Effective Date: 1st Aug 2025

EstateMin Privacy Policy

1. Introduction

EstateMin ("EstateMin," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you use our website and legal technology services, including our integration with Clio, a practice management platform widely used by law firms.

By accessing or using our services, you agree to this Policy. If you do not agree, please do not use our services.

2. Scope and Role Clarification

EstateMin provides services to licensed law firms and their authorized users. We act as a data processor with respect to law firm client data—meaning client data ownership and control remain with the law firm (the data controller).

For Clio-integrated firms, access control and user identity are inherited from Clio's authentication system via OAuth. EstateMin does not independently create or store user login credentials.

3. Information We Collect

We may collect the following types of information:

a. Personal Information

Information that identifies, relates to, describes, or could reasonably be linked, directly or indirectly, with a particular individual, including:

  • Full name
  • Email address
  • Telephone number
  • Mailing address
  • Professional title and organization
  • User credentials (e.g., username, password)
  • Billing and payment information
  • Client data, including estate, trust, and probate-related documents and information
  • IP address and device identifiers
  • Full name, contact details, billing information
  • Login credentials via Clio SSO
  • Client-related case data and documents

b. Non-Personal Information

Information that does not identify you personally, such as:

  • Browser type and version
  • Operating system
  • Referring website addresses
  • Pages visited and time spent on the Website
  • Click stream data
  • Session metadata and usage analytics

4. How We Collect Information

We collect information in the following ways:

  • Directly from you: When you register for an account, fill out forms, or communicate with us.
  • Automatically: Through cookies, web beacons, and similar technologies when you use our Website and Services.
  • From third parties: Such as payment processors and analytics providers
  • Via Clio when integrated (e.g., firm identity, contact lists, matter metadata).

5. Use of Information

We use the information we collect for the following purposes:

  • To provide, operate, and maintain our Services
  • To improve, personalize, and expand our Services
  • To communicate with you, including sending updates and promotional materials
  • To process transactions and manage billing
  • To comply with legal obligations and enforce our terms
  • To protect against fraudulent or unauthorized activity

6. Data Sharing & Disclosure
We do not sell your personal or client information. EstateMin only shares information in the following limited circumstances:

  • At Your Direction – when you choose to share or export client data with courts, colleagues, or integrated third-party platforms.
  • With Trusted Service Providers – such as secure hosting, analytics, or payment processors, who are contractually bound to confidentiality and security standards.
  • For Legal Compliance – when required by law, regulation, subpoena, or court order.
  • In Rare Business Transactions – such as a merger, acquisition, or sale of assets, subject to confidentiality protections and with notice provided where legally required.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our Website. You can control the use of cookies through your browser settings.

8. Data Security

EstateMin employs:

  • AES-256 encryption at rest, TLS 1.2+ in transit
  • Hosting in Microsoft Azure – U.S. data centers only
  • Regular penetration testing
  • Least-privilege access principles
  • No access to law firm data without explicit written consent

For more, see our Security Statement.

9. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.

Access Control Tools & User Security Options

EstateMin is designed to provide law firms with strong, flexible security controls to protect sensitive probate and estate data.

  • Authentication & Sign-In – EstateMin uses Clio OAuth for secure sign-in and integration. This ensures that authentication is handled through Clio’s trusted, industry-standard identity framework, reducing password-related risks and streamlining user access.
  • Role-Based Access Controls (RBAC) – EstateMin honors the role-based access settings that your firm configures in Clio when opening and managing a case. The same permissions assigned in Clio apply within EstateMin, ensuring attorneys, paralegals, and support staff only see and manage the information appropriate to their role. This alignment with Clio’s access framework maintains consistent security and compliance across both platforms.

10. EstateMin as a Data Processor

For the purposes of applicable U.S. privacy laws and professional ethical obligations, EstateMin acts as a data processor with respect to any personal or client data entered, stored, or managed by law firms through our platform.

The law firm or attorney remains the data controller, maintaining full ownership and control over their client data. EstateMin does not access or process such data except:

  • as required to provide technical functionality or support,
  • at the direction of the law firm,
  • or as legally required under binding court order.

EstateMin’s access is limited, logged, and governed by strict confidentiality and least-access protocols. 

11. Security Incident and Breach Process 

EstateMin maintains a formal incident response plan to detect, contain, and remediate potential security or privacy incidents.

  • Detection & Containment – All systems are continuously monitored for unusual activity. In the event of a suspected incident, we immediately investigate, contain the issue, and take corrective action.
  • Notification Timeline – If we confirm that a data breach has occurred that compromises personal or client information, we will notify affected users without undue delay and, in any event, within seventy-two (72) hoursof discovery, unless a shorter period is required by applicable law. Where required, we will also notify relevant regulatory authorities within the same timeframe.
  • Mechanisms for Informing Users – Notification may occur through:
    • Direct email to affected account holders, and
    • In-platform notices or alerts within the EstateMin dashboard.
  • Content of Notification – Our breach notifications will include, at a minimum:
    • A description of the nature of the incident and the categories of information affected,
    • The steps we are taking to address the issue,
    • Recommended measures you can take to protect your information, and
    • Contact information for further assistance.
  • Ongoing Updates – We will provide follow-up communications as new information becomes available until the incident is resolved.

12. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

  • Access: Request access to the personal information we hold about you.
  • Correction: Request correction of inaccurate or incomplete information.
  • Deletion: Request deletion of your personal information.
  • Opt-Out: Opt-out of receiving marketing communications.

To exercise these rights, please contact us at privacy@estatemin.com.

13. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it.

14. International Data Transfers

If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our Services, you consent to the transfer of your information to the United States.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our Website and updating the effective date. Your continued use of our Services after such changes constitutes your acceptance of the new Privacy Policy. 

16. Severability

If any provision of this Privacy Policy is determined to be invalid, illegal, or unenforceable under applicable law, that provision shall be severed from the Policy and shall not affect the validity and enforceability of the remaining provisions. The remainder of the Policy will remain in full force and effect.

Contact Us

For questions or data requests: info@estatemin.com