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Privacy Policy

Last updated: April 2026

This Privacy Policy describes how J. Madison PLC, a Virginia Professional Limited Liability Company ("J. Madison PLC," "we," "us," or "our"), collects, uses, and protects information about visitors to and users of jmadisonplc.com and the Cloud Counsel platform (collectively, "the Platform"). Please read this Privacy Policy carefully.

As a licensed law firm, J. Madison PLC is also subject to ethical duties of confidentiality under the Virginia Rules of Professional Conduct, which impose obligations that may be stricter than those described in this Policy for information collected in connection with attorney-client relationships.

Geographic Scope

J. Madison PLC operates the Platform from the United States for users located in the United States. This Privacy Policy is designed to comply with the laws of the Commonwealth of Virginia and applicable federal law. The Firm does not target, solicit, or knowingly collect personal information from individuals located outside the United States. If you access the Platform from outside the United States, you do so on your own initiative and consent to the transfer and processing of your information in the United States under Virginia and federal law.

1. Information We Collect

We collect information in the following circumstances:

  • Visitors to jmadisonplc.com: We collect analytics information about visitors, including pages visited, time of visit, device type, and interaction data. This is collected through Google Analytics and Firebase Analytics.
  • Prospective clients submitting inquiries: When you submit an inquiry or intake form, we collect your name, contact information, and a description of your legal concern. This is used to conduct a conflict-of-interest check and to respond to your inquiry.
  • Platform users (clients, co-counsel, witnesses, agents): When you create an account and use the Platform, we collect profile information (name, contact details), account credentials (managed by Firebase Authentication), matter-related content you submit (documents, timeline events, statements, answers to questions), and records of your activity on the Platform.
  • Internal users (attorneys and staff) who connect Google accounts: When an internal user authorizes the Platform to access their Google account, we collect and store OAuth tokens to enable Google Drive and Google Calendar functionality, as described in Section 4 below.

Case File Information

In the course of providing legal services, our clients submit information to the Platform about third parties — such as witnesses, adverse parties, employers, and other individuals relevant to their legal matters. This information, along with attorney work product and analysis generated by the Firm’s attorney-designed tools, is part of the client’s confidential case file and is protected by the attorney-client privilege, the work-product doctrine, and the Firm’s duties of confidentiality under the Virginia Rules of Professional Conduct.

The Firm does not confirm or deny whether any individual’s information appears in a client’s case file. The Firm does not disclose case-file contents in response to third-party inquiries. Information maintained in client case files — including attorney analysis and work product — is retained as necessary for the establishment, exercise, and defence of legal claims and in accordance with the Firm’s professional obligations. The rights described in Section 10 of this Policy apply to your own account information and do not extend to information contained in another client’s confidential case file.

2. How We Use Your Information

We use the information we collect to:

  • Deliver legal services and operate the Platform.
  • Conduct conflict-of-interest checks as required by our professional obligations.
  • Communicate with you about your matter and account.
  • Perform analytics to improve the Platform.
  • Comply with our legal and ethical obligations as a Virginia law firm.
  • Enable integrations with third-party services you or our internal users have authorized.

We do not sell your personally identifiable information to any third party.

3. Our Ethical Duties of Confidentiality

J. Madison PLC operates under the Virginia Rules of Professional Conduct. Information you share with us in connection with seeking legal services is treated as confidential. If you contact us seeking representation, you are a "Potential Client" under Rule 1.18, and we will treat your information accordingly. Once you become a client, your information is protected by Rule 1.6 and, where applicable, the attorney-client privilege and work-product doctrine.

J. Madison PLC will assert applicable privileges in response to any subpoena or discovery request that seeks to compel disclosure of protected information, to the extent permitted or required by law.

4. Google API and OAuth Integration

Certain Platform features for internal users (J. Madison PLC attorneys and staff) require connecting a Google account. When an internal user connects their Google account, we request access to:

  • Google Drive (drive.file scope): We access only files created by or opened with the Platform. This is used to export legal documents (e.g., generating a Google Doc from a matter document or agreement template). We do not access files in your Drive that were not created or opened by the Platform.
  • Google Calendar (calendar.events scope): We read your calendar events to check your availability for client appointments and create calendar events on your behalf when a client appointment is confirmed. We do not read or write events unrelated to appointments scheduled through the Platform.

OAuth access tokens are stored securely in our Firestore database, are not shared with third parties, and are used only to perform the specific actions described above. Internal users can revoke the Platform's access to their Google account at any time at myaccount.google.com/permissions. Revoking access will disable the relevant Platform features.

Our use of Google API data complies with the Google API Services User Data Policy, including the Limited Use requirements.

5. How We Protect Your Information

We take commercially reasonable measures to protect the information we collect, including:

  • All connections to the Platform are encrypted via SSL/TLS.
  • Data is stored in Google Firebase and Google Cloud, which incorporate comprehensive security controls. See Firebase Privacy and Google Cloud Privacy Notice.
  • Access to Platform data is restricted to authorized J. Madison PLC personnel.
  • We employ access controls, monitoring, and logging to detect and respond to unauthorized access.

In the event of a security incident affecting your data, we will notify you as required by applicable law and consistent with our professional obligations.

6. Cookies and Analytics

We use cookies and similar tracking technologies to operate the Platform and understand how it is used. The cookies we use fall into the following categories:

  • Essential cookies: Firebase Authentication session cookies that keep you signed in and maintain your session state. These are necessary for the Platform to function and cannot be disabled.
  • Analytics cookies: Google Analytics and Firebase Analytics cookies that collect aggregate information about how visitors use the Platform, including pages visited, session duration, and device type. This data is used to improve the Platform and is not used to identify individual visitors for marketing purposes.

We do not use cookies for targeted advertising, cross-site tracking, or the sale of personal data. You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

7. Third-Party Sub-Processors

We use the following categories of third-party services that may process your information in order to deliver the Platform:

  • Google (Firebase, Google Cloud, Google Analytics, Google Docs, Google Calendar): Core infrastructure, authentication, analytics, document export, and scheduling. See Firebase Subprocessors and Google Cloud Subprocessors.
  • Clio (Themis Solutions Inc.): Legal practice management software. Matter and contact information may be synchronized with Clio. See Clio Privacy Policy and Clio Subprocessors.
  • AffiniPay: Payment processing for billing, invoices, and trust account transactions. Financial information submitted for payment is processed by AffiniPay and subject to their privacy practices.
  • AI Providers (OpenAI, Anthropic, Google Gemini): The Firm uses AI technology as a tool in the delivery of legal services. AI-powered features on the Platform are designed and maintained by licensed attorney-developers. For clients who use AI-powered features, case-related data — including timeline events, document metadata, party information, and client responses — may be submitted to AI providers for analysis. Data sent to AI providers is limited to what is necessary for the requested analysis and is transmitted under contractual terms that prohibit the AI provider from using the data to train its models. AI-generated outputs are part of your confidential case file and are subject to the same privilege and confidentiality protections as all other case data. The specific AI provider used may vary by feature. Use of certain features is governed by the Premium Services Agreement.

8. Third-Party Disclosure

We do not sell, trade, or transfer your personally identifiable information to outside parties except as described in this Policy. We may share your information:

  • With co-counsel or affiliated firms that have been granted access to your matter, with your consent.
  • With our sub-processors as described in Section 7 above, to the extent necessary to deliver the Platform.
  • As required by law, court order, or our professional obligations.

9. Data Retention

We retain information associated with your account and any legal matter for as long as necessary to fulfill the purposes described in this Policy, to comply with our legal obligations, and to fulfill our professional duties as a law firm. Client matter files may be retained for extended periods consistent with Virginia bar requirements and our internal records policies. You may contact us to request information about how long specific categories of data are retained.

10. Your Rights

You have the right to:

  • Request access to the personal information we hold about you in connection with your account.
  • Request correction of inaccurate personal information.
  • Request deletion of your account information, subject to our legal and professional retention obligations.
  • Revoke any third-party authorizations (such as Google OAuth) you have granted through the Platform.

If you are a Virginia resident, you have additional rights under the Virginia Consumer Data Protection Act (VCDPA), including the right to obtain a copy of your personal data and the right to opt out of the processing of personal data for purposes of targeted advertising or sale. We do not sell personal data or use it for targeted advertising.

These rights apply to your own account and profile information. They do not apply to information contained in client case files, which is maintained under the Firm’s duties of confidentiality and is exempt from consumer data protection requests under Virginia Code § 59.1-576. The VCDPA does not apply to information maintained by a law firm in the course of providing legal services or to information protected by attorney-client privilege.

To exercise any of these rights, contact us at info@jmadisonplc.com. We will respond within a reasonable time and in accordance with applicable law.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of the page. Continued use of the Platform after any changes constitutes your acceptance of the updated Policy.

12. Contact

If you have any questions about this Privacy Policy, please contact us:

  • Email: info@jmadisonplc.com
  • Phone: (703) 910-5062
  • Fax: (703) 910-5107
  • Mail: J. Madison PLC, 1750 Tysons Blvd. Suite 1500, McLean VA 22102