This policy describes how information is handled on brookslawfirmai.app, the internal staff platform of Brooks Law, PC.
brookslawfirmai.app is an internal platform operated by Brooks Law, PC for the firm’s own personnel. Access is limited to firm staff holding a firm-issued email account; there is no public sign-up and no self-service registration. This policy describes that platform only. It is not the privacy policy of the firm’s public website.
A small number of pages on the platform are reachable without a staff account, by clients and other authorized recipients who follow a single-use link sent to them by email — a document signing page, a payment page, or a page for managing email notifications about a matter. Those pages are authenticated by the token in the link rather than by a login, and they show only the matter the link was issued for.
The platform processes client and matter information entered by firm staff in the course of legal representation. The categories depend on the matter and are supplied by staff rather than collected from the public: identifying and contact details, immigration and case identifiers such as receipt and A-numbers, documents and correspondence, and the notes and work product staff create while handling the matter.
It also processes staff account information — name, firm email address, and the roles and practice areas that determine what each person may open — together with usage records: sign-in events, page and feature access, and the actions staff take inside the applications.
Some features query government systems on behalf of clients the firm represents. The platform submits case receipt numbers to the USCIS Case Status API to retrieve the current status of a pending application, and it receives electronic notices from the Executive Office for Immigration Review in the firm’s capacity as counsel of record.
These queries are made only for matters the firm handles. The platform does not look up receipt numbers, A-numbers, or case records for anyone the firm does not represent, and it is not available to the public for that purpose.
Information is used to carry out the firm’s legal work and to operate the platform: preparing filings and correspondence, tracking case status and deadlines, notifying staff and clients about developments in a matter, processing client payments, and administering staff accounts and access. It is not used for advertising, and it is not sold, rented, or otherwise made available to third parties for their own marketing purposes.
The platform relies on the following providers, each of which may process information in the course of delivering its service: Vercel (application hosting), Supabase (database), Anthropic (AI processing of documents and text supplied by staff), Resend (transactional email), Stripe (client payments), Twilio (text messaging), HumbleFax (fax transmission), and Google Workspace (mail handling and ingestion).
These providers act on the firm’s instructions for the purposes described above. Information supplied to them is limited to what the relevant feature requires.
Signing in requires a firm email address and password, with an emailed verification code for accounts configured to require one. What each account can reach is governed by role and by practice-area permission, enforced in the database as well as in the application, so a staff member sees only the applications and records their role allows. Traffic to and from the platform is encrypted in transit, and significant actions are recorded in an audit log.
No system is perfectly secure. Staff who believe an account or a record has been accessed improperly should report it to the firm administrator immediately.
Records on the platform are retained for as long as the professional-responsibility and record-keeping obligations of a Massachusetts law firm require, and longer where a matter, a dispute, or a legal hold makes it necessary. Retention is therefore driven by the firm’s obligations to its clients rather than by the platform.
Staff who need an account detail or a platform record corrected should contact the firm administrator. Clients with questions about information the firm holds in connection with their matter should raise them with the attorney or staff member handling it, where the firm’s duties to its clients govern.
Questions about this policy may be directed to the platform administrator at albert@brookslawfirm.com or to Brooks Law, PC at the address below.