions, send service messages (outage notices, security alerts, billing confirmations), improve performance and develop features, and meet legal obligations. We do not sell, rent, or share your personal information with third parties for marketing.

3. Data storage and security

Data is encrypted in transit with TLS, and our database and file-storage provider, Supabase, encrypts stored data at rest. OAuth tokens and payment-processor credentials for connected services are encrypted again by Aequis before they are stored. Access inside Aequis is role-based, every record belongs to one firm, and key actions are written to an audit log. No system is perfectly secure, so we cannot guarantee absolute security.

4. Third-party services

These providers handle data for us. Each is governed by its own privacy policy.

  • Clerk: sign-in and identity management.
  • Supabase: database and file storage.
  • Vercel: application hosting.
  • Stripe: payment processing and subscription billing.
  • Anthropic: AI processing for Aequitas features. Case data sent for processing is not used to train AI models.
  • Zoho: outgoing email from Aequis, such as notifications and signing requests.
  • Twilio: text-message delivery, for firms that use texting.
  • Sentry: error monitoring.
  • PostHog: product analytics, as described above.
  • Cloudflare: the Turnstile spam check on public booking and intake forms.
  • Google: the e-signature page loads signature-style fonts from Google Fonts, so Google receives the signer's IP address and browser details when the page opens.
  • FormSubmit: relays messages sent through the Contact page to our support inbox.
  • CourtListener (Free Law Project): case-law research queries. We do not add client identifiers to these queries.

When an authorized user at your firm connects an optional integration, data you designate is exchanged with that provider under its own terms, and only until you disconnect it. These include Zoho Mail, Google and Microsoft (calendar and, where enabled, email sync), Google Drive, Dropbox, and OneDrive (document sync), QuickBooks Online and Xero (accounting), Clio (data import), and payment-processor accounts your firm owns.

5. SMS and text messaging

Aequis includes an optional SMS/text-messaging feature that law firms use to send transactional case notifications to their own clients and contacts, such as court-hearing reminders, filing-deadline alerts, and appointment confirmations. Messages are sent only to individuals who have opted in through their attorney's firm (for example, during client intake) or through their notification preferences in the Aequis application. Message frequency varies by matter, and message and data rates may apply. Recipients may opt out at any time by replying STOP, and may request help by replying HELP.

SMS messages are delivered through our messaging provider, Twilio. Mobile phone numbers and SMS opt-in consent are used solely to deliver these notifications. We do not share mobile information, phone numbers, or SMS opt-in consent with any third parties or affiliates for their marketing or promotional purposes. Text-messaging originator opt-in data and consent are not sold, rented, or shared with any third parties for any purpose.

6. Family law data

Family law data is sensitive. It often involves custody arrangements, domestic violence records, financial disclosures, and children. Every record in Aequis belongs to one firm, and each request is checked against the signed-in user's firm before anything is returned. A contact can be marked as protected, for example a survivor of domestic violence. For a protected contact, Aequis withholds the address, phone number, and email from every response, export, and webhook unless the person asking is an owner, co-owner, or administrator of the firm, or is on a team that owns a matter the contact is linked to. We do not use client case data to train AI models or for any purpose other than delivering the service to your firm.

7. Data retention

We keep your data for as long as your account is active. If you cancel, your account is closed and we keep your data so your firm can reactivate. The file behind a document you delete is permanently removed from storage after 30 days. To ask for an export of your data, or for deletion of your account and its data, email customer.service@idamil.com.

8. Your rights

You can ask to access the personal data we hold about you, correct inaccurate information, delete your data, receive a copy in a machine-readable format, and opt out of non-essential communications. To make a request, email customer.service@idamil.com.

9. Children's privacy

Aequis is professional legal software and is not intended for anyone under 13. We do not knowingly collect personal information from children. If we learn that a child under 13 has given us personal information, we will delete it promptly.

10. Changes to this policy

We may update this Privacy Policy from time to time. For material changes, we will post the updated policy on this page and send an email notification at least 30 days before the changes take effect. Your continued use of Aequis after the effective date constitutes acceptance of the updated policy.

11. Contact us

If you have questions about this Privacy Policy or our data practices, email customer.service@idamil.com.