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Privacy Policy

Last Updated: December 16, 2025

This Privacy Policy describes how Gauss Legal (“we,” “us,” or “our”) collects, uses, and shares information related to your use of our services (the “Services”). We are committed to protecting the privacy of our clients and ensuring transparency regarding our data practices.

1. Scope of this Policy

This Policy applies to information we collect when you use our Services, which primarily involve gathering and analyzing data about how you, or agents on your behalf, perform work on the data you make available to us (“Client Workflow Data”) and generating reports based on that analysis for your organization’s internal use (“Client Reports”).

2. Information We Collect

We collect information necessary to provide the Services as requested by our clients.

2.1 Client Workflow Data

This category includes the data we gather, analyze, and process on your behalf to generate Client Reports. This data is collected and processed strictly according to the scope defined in our service agreement with you. Examples of Client Workflow Data may include:

  • Operational Metrics: Data related to the use of internal systems, software performance, project timelines, task completion rates, and resource allocation.
  • System Interaction Data: Metadata about how authorized users interact with specific client-provided tools or platforms relevant to the scope of work (e.g., timestamps of actions, types of interactions).
  • Configuration and Log Data: Technical logs and system configuration details necessary for analysis.

2.2 Client Reports

This category includes the data you directly provide to us for purposes of using our generative AI software. This data is either gathered by you within our software, or connected to by you within our software. Examples of Client Workflow Data may include:

  • Business Data: Documents collected directly by you for use within our software for the purposes of summarizing, analyzing, or otherwise learning about the content of such data.
  • Performance Metrics: Documents and metadata about those documents which are compared to expectations you provide to our generative AI software.
  • Ancillary Data: You may collect data aside from the previously provided examples.

2.3 Client Account and Contact Information

This category includes information necessary to manage our business relationship with your organization:

  • Contact Details: Names, email addresses, job titles, and phone numbers of the authorized individuals at your organization who contract for and manage the Services.
  • Billing Information: Payment details and billing addresses.

3. How We Use the Information

We use the collected information solely to fulfill our contractual obligations and provide the requested Services.

  • To Provide Services: The primary use of Client Workflow Data is to analyze client operations, generate the requested Client Reports, and deliver those reports to the authorized client contacts.
  • Client Communication: We use Client Account and Contact Information to manage the service agreement, communicate about service delivery, send invoices, and respond to inquiries.
  • Service Improvement: We may use metadata about your use of the Services or metadata gathered by you in the course of using the Services to improve the general performance and functionality of the Services.

4. Data Retention Policy

We do not retain Client Workflow Data or the resulting Client Reports beyond the period strictly necessary for service delivery, as defined and requested by the client.

  • Client-Controlled Retention: The client determines the specific duration for which their Client Workflow Data and Client Reports are retained by Gauss Legal. This retention period is specified in the service agreement or by a direct, authorized client instruction.
  • Default Deletion: Unless a specific, longer retention period is requested by the client, Client Workflow Data and the related Client Reports are securely deleted after the analysis and delivery of the final contracted reports.
  • Account Information Retention: We retain Client Account and Contact Information for as long as we have an active business relationship with the client, and for a period thereafter as required by law for legitimate business and accounting purposes.

5. Information Sharing and Disclosure

We do not sell Client Workflow Data. We share information only in the following limited circumstances:

  • With Client Authorization: Client Workflow Data and Client Reports are shared exclusively with the authorized client contacts specified in the service agreement.
  • By You: In the course of utilizing the Services, our software may share the data that you choose to send to third parties through the use of the software.
  • Third-Party Service Providers: We may use trusted third-party service providers (e.g., cloud hosting, analytics tools) to assist in operating the Services. These providers are bound by strict confidentiality obligations and are prohibited from using the data for any purpose other than providing the contracted services to us.
  • Legal Compliance: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to comply with legal processes or protect our rights or the safety of our clients or the public.

6. Data Security

We implement robust technical and organizational security measures designed to protect Client Workflow Data and Account Information from unauthorized access, disclosure, alteration, or destruction. These measures include:

  • Encryption of data in transit and at rest.
  • Access controls that limit data access to only those personnel necessary to perform their duties.
  • Regular security assessments and audits of our systems.

7. Client Responsibilities and Data Rights

The client is the controller of the Client Workflow Data. Gauss Legal acts as a processor operating under the client’s instructions.

  • Client Data Integrity: The client is responsible for ensuring that they have the necessary rights, consents, and permissions to collect and transfer the Client Workflow Data to us for processing as defined in the service agreement.
  • Data Access and Deletion: Clients may request access to, correction of, or deletion of their Client Workflow Data and Client Reports retained by us, subject to the terms of the service agreement. Such requests should be directed to the client’s primary Gauss Legal contact.

8. 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 “Last Updated” date.

9. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Gauss Legal

Attn: Privacy Officer

services@gauss.legal