Privacy Policy

This Privacy Policy explains how Belltech Systems, Inc., doing business as AskFirmBrain (“AskFirmBrain,” “we,” “us,” or “our”), collects, uses, discloses, retains, and protects personal information through askfirmbrain.com, the AskFirmBrain application, demos, support, and related services (collectively, the “Services”).

1. Our role

For account, billing, website, sales, support, security, and business-administration information, AskFirmBrain generally determines why and how information is processed.

For personal information contained in documents, prompts, and other content submitted by a customer (“Customer Data”), the customer determines the purpose of processing and AskFirmBrain processes the information on the customer’s behalf. Requests concerning Customer Data should ordinarily be directed to the customer that controls the relevant workspace. Our contractual processing obligations may also be described in a Data Processing Addendum.

2. Information we collect

Information you provide

• Account and identity information, such as name, email address, password credential, role, and account status.
• Organization information, such as firm name, industry, team size, plan, settings, and administrator details.
• Customer Data, including uploaded documents, document metadata, prompts, questions, chat history, templates, checklists, drafts, citations, and generated responses.
• Sales and support information, such as demo requests, contact messages, optional phone number, correspondence, and troubleshooting details.
• Billing information, such as subscription, transaction, and payment status. Payment-card details may be collected directly by our payment processor rather than stored by us.

Information collected automatically

• Device and network information, such as IP address, browser type, operating system, user agent, and approximate location derived from IP.
• Usage information, such as pages and features used, searches, document-processing activity, timestamps, referring pages, and interaction events.
• Security and audit information, such as sign-in events, account changes, administrative actions, error records, and suspected abuse.
• Cookies and similar technologies used for authentication, security, preferences, and public-site analytics.

Information from others

We may receive information from your employer or firm administrator, Authorized Users, service providers, payment processors, security providers, analytics providers, and publicly available business sources.

3. How we use information

We use personal information to:

• provide, configure, operate, maintain, and support the Services;
• authenticate users and administer firms, roles, permissions, plans, and usage limits;
• store, process, index, retrieve, and search Customer Data;
• generate Customer-requested answers, citations, drafts, summaries, templates, and checklists;
• process subscriptions and transactions;
• respond to inquiries, demo requests, privacy requests, and support issues;
• monitor performance, troubleshoot errors, improve reliability, and understand use of public marketing pages;
• protect accounts, investigate abuse, maintain audit records, and enforce our agreements;
• comply with law and establish, exercise, or defend legal claims; and
• send service-related notices and, where permitted, relevant business communications.

4. AI and document processing

AskFirmBrain uses Microsoft Azure services, including Azure Blob Storage, Azure AI Search, and Azure OpenAI, to store, extract, index, retrieve, and process Customer Data and to generate Customer-requested Output. Depending on deployment configuration, prompts and content may be processed within an Azure geography and may be subject to automated abuse monitoring operated by Microsoft.

We do not use Customer documents, prompts, or generated responses to train generalized or foundation AI models, and Microsoft states that prompts and completions processed by Azure OpenAI are not used to train, retrain, or improve its base models without permission. Retrieval, indexing, embedding generation, and generation of responses for the customer are service processing, not generalized model training.

5. How we disclose information

We may disclose information:

• Within your organization: to administrators and Authorized Users according to workspace roles and permissions.
• To service providers: to cloud hosting, AI and search, email, security, analytics, payment, and support providers that perform services for us under contractual restrictions.
• At your direction: when you enable a feature, request a disclosure, export information, or connect another service.
• For legal and safety reasons: when reasonably necessary to comply with law or valid legal process, protect rights and safety, investigate fraud or abuse, or enforce agreements.
• For a business transaction: in connection with due diligence, financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate confidentiality protections.

We do not sell Customer Data or personal information for money. We do not share Customer Data for cross-context behavioral advertising or use it for targeted advertising. Public-site analytics providers may collect website interaction information as described below.

6. Cookies and analytics

The Services use essential cookies for authentication, security, session continuity, and preferences. Our public marketing pages may use Google Analytics to measure visits and interactions. Google may receive online identifiers, device information, IP-derived information, and usage events under its own terms. We do not intentionally send uploaded documents, workspace prompts, or generated answers to Google Analytics, and analytics is not intended to run inside authenticated application workflows.

You can control nonessential cookies through browser settings and available consent controls. Blocking essential cookies may prevent sign-in or other functionality. Browser “Do Not Track” signals do not have a uniform legal standard; where required, we honor legally recognized opt-out preference signals for processing to which they apply.

7. Retention and deletion

We retain account and Customer Data while the account is active and as needed to provide the Services. Customers can delete individual documents using available controls and may request workspace deletion by contacting us. Deletion from active systems may not immediately remove encrypted backup copies, which are isolated from ordinary use and expire according to normal backup cycles.

After termination, we retain Customer Data only for the period reasonably needed to support export or deletion, complete the termination process, comply with law, resolve disputes, prevent fraud, enforce agreements, and maintain security or audit records. Retention varies by data type and applicable Order or DPA. We securely delete or de-identify information when it is no longer reasonably needed for these purposes. We may retain aggregated or de-identified information that cannot reasonably identify a person or customer.

8. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information, including HTTPS/TLS in transit, Azure service encryption at rest, firm-scoped workspaces, role-based access, and controlled document workflows. No method of transmission or storage is completely secure. Customers remain responsible for user access, endpoint security, appropriate uploads, and promptly reporting suspected compromise.

9. Your choices and privacy rights

Depending on where you live and subject to exceptions, you may have rights to request access to, correction of, deletion of, or a copy of your personal information; object to or restrict certain processing; withdraw consent; or appeal our response. You may also opt out of marketing communications using the message instructions or by contacting us. Service and security notices are not marketing messages.

To submit a request, email support@AskFirmBrain.com. We may verify your identity and authority before responding. If information is controlled by one of our customers, we may direct your request to that customer and assist it as required by contract or law. Authorized agents may submit requests where permitted, subject to verification.

10. International processing

We are based in the United States and may process information in the United States and in locations where our service providers operate. Where required, we use contractual or other recognized safeguards for transfers of personal information. Customers with specific localization or transfer requirements should contact us before submitting regulated data.

11. Children

The Services are intended for business users and are not directed to children under 13. We do not knowingly collect personal information directly from children through account registration. Customer Data may contain information about dependents or other minors when a customer is lawfully authorized to process it; in that context, we process it only on the customer’s behalf.

12. Legal and regulated information

Customers are responsible for determining whether the Services are appropriate for information subject to professional secrecy, tax confidentiality, financial-services, employment, education, health, or other sector-specific rules. Do not submit protected health information subject to HIPAA unless the parties have signed a Business Associate Agreement.

13. Changes to this policy

We may update this Privacy Policy as our Services, providers, or legal obligations change. We will post the updated policy and revise the effective date. If a change materially affects how we use personal information, we will provide additional notice where required.

14. Contact us

You may also use our contact form. If applicable law gives you a right to appeal a privacy-request decision, state that you are submitting an appeal in the subject line.